Once a group session is scheduled and confirmed, this article covers registering attendees, whether clients self-book or you register them manually, along with managing their status, sending forms, and understanding how payment and packages apply.
In this article:
- Before You Begin
- Registering Clients Manually
- Sharing Access to Group Sessions
- Managing Attendee Status
- Removing a Registered Attendee
- Sending Forms to Registrants
- Payment Collection for Group Sessions
- Registering Family Members
Before You Begin
This article assumes you already have a confirmed group session. If you haven't set up and confirmed a session yet, start with Scheduling, Confirming, Canceling, and Rescheduling Group Sessions →
A few relationships worth knowing before you register anyone:
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Self-booking depends on your setup. Whether clients can browse and register for a group session themselves depends on whether the group service is available on your Client Portal or public Bookings Page, or whether you've shared that specific session's registration link. There's no single universal toggle, it comes down to what you've configured and shared.
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Payment depends on how the client was entered. If a client registers through a booking or registration page where payment is required at booking, they're charged automatically as part of registering. If you register a client manually from the Session Details page, they are not billed automatically, you'll need to create and send an invoice separately.
- No-show tracking lives one level deeper than the roster. The quick "More Options menu (3 dots)" next to an attendee's name on the Session Details page offers Link to package, Mark confirmed, Mark as cancelled, and Unregister. To mark someone as a no-show, click View next to their name to open their individual Attendee Details page, then click Update status.
Registering Clients Manually
- From the Session Details page, click Register clients.
- In the pop-up, search for clients by name, email address, or tag, or select a saved tag group (like "Membership Clients") to register multiple clients at once.
- Select the checkbox next to each client or tag group you want to add.
- Click Register.
✅ All set! Registered clients appear in the Attendees list, and the spots-filled count updates automatically.
Sharing Access to Group Sessions
There are two different links you can share, depending on whether you want a client to pick from multiple upcoming sessions or register for one specific date. Here's the difference between the two.
Group Service Bookings Page Link
You can use the same bookings page sharing options available to any service, share the direct link, embed a booking widget, or point clients to it from your Client Portal or website.
This link points to the service itself. Clients who visit it see a list of upcoming available sessions for that group service and choose which one to register for.
- Go to My Practice > My Services, and find your Group Service.
- Click the More Options menu (3 dots) > Share link.
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Copy the URL from the pop-up. Click Close to close the pop-up.
Use this link when you want to give clients ongoing, self-serve access to whichever upcoming session works for their schedule, rather than committing them to one specific date.
Group Session Registration Link
This link points to one specific confirmed session. There's no date-picking involved, anyone who registers through it is added directly to that occurrence.
- From the Session Details page of a confirmed session, click Share registration link.
- Copy the link and send it to whoever you'd like to invite to that specific session.
Use this link when you're filling one particular session, for example, inviting guests to a single workshop date, or sending a reminder link to people who already know which date they're attending.
Managing Attendee Status
Each registered attendee has a status: Unconfirmed, Confirmed, Cancelled, or No Show.
Quick Status Changes from the Roster
From the Group Session Details page, click the More Options menu (3 dots) next to an attendee's name:
- Mark confirmed or Mark unconfirmed: Toggles between these two states.
- Mark as cancelled: Flags the attendee as cancelled. They remain in the attendee list, but the spots-filled count decreases.
- Link to package: Links this attendee's session to one of their active packages.
Marking a No-Show
The roster's quick menu doesn't include a no-show option.
Learn more about charging a fee when Marking Sessions as No-Shows →
To mark a group session attendee as a no-show:
- From the Group Session Details page, click View next to the attendee's name.
- On their Attendee Details page, click Update status.
- Select No show.
- Click Update.
Removing a Registered Attendee
If someone needs to be removed from a session entirely, rather than just marked cancelled or no-show:
- From the Group Session Details page, click the More Options menu (3 dots) next to the attendee's name.
- Select Unregister.
⚠️ Important: Unregistering removes the attendee from the list completely. If you want to keep a record that they were registered but didn't attend, mark them as a no-show instead.
Sending Forms to Registrants
Once at least one client is registered, a Send forms option appears in the Session Details action list. This lets you manually send forms from your library to some or all registered attendees, useful for pre-session intake, waivers, or post-session feedback.
Alternatively, you can include a form as part of the booking page process. Learn more about Requiring Forms During the Booking Process →
📍 Note: Group sessions don't currently support automatically triggering a form send from an automation the way one-on-one bookings can.
Payment Collection for Group Sessions
How and when a registered attendee is billed depends on how they were registered:
- Registered through a booking or registration page with payment required: The client is charged as part of completing their registration.
- Registered manually by you: The client is not billed automatically. From their Attendee Details page, you can Create/Edit invoice or Set up installment payments to collect payment separately.
💡 Tip: The Attendee Details page also shows Unpaid or Paid status badges, so you can see at a glance who still owes payment for a session.
A client's package fees can also apply toward a group session, either automatically (if they booked through the package) or manually, using Link to package from the attendee menu. Learn more about Linking and Managing Sessions in a Client's Package →
Registering Family Members
If you run group sessions with multiple linked family members present (for example, family therapy), each family member can be registered individually in the same session. This logs the session to each person's own client record separately.
Learn more about Managing Family Records in Practice Better →