Categories / Scheduling & Appointments
Lesson booking, payments and welcome packs
Tennis academy · fewer no-shows and paperwork eliminated
- Task
- stop manually managing a fast-growing number of lesson bookings and client messages
- Result
- automated confirmations, reminders and welcome packets significantly reduced no-shows and eliminated paperwork; more coaching time (no figures)
- Tools
- Setmore (custom booking page, mobile app with on-court registration + contactless payment, CRM, automated email confirmations/reminders/welcome packets)
- Setup
- publish custom booking page for 24/7 lesson booking → register and take contactless payment on court via mobile app → digitize client info in CRM → auto-send confirmation, reminder and welcome packet
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Help me set this up for my business: "Lesson booking, payments and welcome packs".
Example business: owner-run high-performance tennis academy. Task: stop manually managing a fast-growing number of lesson bookings and client messages.
Reported result: automated confirmations, reminders and welcome packets significantly reduced no-shows and eliminated paperwork; more coaching time (no figures)
Tools: Setmore (custom booking page, mobile app with on-court registration + contactless payment, CRM, automated email…
Setup outline:
1. publish custom booking page for 24/7 lesson booking → register and take contactless payment on court via…
Starter prompt from the guide (use it as a base):
I run a tennis academy. Write (1) a 400-character email signature for Setmore that welcomes new students, mentions where to park and arrive, and links to [WELCOME LINK], (2) a one-paragraph cancellation policy of [POLICY], and (3) 3 short lesson descriptions for [LESSON TYPES]. Friendly and clear. Don't invent prices or results.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/tennis-academy-setmore-247-booking-mobile-payments-auto-welcome-packet/Step-by-step setup guide + copy-paste prompt
> Cost: Free to start. Taking card payments through Stripe (including Tap to Pay) is a Setmore Pro feature, listed at $5 per user per month billed annually ($12 monthly). Stripe's card fees apply.
Honest note: rule-based (online booking, payments, automatic emails), not AI. The story is a vendor-published interview with the academy founder, with no no-show percentage. In it, "welcome packets" are emails with a PDF intro, itinerary and first-lesson info. Setmore's help doesn't document attaching a PDF to the confirmation email; the documented way is a link inside your email signature (up to 499 characters), so the guide uses that.
Prerequisites
- A Setmore account (Free works; Pro for Stripe).
- A Stripe account (verified) if you want to take card payments.
- Your lesson types with durations and prices, and your coaches' names and emails.
- Your welcome pack as a PDF or web page, hosted at a link (for example in Google Drive with link sharing on).
- A phone with the Setmore app (Tap to Pay is limited to listed countries).
Step-by-step setup
Step 1. Add lessons and coaches. Web app: Settings → Services → + Add service (name, duration, price), then Settings → My Team → + to add each coach (name and email) and, on the Services tab of their profile, tick the lessons they teach. A service isn't bookable until someone is assigned.
Step 2. Give coaches their own logins. Settings → Your Team → pick a coach → pencil icon → Login & security → Send reset link, and under Permission level choose Standard so they only see their own calendar.
Step 3. Publish your booking page. Settings → Booking Page, set your URL, and share it on your site, Instagram bio and email signature.
Step 4. Turn on payments. Setmore's Stripe article covers connecting Stripe and taking payment at booking. For on-court payments: in the phone app open the appointment on the Calendar, tap Payment(s) → Take payment, review the amount, tap Continue, choose Tap to pay; the first time, follow the prompt to Connect Stripe. The customer holds their card to the phone.
Step 5. Turn on confirmations and reminders. Settings → Notifications → Customer Notifications: tick booked/edited/canceled under Updates, and flip Email under Appointment reminders with a lead time (for example 1 day). Add Text if you're on Pro (no links allowed in texts).
Step 6. Add your welcome-pack link. In the same area set a sender name and Email Signature (up to 499 characters) with a line like "Welcome! Your first-lesson guide: [link]". Put arrival, court and cancellation info there.
Step 7. Sign up walk-ups. In the Setmore app add the client and book the appointment on the spot (the interview describes signing people up this way); their details are stored in your customer list.
What success looks like
You stop juggling texts and paper; clients book and pay without you; every booking gets the same welcome information.
Common issues & fixes
- Tap to Pay not showing: your country or device isn't supported, or Stripe isn't verified.
- No reminder received: the client has no email or phone number saved.
- Link doesn't show in texts: Setmore doesn't allow URLs in text reminders; use email.
Optional: Maintenance
- Each term, update lessons, prices and the welcome-pack link.
Copy-paste prompt
I run a tennis academy. Write (1) a 400-character email signature for Setmore that welcomes new students, mentions where to park and arrive, and links to [WELCOME LINK], (2) a one-paragraph cancellation policy of [POLICY], and (3) 3 short lesson descriptions for [LESSON TYPES]. Friendly and clear. Don't invent prices or results.Sources
- Case: Setmore blog interview, tennis academy founder. Credit: the academy's founder (vendor-published). The page title names the owner; the link is nameless.
- Setmore Support: Tap-to-Pay with Stripe
- Setmore Support: Add, edit or delete team members
- Setmore Support: Login and security for your team
- Setmore Support: Customer email notifications & reminders
- Setmore Support: Stripe
- Setmore Support: Your Booking Page URL
- Setmore pricing
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.