Creating, Editing and Managing Group Appointments
You can create an appointment with multiple clients, called a group appointment. In this group appointment, you can limit the number of participants (clients attending the group), send email/SMS reminders, update participation status and invoice them, and much more.
In this article:
Creating a Group Appointment
You can create a group appointment with multiple clients on the Calendar page. Here’s how:
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- Using your mouse cursor, highlight the time-slot(s) in which you’d like to create the appointment. The New Appointment Panel will open up.
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- Fill in the When & Where section with the appropriate details. Below it, click on the Group icon.
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- Type in the name of your group or class. You can also select a default group service to invoice participants automatically, book resources and add an appointment flag.
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Once done, click Save. Now, it’s time to add clients to your group appointment (you can do this later, if you want).
Adding Clients to the Group Appointment
Click on the group appointment on your Power Diary calendar to open the Appointment Settings Panel.
Now, follow these steps to add a client:
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- Scroll down to the Appointment Details section. In the Participants field choose the number of participants you want this group to have from the drop-down menu. Choose Unlimited Participants if there will be more than 30.
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- Under the Participants section, type in the name of the client you want to add to this group appointment and click on the name from the results. Repeat this process until you’ve added all the clients to the group.
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Click Save.
Updating Participant Status
It is a good idea to update a participant’s status. For example, if someone has cancelled the appointment, you can update their status to ‘Cancelled’. Here’s how you can do this:
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- Click on the group appointment on your Power Diary calendar to open the Appointment Settings Panel.
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- Under the Participants section, you’ll see the complete list of clients you’ve added to the group appointment.
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- Next to each client, you’ll see a small bubble labelled ‘ Pending’. Click on it.
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- From the list of statuses, choose one that is relevant.
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- If you want to remove a client, click the x icon on the far-right side of their name.
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Click Save to apply the changes.
Printing Group Participant List
You can also print out or download a PDF of the list of clients in your group appointment. Here’s how:
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- Click on the group appointment on your Power Diary calendar to open the Appointment Settings Panel.
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- At the bottom, you’ll see the Participants section. Click on the printer icon on the top-right corner of that section.
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- To print the participant list, click on the Printer icon.
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OR
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- Click Download at the bottom to save the participant list as a PDF.
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Invoicing Group Participants
Pro-tip💡
You can allocate a default service to your group appointment, which will help to invoice group participants automatically! Please read this article for more details.
To invoice a client in a group appointment individually, please follow these steps:
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- Click on the group appointment on your Power Diary calendar to open the Appointment Settings Panel.
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- Under the Participants section, you’ll see the complete list of clients you’ve added to the group appointment.
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- Click on the client whom you’d like to invoice. An Invoice section will open up for that client.
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- Add the services, products and session packs you’d like to charge the client for. If they have made any payments, add those as well.
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Click Save. Once you’re done invoicing, click Back to the group.
To invoice another member of the group, click on another client from the Participants list and repeat this process.
Sending Email/SMS Messages and Appointment Reminders to Group Participants
Important
A dedicated Toll-Free Number (TFN) is required to send/receive SMS messages in the USA, Canada, Puerto Rico, Bahamas, Jamaica, Costa Rica, and Barbados. For more details, please click here.
Since you have created a group appointment, you can send all the group participants an email, SMS or appointment reminder. Here’s how:
Send a custom Email or SMS
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- Click on the group appointment on your Power Diary calendar to open the Appointment Settings Panel.
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- At the bottom, you’ll see the Participants section. Click on the chat bubble icon on the top-right corner of that section.
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- Tick the checkbox next to clients to whom you want to send a message.
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- Select your message type i.e. Email or SMS.
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Type in your message or choose a template by clicking Use a template. When done, click Send to Selected Clients.
Send an Email or SMS Appointment Reminder
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- Locate the group appointment on your Power Diary calendar and right-click it.
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- From the right-click menu, click Email Appointment Reminder or SMS Appointment Reminder respectively.
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