A group appointment lets you add multiple clients to a single appointment time, useful for classes and group sessions. Each client keeps their own invoice, progress note, intake form, and attendance status within the one appointment.

This guide covers how to create a group service, assign it to a location and practitioner, and create a group appointment on the calendar. If you already have a group service set up, skip to Create a group appointment from the calendar.

How-to

Create a group service

You will need to create a service that allows multiple clients to attend it.

Select the Settings ⚙ icon in the top-right of your workspace.
Under the Business sidebar section, select Services.
Create your service, ensuring that the max number of clients that can attend the appointment is set to more than one.
Select Create.

Assign the service to a location and practitioner

This step is required for the service to be added to the calendar.

Once you have created the service:

Assign the service to a location

Select the Settings ⚙ icon in the top-right of your workspace.
Under the Business sidebar section, select Locations.
Select the location you would like to assign the service to.
Under Services Available at this Location, mark the service to assign it.
Select Save to confirm your changes.

Assign the service to a practitioner

Select the Settings ⚙ icon in the top-right of your workspace.
Under the Team sidebar section, select Users.
Select the practitioner you would like to assign the service to.
Under Services provided by practitioner, select the service to assign it.
At the bottom of the user profile, select Save details to confirm the changes.

Create a group appointment from the calendar

Select Calendar from the navigation bar, and create a group appointment by clicking on the starting time.
Complete the details of the group appointment, including the max number of clients who can attend it and any repeating rules.
After creating your group appointment, you will see all of the details from the appointment modal. You can start to add clients to the appointment by clicking '+ Client'.
The group appointment details are displayed here, including the clients who are currently added to the group appointment.
Once a client is added, you can see their specific details for the appointment, such as whether they have been invoiced, if there is a progress note, an intake form, and the status of the client's attendance.
If a client cancels or does not arrive, you will see the status from the appointment modal.

If Google is connected then you will be able to open up the group appointment in your Google Calendar.

Things to Note

The appointment modal lists all clients currently added.
For each client, you can see their attendance status and whether they've been invoiced, have a progress note, or an intake form.
If a client cancels or doesn't arrive, their status shows in the modal.

Frequently Asked Questions

Everyone in my group is booked under one service, but they have different funding. How do I bill them differently?

Each client in a group can be billed under a different service. Make sure the services you need exist and are assigned to the location and practitioner. Then, for the client whose service is wrong, revert their progress note to draft, remove the current service (the x beside it), archive just that client's appointment (this affects only them, not the whole group), and re-add them under the correct service. If the note was finalised more than 48 hours ago and can't be reverted, add an addendum, mark the incorrect appointment Do not invoice, and invoice the correct service instead.

I want to remove one client from a group appointment, but archiving says "case still attached." What do I do?

Archiving a single client removes only that client's appointment, not the whole group or the client's file. If you see "case still attached," open the case linked to that client, edit it, remove the group appointment from the case, and update it. Then go back to the group appointment, select the client, and archive.