Create a group appointment in Zanda to manage a multiple clients session efficiently.
You can schedule an appointment that includes multiple clients, referred to as a group appointment. Within this setup, you have the ability to specify the maximum number of participants, send email or SMS reminders, update the status of each participant, issue invoices, and much more.
In this article:
- Create a Group Appointment
- Add Clients to the Group Appointment
- Update Participant Status
- Invoice Group Participants Manually
- Send Email/SMS Messages and Appointment Reminders to Group Participants
Creating a Group Appointment
You can create a group appointment with multiple clients on the Calendar page. Here’s how:
1. 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.
2. The When & Where section with be pre-filled by the calendar settings, but you can edit them if needed. Below it, click on the Group icon to set the appointment type.
3. 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.
4. 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
These are the steps to add clients to a group appointment:
1. On the appointment panel, scroll down to the Appointment Details section.
2. In the Participants field, select the desired number of participants for your group from the dropdown menu.
3. Select the "Unlimited Participants" option if you expect the number of attendees to exceed 30.
4. In the Participants section, user the 'Search for a client' field to add existing clients to the group appointment.
5. You can create new client and add them to a group appointment, if needed.
6. Continue this process until all intended clients have been successfully added to the group.
7. Click Save.
Updating Participant Status
Updating a participant’s status is important for keeping accurate records. For instance, if a participant reschedules their appointment, you should update their status to ‘Rescheduled’.
Here’s how to do this:
1. Select the group appointment on your Zanda calendar to access the Appointment Settings Panel.
2. In the Participants section, you will find a list of all the clients you have included in the group appointment.
3. Next to each client's name, there will be a small indicator showing their appointment status. Click it to select the relevant status.
5. If you want to remove a client from the appointment list, click the x icon on the far-right side of their name.
6. 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:
1. Select the group appointment on your Zanda calendar to access the Appointment Settings Panel.
2. At the bottom, you’ll see the Participants section.
3. To print the participant list, click the Printer icon.
Invoicing Group Participants Manually
Pro-tip💡
You have the option to assign a default service to your group appointment, facilitating automatic invoicing for all group participants.
Read this article for more details.
To individually invoice a client within a group appointment, follow these simple steps:
1. Select the group appointment on your Zanda calendar to access the Appointment Settings Panel.
2. In the Participants section, you will find a comprehensive list of all clients included in the group appointment.
3. Click on the name of the client you wish to invoice. This action will open an Invoice section tailored specifically for that client.
4. 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.
5. Click Save. Once you’re done invoicing, click Back to the group.
6. 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 Manually
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.
Now that you've set up a group appointment, you have the ability to communicate with all participants by manually sending them an email, SMS, or appointment reminder.
Here’s how:
Sending a custom Email or SMS
1. Select the group appointment on your Zanda calendar to access the Appointment Settings Panel.
2. At the bottom, you’ll see the Participants section. Click the chat bubble icon on the top-right corner of that section.
3. Select the checkbox next to each client you wish to message.
4. Select your message type i.e. Email or SMS.
5. Type in your message or choose a template by clicking Use a template. When done, click Send to Selected Clients.
Sending an Email or SMS Appointment Reminder Manually
1. Locate the group appointment on your Zanda calendar and right-click it.
2. From the right-click menu, click Email Appointment Reminder or SMS Appointment Reminder.
❇️ Note:
Automatic appointment reminders will go out to each group appointment participant according to your account reminder settings.