Group sessions

A group session is one appointment that several customers attend, such as a yoga class for eight or small-group training for four. It has a number of places instead of a customer. Each person who takes a place is a participant, with their own status and their own messages.

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Making a service a group service

Group services are set up on the web. The mobile app shows them with a Group tag. Turning Group service off again makes the service one-to-one for new appointments; sessions that already exist stay sessions.

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Creating a session

Create an appointment as usual and pick the group service. The form changes: the customer field goes away and a Places field takes its place, filled in with the service’s default. Pick the time and staff, then save. A group service is always booked on its own; it can’t share an appointment with other services. To run a class every week, turn on Repeat in the same form on the web. Every week is its own session with its own participant list, so people book each week separately.

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Participants

Open the session to see who has a place. On the web the list is in the appointment form; in the mobile app it is on the appointment screen.

• Add participant gives a customer a place. They get the same booking confirmation as for a one-to-one appointment, unless the session is already over.
• Remove takes someone off. They get a cancellation message; nobody else is told.
• Accept books a request that came from the booking page. Turning a request down frees the place and sends the booking-declined message.
• Once the session has started, mark each person Came or No-show. Undo puts them back to booked.

The places line shows how many are taken, such as 3 of 8 places taken. A full session takes nobody else, staff included: remove someone first or raise the places. Places can’t go below the number of people booked. A pending request from the booking page holds its place until you accept it or turn it down, so a class can’t be overbooked while you decide.

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On the calendar

A session shows its taken and total places on the calendar, for example 3/8. The preview and the appointment show the same count.

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Changing or cancelling a session

Edit the session like any appointment. When the time changes, every participant with a place, or a request waiting, gets the appointment-updated message. Cancelling the session sends a cancellation to everyone booked and the booking-declined message to anyone still waiting; their requests leave the Pending list. Changing only the number of places sends nothing. Deleting a session removes its participants without sending messages, the same as deleting a one-to-one appointment. Cancel it instead when people should hear about it.

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Reminders and aftercare

Reminders go to each booked participant at the usual times. A person who joins after the reminder was planned still gets it, and a person who left doesn’t. Aftercare goes to each participant who came, or who is still booked once the session is over. Each SMS is paid for the same way as for a one-to-one appointment.

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Customers and records

A customer’s page lists the sessions they took part in, with their own status: booked, came, no-show or cancelled. Their no-shows and visits count in the attendance summary. A customer’s data export includes their places in sessions, and erasing a customer removes their places and keeps the sessions. In the insights, a session counts as one appointment, under its service, staff and hour. Participants are not counted separately there yet.

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Ask the assistant

The assistant can create a session (“Create a yoga class on Tuesday at 18:00 with 10 places”), list sessions with their places, and add or remove a participant. Each of these waits for your confirmation.