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Video: Managing Group Appointments

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Video Tutorial Transcript

Irina from Zanda 00:05 Hi there and welcome back to our videos. Uh, it in a year and in this video, let me show you how to use group type of appointments.

Creating a Group Appointment

00:17 Let us start with creating a group appointment in a calendar. So we'll go to one of the practitioners calendar where this needs to happen and highlight the time block for this appointment. 00:30 This will open the new appointment panel on the side as usual, and this time we will select the group type of appointment. 00:38 Again, the when and where section will be pre-field based on the calendar settings that, uh, of the time blocks that we selected. 00:47 And all we need to do now is fill out the appointment details for this group. For example, let's do this. 00:57 Let's have an appointment for the group therapy session. Uh, now the next step, if you are going to use the same service to build every participant of this group with the same item code, for example, go ahead and select it. 01:15 From your services list. Uh, having this default group service on the appointment helps you to automatically build each participant as soon as they are added to this, um, appointment. 01:29 If you will need to use different services, different codes for different participants, feel free to, um, um, to not feel out. 01:39 Just miss this step. Sorry. Next, uh, You may need to allocate some resources to this appointment. It's also available. Let's select the room, for example, where these, um, groups therapy sessions are going to happen. 01:52 And also select a flag if necessary, like this, and let's save the changes. So what happened? The appointment is created in your, uh, the group appointment is created in the practitioner's calendar. 02:11 And let's briefly go through the, um, panel settings that you can use to update this appointment. As always, the when and where section allows you to, um, update this appointment. 02:25 It's time, it's location and the practitioner if necessary. Uh, the appointment details show you basically the appointment details, and they are editable. 02:34 Uh, you can change the name of this, um, appointment. You can enable or disable telehealth, call on this appointment if necessary. 02:44 You can update. The uh, service for this group that you fold group service or remove it completely. You can update the flag, you can add or remove more resources, and you can define how many participants are allowed to join this group appointment. 03:03 So you can select a number of participants from one To 30, or if you don't select any of these numbers, it's gonna be unlimited participants are allowed. 03:15 This is especially helpful when you advertise, uh, and provide these group sessions to book through the client portal. The system will know how many spots are left available, and it will show this group appointment, um, as, um, available for booking, as long as there are participant spots still available 03:37 . So here let's, for example, cap this at 5 participants. You can add any comments for your internal use. Those aren't showing on to your clients.

Adding Participants to a Group

03:47 If they have a look at this booking on the client portal, uh, and again, let's save the changes. And now we can start adding participants to this group. 04:00 Again, if it's made available on the portal, people will be able to book in by themselves, but you can also add Clients, existing clients to this appointment and you can also add new clients by clicking, new client, entering some details and this will create a profile in your Zanda account for this client 04:21 and also link them to the appointment. Let's add one more. For example, Dylan and save the changes. So once we've added participants to our group, what we can do. 04:37 Uh, to update the details of each participant, you only need to click the line and the panel for these participants specifically will open. 04:49 Again, here you can manage their reminders. For example, you don't want to send a reminder to this particular client, but to the others you want. 04:58 So you can just disable a reminder for one participant of the group only. Uh, you can change the status of their appointment. 05:07 Either automatically if they receive an SMS, uh, reminder and reply yes or no, the appointment will be confirmed or cancelled. 05:15 Uh, or you can do this manually if you've spoken, if you do this over the phone or any other way. 05:21 Uh, then here you can, uh, change the resource for this client as well. And also the invoice section is Available for this particular client. 05:35 And this is where you can adjust the service for their invoice. So this one was created automatically because we have the default service already applied to the appointment. 05:47 But maybe you want to charge them differently, use a different type of service of that's available. And you can also record a payment for this service, for this appointment for each participant separately. 06:02 So let's do that. They paid with their card and safe. There you go. So now, uh, if you want to go back to the group, just click it here at the top, back to the group and we can see that for example the, um, Status of the appointment for this client has changed.

Viewing Appointment Summary & Status

06:27 If we hover over the appointment block on the calendar, you'll see some additional information about this appointment. Uh, specifically, it lists how many clients have been added already. 06:41 The status of the appointment, uh, and it shows if anyone has cancelled at this point. Uh, what else also you can do?

Communicating with Group Participants

06:52 You can message. All participants send them an SMS or email. So I just clicked that speech bubble next to the participants panel and it opens and I can select which of the group participants I want to contact. 07:09 And then I can select either it's done via SMS or email and I can add user template for each of these appointments or I can three type the message, uh, SMS message and send them that message. 07:31 So that's for communicating with the group participants. I think it's a very handy tool instead of going to, uh, each participant separately in their profile or doing a box and to the group you just use this communication feature on the appointment itself.

Printing the Participant List

07:49 And you can also print The group list. This is helpful if your practitioner or your admin team, um, needs to work off, uh, uh, paper, and you can print the participants list just like that, or you can download it as a PDF. 08:08 And it provides you the details of this appointment on the list, the title, the date and time, and also, um, the, um, information about each participant. 08:20 Specifically their name, mobile phone number, the status of the appointment, uh, attended yes or no, this means, um, and if there are any notes added to each participant, they will be saved here as well.

Recurring a Group Appointment

08:42 So there you go. This is how you can add and manage your group appointments, add services, At participants and invoice those participants and communicate with them. 08:58 What else you can do? You can recur this appointment. For example, if it needs to happen every week on a Friday for 10 sessions in total, so we'll just add 9 more occurrences and save that appointment. 09:17 Wonderful. And now that we have recurred this appointment, let's jump to the next week and see what happens with it. 09:25 So here it is created in the practitioners calendar. Uh, again, if we hover over the appointment, we can see the summary of its information, uh, with, including what practitioners, uh, sorry, what participants are added and the status of their appointments. 09:43 And now if we click the panel, And scroll down. We will see that, yes, the same participants have been copied over from the initial appointment in this series. 09:54 And if we click, uh, one of the participants, we will see that the invoice has been, uh, copied and generated for the recurring invoice appointments as well, using the service from the initial appointment. 10:08 Uh, and again, You can edit this as needed at payments and so on. You can change the status of each, um, participant and so on. 10:24 Yes, let's do that and close. And just to finish off what else you can do, uh, with this appointment, again for the summary, just hover over and see what is happening with this appointment. 10:38 For quick management, you can still right click the appointment block to open its context menu. And here's what you can do. 10:46 You can toggle the warning alert to change the appointment flag and to attract attention of your team members to this appointment. 10:53 If something needs to be done, you can edit the recurring series. You can jump to the next appointment in this recurring series. 11:01 And you can also send an email or SMS appointment reminder to the Um, participants of this group very quickly. You can see that confirmation here at the top.

Deleting Group Appointments

11:13 And you can also delete this appointment. Let's actually click to see what's happening. If we do that, if we click delete an appointment, and it's a part of a series of appointments, the system will um, give you these three options. 11:28 So you can choose to delete this appointment only. You can choose to delete this and all following. So the previous appointments in the system will remain. 11:37 Or you can choose to delete all appointments in the series. So that's what you can do. Let's not delete anything. 11:46 So for now, you are ready to conquer those group appointments, and I will see you another time.