CrossFit boxes need a booking system that handles everything from intro sessions to daily WODs to specialty clinics. Acuity Scheduling, now part of Squarespace, gives your fitness virtual assistant the tools to manage all of it - including intake forms, class packages, and payment collection - from a single platform.
Why Acuity Scheduling Works for CrossFit Boxes
Acuity Scheduling is a feature-rich appointment platform with plans starting at $16 per month (Emerging plan) and going up to $49 per month (Powerhouse) for advanced features like multiple staff calendars and custom API access. Unlike simpler scheduling tools, Acuity offers built-in intake forms, package and subscription management, and deep payment integration with Stripe and Square.
For a CrossFit box, this means your VA can build a complete client journey inside one tool. A prospect finds your booking page, fills out a health questionnaire, books an intro session, pays for a starter package, and receives automated follow-ups - all without anyone at the box touching a spreadsheet or answering a phone.
Acuity syncs with Google Calendar, Outlook, and iCal, keeping your coaches' schedules accurate. It also integrates with Zoom for virtual coaching, Zapier for workflow automation, and Squarespace for embedding directly into your website.
Setting Up Intro Sessions and Intake Forms
The intro session is the front door to your CrossFit box. Your VA builds a booking flow in Acuity that makes this process professional and thorough.
Here is what the setup looks like:
Your VA creates an "Intro Session" appointment type with a 60-minute duration, specific coach assignments, and availability windows. Attached to this appointment type is a custom intake form that collects critical information before the prospect walks through the door.
A typical CrossFit intake form includes:
- Contact information and emergency contact
- Training history and current fitness level
- Injury history and medical conditions
- Fitness goals (weight loss, strength, competition, general health)
- How they heard about your box
- Digital waiver and liability release
Acuity lets your VA build these forms directly inside the platform with text fields, dropdowns, checkboxes, and signature captures. The prospect fills everything out during the booking process, so the coach receives a complete profile before the session.
Your VA can also set up a pre-session email sequence. After booking, the prospect gets a confirmation with directions and what to expect. The day before, they receive a reminder with tips like "eat a light meal 2 hours before" and "wear athletic shoes with good support."
Class Packages and Payment Integration
CrossFit boxes typically sell memberships and class packages rather than individual drop-in sessions. Acuity's package and subscription features let your VA manage this directly in the scheduling platform.
Package types your VA creates:
- Intro package - 3 fundamentals sessions at a discounted rate, prepaid at booking
- 10-class pack - Purchased upfront, with each class booking deducting one session
- Monthly unlimited - Recurring subscription for unlimited class bookings
- Drop-in pass - Single-session purchase for visitors or casual attendees
- Personal coaching add-on - A separate package for one-on-one sessions with a specific coach
Acuity integrates natively with Stripe and Square for payment processing. Your VA sets up each package with the correct pricing, session counts, and expiration rules. When a member books a class, the system checks their package balance and deducts accordingly. If they are out of sessions, the booking page prompts them to purchase more.
Your VA monitors package usage through Acuity's reporting tools. When a member's 10-class pack drops to two remaining sessions, the VA sends a reminder to repurchase. For subscription members, the VA tracks billing cycles and follows up on failed payments before access lapses.
Managing Daily WODs and Specialty Classes
Beyond intro sessions and packages, your VA uses Acuity to manage the daily class schedule. Each class type gets its own appointment category with appropriate settings.
Your VA configures:
- WOD classes - Group sessions with a capacity cap of 15 to 20, available multiple times daily
- Open gym - Self-directed training windows with capacity limits based on equipment
- Olympic lifting clinics - Specialized sessions with lower capacity (6 to 8 athletes) and premium pricing
- Gymnastics skill sessions - Focused technique work on movements like muscle-ups and handstands
- Competition prep - Dedicated training blocks for athletes preparing for events
Acuity's class scheduling feature handles recurring sessions elegantly. Your VA sets up the weekly template, and classes auto-populate for weeks ahead. Members see the full schedule on a responsive booking page and reserve their spots in seconds.
Waitlists ensure no spot goes unused. When a WOD class hits capacity, members join the waitlist and get notified automatically if a spot opens. Your VA monitors waitlist data to identify classes that need additional time slots.
Reporting and Client Management
Acuity provides your VA with data to optimize your box's operations. Key reports include:
- Booking volume by class type and time slot
- No-show and cancellation rates
- Package sales and revenue tracking
- New member conversion from intro sessions
- Instructor popularity and utilization
Your VA compiles these into weekly summaries that help you make decisions about scheduling, pricing, and staffing. If intro session conversion drops below 60%, it signals a coaching or follow-up issue. If Saturday WODs consistently max out while Tuesday mornings sit half-empty, it is time to adjust the schedule.
Your VA also manages the client database inside Acuity. Member profiles include their booking history, package status, intake form responses, and notes from coaches. This centralized record makes it easy to personalize communication and track each member's journey.
For the full scope of admin and operations tasks a VA handles for fitness businesses, review the fitness virtual assistant tasks list.
Getting Your VA Started With Acuity
When you hire a fitness virtual assistant, setting them up on Acuity takes one to two days. They need admin access, your class schedule, coach availability and bios, intake form requirements, and payment processor credentials.
Your VA connects Acuity with your other tools. Squarespace integration embeds the booking page directly on your site. Zapier connects Acuity to Mailchimp for email marketing, Google Sheets for custom reporting, or Slack for real-time booking notifications.
The Emerging plan at $16 per month works for solo-coach boxes. Multi-coach operations should go with the Growing plan at $27 per month or the Powerhouse plan at $49 per month for full team scheduling capabilities.
FAQ
How much does Acuity Scheduling cost for a CrossFit box?
Acuity offers three plans: Emerging at $16 per month (1 staff calendar), Growing at $27 per month (6 staff calendars), and Powerhouse at $49 per month (36 staff calendars). Most CrossFit boxes with multiple coaches need the Growing or Powerhouse plan.
Can Acuity handle intake forms and digital waivers?
Yes. Acuity includes a built-in form builder that supports text fields, checkboxes, dropdowns, and file uploads. Your VA creates custom intake forms attached to specific appointment types, so new members complete health questionnaires and waivers during the booking process.
Does Acuity support class packages for CrossFit?
Acuity supports packages, gift certificates, and subscriptions. Your VA creates packages like 10-class packs or monthly unlimited memberships. Each booking deducts from the member's balance, and the system prompts them to purchase more when their sessions run out.
Can members join a waitlist for full classes in Acuity?
Yes. When a class reaches its capacity limit, members can join a waitlist. If a booked member cancels, the next person on the waitlist receives an automatic notification to claim the spot.
How does a VA handle payment processing through Acuity?
Acuity integrates with Stripe and Square. Your VA sets up payment requirements for specific appointment types - such as drop-in passes or intro packages - so members pay at the time of booking. The VA monitors transactions, follows up on failed payments, and generates revenue reports.