Managing Group Services with Practice Better

Practice Better enables you to efficiently schedule and manage group classes and sessions. This article provides step-by-step instructions on creating a group service, setting up availability, and managing attendees and other session details in Practice Better.

• Creating a Group Service
• Setting Up an Online/Telehealth Group Service
• Setting up Group Session Availability
• Scheduling Group Sessions
• Creating a Private Group Session
• Registering Clients in a Group Session
• Adding Group Sessions to a Program
• Sharing a Session Registration Link

Creating a Group Service

1. Go to your My Practice > My Services Page
2. Click the Fast Action Button in the bottom-right corner, then select Add Service.
   Select Group Class/Service from the options provided:
   
   
   
3. Enter Service details:
   
   • Provide a service name.
   • Specify duration and fee.
4. In the Group Options section, set a default enrollment limit for each session, which can be adjusted per session.
   

Setting Up an Online/Telehealth Group Service

To conduct online or telehealth group sessions:

1. Link Your Zoom Account: Ensure your Zoom account is linked to Practice Better.
2. Select Zoom: Choose Zoom from the Telehealth application pick-list when setting up your group service.

Setting up Group Session Availability

After creating your service, set up availability for clients to register for upcoming sessions:

1. Go to My Schedule > My Availability.
2. Click on a time in the calendar or click the Fast Action Button in the bottom-right corner.
3. Select Group class/service.
   
   
   
4. You can only set up one service per group availability slot. If you have multiple sessions per day (e.g., at 9 AM and 3 PM), create separate availability slots for each time. The length of the availability slot will match the duration of your group service.

It's important to note that when you set up group availability, you are only creating placeholder slots for your service. A placeholder is essentially a tentative/unconfirmed session.

We will prevent clients from double-booking you for one-on-one sessions at any time which overlaps with a group session placeholder. However, you will not receive reminders for a placeholder session until a client registers or you manually confirm the session.

Setting up Recurring Group Sessions

1. In the Add/Edit Availability popup, enable the This time slot recurs option.
   
   
   
2. Choose to recur daily, weekly, or monthly, and specify which days of the week your session is available (e.g., every week on Mon, Tue, Wed).
3. Your set availability will be displayed on your availability calendar.
   

Group Availability & One-on-One Sessions

• Group availability will override any existing availability set for one-on-one sessions.
• If you have recurring availability for a group service, you will receive warnings about potential conflicts when booking one-on-one sessions on behalf of clients.

Scheduling Group Sessions 

Selecting an Availability Placeholder

If you've set up availability for your group service, session placeholders will appear on your My Practice > My Calendar page.

Placeholders can be identified by the light-shaded bar to the left of the event details:

1. Click on a placeholder to see two options:
   • View session details - this will allow you to review and confirm your session details, after which you can register attendees and manage other details for your session.
   • Delete placeholder - this will delete the availability you've set up for this service at this specific day/time.
     
     
     
2. Select View session details to continue. Click Never mind to leave the placeholder as-is.
3. After clicking View session details, a popup will appear allowing you to adjust the attendee limit, buffer time, and other session details.
4. Click Confirm to save your session and convert the placeholder into a confirmed session.

Creating a Private Group Session

1.  Go to My Schedule > My Calendar
2. Click the the Fast Action Button in the bottom-right corner and select Schedule a group session
   
   
   
3. Choose your service from the options provided.
4. This session won't be available for client registration unless it overlaps with existing availability or you share the registration link. See Registering Attendees for more information.
5. You can also schedule group sessions from your My Practice > My Services page by clicking the Schedule a session button next to your service.

Registering Attendees

1. Access your Session's Details page by clicking on a session in your calendar or from your My Bookings page.
2. Click the Register clients button.
   
   
   
3. Select clients from the popup menu. 
4. Choose whether to send a confirmation email or mark them as confirmed.
   
5. Click Register to finalize this action. 

Sharing a Session Registration Link

• Share a direct link with clients to register for your session by clicking the Share registration link button from the Session Details page.
• Registration will be available so long as the session attendee limit has not been reached.

Group Service Session Notifications

When a client registers for your group service:

• They will receive notifications regardless of their status (Active or Prospective).
• Clients will receive confirmation and reminder emails based on your Session Notifications settings.