Setting Up and Using Session Packs

Session Packs are a very cool feature you can use when creating new appointments in Power Diary. 

It can be used to keep track of many things. For example, you can use a session pack to keep track of prepaid subscriptions a client has bought, the number of appointments your referral has had with your clinic and the pending appointments a client has to take with you.

In this article, we will show you how to create a session pack template, add it to a client’s record and use it for tracking referrals. 

In this article:

Add A Session Pack Template

It’s easy to create a new session pack template:

1
Navigate to SETUP → Session Packs using the menu on the left-side of Power Diary.

2
Click on + Add Session Pack.

3
A form will open up where you can add details of your new session pack.

4
Once done, click on the Save button below.

Doing so will create a new session pack that you can assign clients.

How To Assign A Session Pack To A Client

There are three ways to assign a session pack to a client. You can use whichever method you find suitable.

Hint 💡

When you assign a new session pack to a client from the list, choose from the list of Session Pack Templates. But when assigning a current session pack to a client, select from the list of Open Session Packs.Here’s why:  Session pack templates represent completely new session packs. But open session packs represent session packs already assigned to a client before. 

Method # 1: Adding A Session Pack From A Client’s Profile

You can assign a session pack to a client from within their profile. To do so:

1
Open the client’s profile page by either using the search bar on top of Power Diary - or by right-clicking their appointment and then clicking on Client Details.

2
In the client’s profile page, navigate to Billing → Session Packs.

3
Click on + Add New Pack.

4
Fill in the details of the session pack you are assigning the client including name, description and number of sessions.

5
Click on the Save Changes button to confirm assigning the session pack to the client. 

Once done, you can easily see all active session packs for the client by navigating to Billing → Session Packs.

Method # 2: Adding A Session Pack From An Appointment

You can assign a session pack to a client through their already created appointment in your Power Diary calendar. Here’s how:

1
Go to your Power Diary calendar if you aren’t there already and click on the client’s appointment to whom you want to add a session pack.

2
The Appointment Settings Panel will open on your right. Scroll down and click on the Select a Service or Pack drop-down menu.

3
Choose a session pack from the list and click on the Save button.

Hint 💡

You can see which session of the session pack a client is currently on:

1
Simply click on the client’s latest appointment to which you’ve assigned a session pack. 
2
Scroll down until you reach the invoice section. 
3
Under Services and Products, you’ll see which session number the current appointment is for. 

Method # 3: Adding A Session Pack From An Invoice

If you’ve completed a session from a session pack with a client - and forgot to assign it to them in advance, you can add the session pack to the client’s invoice. Here’s how:

1
Open the client’s profile page by either using the search bar on top of Power Diary - or by right-clicking their appointment and then clicking on Client Details.

2
Navigate to Billing → Invoices.

3
Click on the + New Invoice button or choose an existing invoice from the list of invoices below.

4
After opening an invoice, click on Add Invoice Item and select an open session pack or a session pack template from the list.

5
Once done, simply print the invoice or email it to your client.

To avoid having to do this, use the above two methods to assign a session pack to a client. But if you forget, this method is the way to go.

How To Set A Session Pack As A Client’s Default Service:

You can make sure you don’t accidentally assign a client the wrong session pack by  setting the session pack assigned them as their ‘preferred service’. 

Here’s how:

1
Open the client’s profile page by either using the search bar on top of Power Diary - or by right-clicking their appointment and then clicking on Client Details.

2
Navigate to Billing → Billing Setup.

3
Click on Preferred Service or Pack and choose the right session pack from the list. (Click here and here if you need guidance on how to do that.

4
Click on the Save Changes button. 

Doing so will add the ‘preferred’ session pack automatically every time you create an appointment for the client. Of course, you can change/remove it if you want.

Note: You can send an automatic SMS or email reminder to a client after they finish the last session in their session pack. Here’s how:

1
Navigate to SETUP → Configuration → Reminders using the menu on the left-side of Power Diary.

2
Turn on the toggle labelled Remind me when a Client uses the last Appointment in a Service Pack or when a Pack expires. You’ll find it under the Automatic Event Reminder Settings section.

3
Click on the Save Changes button.

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