Grouped Appointments

Available on: Desktop · Web · Phone

A grouped appointment books one service for several clients together — a bridal party's make-up, a family's haircuts, a group yoga or spa session. The clients are kept together as one group, so you can confirm, check in, or bill them in one go.

Creating a group

1. In the Appointment Viewer, right-click a free time in a stylist's column and choose New Grouped Appointment.

2. The Create Group Appointment window opens with the customer search — pick several customers. The window shows how many you picked, with a count of men and women, for example Total 4 Customers [ Male - 1 ] [ Female - 3 ].

3. Pick the service and click Add Service, then choose the stylist. One line is added for each client.

4. Click OK.

A group has one service only — adding a second gives "Only one service per grouped appointment allowed!". Book other services as ordinary appointments.

Example — a bridal party. The bride and three bridesmaids want make-up at 4:00 PM on Saturday. Right-click 4:00 PM in Anita's column › New Grouped Appointment, pick the four clients, add Party Make-up and choose Anita. The diary shows the group at 4:00 PM, and each client has her own line in it.

The Grouped Appointment window

Right-click any member of a group in the diary and choose Open Grouped Appointment. The window is titled Grouped Appointment ( GRP - n ) and lists every member with their Status, Customer, Appointment ID, Membership ID, Stylist, Start, End, Cost and Package.

Select one or more members — they must all be at the same status — and use the buttons:

Button	What it does
Set Status As + Set Status	Changes the status of the selected members together
Delete	Deletes the selected members, after asking "Are you sure you want to delete selected appointment(s)?"
Attach Appointment	With one member selected, brings other clients' bookings into the group, at the group's time and stylist
Detach Appointment	Takes a member out of the group into their own appointment
Refresh	Reloads the list

When the last member leaves the group, the window closes.

Which status changes are allowed

In this window:

From	Can be set to
Unconfirmed	Confirmed, Lobby, Canceled
Confirmed	Unconfirmed, Lobby, Canceled
Lobby	CheckedIn, Canceled
CheckedIn	Completed

No change is offered while a member's time has already passed and they are still open, or when the stylist is not available (for example on leave or off shift, with Use Employee Wise Attendance on).

• Canceled asks for the cancellation reason first.

• CheckedIn creates one job slip for each client, and asks "Print Job Slip?" once for all of them.

• Completed asks which customer pays the bill — one client can pay for the whole group — and then opens the bill (see Billing Appointments). A member using a package must be completed on their own: "Package appointment cannot be billed in a group!".

Example — one person pays. The bridal party is done. Select all four members (all CheckedIn), choose Completed and click Set Status. When asked who pays, pick the bride's mother: one bill opens with all four make-ups on it, in her name.

Attaching and detaching

Attach Appointment

Select one member and click Attach Appointment to bring other clients' bookings into the group — you can tick several. They join at the group's time and stylist. The Appointment Search shows only bookings that can join:

• for the same service as the group,

• with only that one service,

• for a client who is not already in the group,

• and — following Filter Status and Show Only Today's Appointments in Configuration — at that status, and today only if ticked.

Detach Appointment

Takes one member out of the group. The Time Slot Finder (see Time Slot Finder and Appointment Search) opens so you can choose a new time for them; confirm, and they become an ordinary appointment. A member who is already CheckedIn cannot be detached: "You must delete checked-in appointment before detaching!".

Example. One bridesmaid will arrive late. Select her, click Detach Appointment, find Meera free at 5:00 PM in the Time Slot Finder and confirm. She now has her own 5:00 PM appointment, and the group carries on with three.

Merging single bookings into a group

If several clients booked the same service separately, you can join them into one group afterwards.

1. In the Appointment Viewer, right-click a free time and choose Merge Existing Appointment.

2. In the Appointment Search, tick the bookings to merge. Only bookings with a single service, all for the same service and for different clients, can be merged — otherwise you are told "Invalid appointment selection! Only same service appointments can be attached.".

3. In the Time Slot Finder, pick the time and stylist for the group.

4. The bookings become one grouped appointment — "Appointments merged into grouped appointment n." — and the diary moves to that date.

Example. Three friends each booked a Hair Spa for Sunday morning at different times and now want to come together. Merge their three bookings and pick 10:00 AM with Meera: they become one group at 10:00 AM.

On the web

Grouped appointments work the same way on the web and on a phone: long-press a free time for New Grouped Appointment or Merge Existing Appointment, and long-press a member for Open Grouped Appointment. The Grouped Appointment window opens full screen. After a group bill on the web, the Grouped Appointment window opens again on top of the diary.