Our Scheduling Policy
The Art Of Fitness provides its primary services through scheduled appointments. This policy describes how we handle scheduling and rescheduling appointments, as well as missed appointments for whatever reason might arise. Our policy is based on the recognition that all parties to a scheduled appointment are making a commitment to attend which may imply inconvenience or costs for the other party if it’s not honored. We also recognize that not all events are under anyone’s control, so we attempt to retain as much flexibility as we reasonably can.
How To Schedule an Appointment
We endeavor to make scheduling an appointment as easy and clear as possible. We currently offer the following options for requesting a new appointment or making a change to an existing appointment:
By phone or text message – You can always give us a call or text us at (512) 587-2283 to schedule an appointment. Please indicate the time you would like to request and we will do our best to accommodate it.
In person – We’re always glad to work with you to schedule future appointments at the end of any session.
Confirmations and Reminders
Regardless of how you schedule your appointment, we use our online calendar service to record and manage it. When an appointment or series of appointments is made in our system, it sends out an email which details the appointment. We suggest that you use these as a way of confirming that the date and time matches your intentions and availability.
As a courtesy, the service sends email reminders about your upcoming scheduled appointment the day before it will occur. Unfortunately, for a variety of reasons we cannot guarantee that you will receive these reminders, so we ask that you record your appointment on your own calendar or other reminder as well. If you ever have any questions about the status of an appointment, please give us a call.
We view each appointment we make with you as a commitment to you which we will not break without appropriate cause or consideration. Regardless of whether you receive our email confirmations and reminders, we will expect that you will likewise honor the appointments you make with us.
We use our calendar service as the official record of the appointments we make with you for the purposes of this policy. You can review your upcoming appointments online by going to the link provided above.
Cancellations, Reschedules, and No-shows
We commit to accommodate your requests to cancel or reschedule appointments in good faith to the best of our ability and availability. We will accept changes you request more than 24 hours before your scheduled appointment time.
We cannot commit to honor changes you request within 24 hours of the scheduled appointment time. If you do give us prior notice, we will do our best to reschedule your appointment, and if we are able to do so, we can accept the change. If we are unable to reschedule the appointment, we will ask that you do your best to make the appointment if you can, and we will consider it to be a billable session even if you are unable to attend. We reserve the right to charge you in full for a scheduled session which you fail to attend.
If we are unable to honor our appointment for reasons other than your payments being past due, we will make it right in the following ways:
-Sessions we are unable to honor are, of course, not billable.
If your appointment would have occurred under the terms of a subscription, our goal is to make sure you have not paid for a session you cannot use before the month ends. To achieve this we:
a. Do count the session against your subscription’s entitlement and
b. Credit your account at the subscription’s additional services rate. This credit can be used to offset later payments, including an actual additional session which occurs in the same month.
-We will notify you of our inability to honor the appointment as early as possible and work with you to reschedule. If we are unable to give you at least 24-hours’ notice, we will credit your account $10 for the inconvenience to you.
Credits we make to your account for sessions we were unable to deliver cannot be refunded to you, but they can be applied toward future services.
We allow you to schedule appointments at least 3 months in advance. We encourage you to schedule your appointments as early as you can if you are confident you can attend them. Early scheduling provides you with several benefits including:
Ensuring continuity of service. The value of services is greater when our work together is regular and consistent.
Obtaining your preferred times. Our appointment availability is limited, so advance scheduling helps ensure you get the times that work best for you.
Discounts through monthly subscriptions. A well-established session schedule is especially suited to subscription billing. Subscription billing allows for significant savings over standard billing in most cases.