Batch Manager
Available on: Desktop · Web · Phone
The Batch Manager runs group sessions — a yoga class, a slimming course, a training batch — that several package clients attend together. You add clients to a batch, start a session, mark who came, and finish the session, which completes and bills it.
Batches and the package services that belong to them are set up first, on the Setup Batch tab of Setup Package.
In Setup Appointments, open the menu and double-click Packages › Batch Manager. It opens as a tab with two pages: Batch Manager and Batch Session Manager. No special right is needed to use it; billing at Finish needs the sale bill right.
Batch Manager — who is in each batch
Current Batches lists the batches that are not marked inactive. Select one to see its participants who still have sessions left on a package that has not expired: Participant Name, Mobile, Email, Package Number, Service Count, Pending Count and Package. A client who has used up their package drops off the list by itself. Type in Participant Search to find someone.
Agent is the stylist (trainer) who takes the session. It starts with the batch's default agent, and you can change it. A session cannot start without one: "No agent selected".
Add Participant
Opens Package Customer Selection: tick the clients to add. It lists clients who are not yet in the batch and who bought a package with this batch's service that is active, billed, has started and has not expired, with uses left
Remove Participant
Takes the selected client out of the batch, after you confirm
View Packages
Opens Batch Packages — the packages and services allocated to the batch (you can also double-click the batch)
Refresh Batch
Reloads the list
Start Session
Starts today's session for every participant in the list, after asking "Are you sure to start session for selected batch …" — then "Session Started successfully"
A batch can have one session a day ("Session already finished"), and a new one cannot start while an earlier one is still open ("Session already started").
While a session of the batch is open — started but not finished — participants cannot be added or removed: "Can not add participant, Session already started".
The selected agent must have service stages set up for the participants' services, or the session will not start: "No service stages found for the selected agent for: …", followed by the services.
Batch Session Manager — taking attendance
Current Sessions lists every session not yet finished, newest first — an unfinished session from an earlier day stays here — with Batch, Agent, Vouch Num and Date. Type in Batch Search to find one. Select a session to see its pending participants (those not yet marked), with their own Participant Search and Select All.
Tick participants and mark them:
Present
Marks them present: a job slip is made for each, and one session is used from their package
Present & Print
The same, then asks "Print Job Slip?" once and prints the new job slips if you say Yes
Absent
Marks them absent, but still makes a job slip and uses one session from their package — a missed class counts as used
Absent W/o
Marks them absent without a job slip, after asking. Nothing is used from their package and nothing is billed
Refresh Sessions
Reloads
After marking you see "Record saved successfully". The Present and Absent lists show who has been marked — Participant Name, Package Number, Jobslip Number, Time (when the job slip was made) and Package. Clients marked Absent W/o have no job slip.
Finishing the session
When the session is over, click Finish and confirm "Are you sure to finish current batch". Every participant must be marked first — "Participants attendance not complete...".
Finishing completes the job slips of everyone marked Present or Absent. Services already paid for in the package are completed straight away. Each of the others opens its own bill, one per client, in a separate window — see Billing Appointments. The session then closes — "Current batch completed successfully" — and participants can be added or removed again. A bill you close without saving is not lost: that service stays in the Job Slip Viewer to bill later.
Example — a yoga class. The Morning Yoga batch has 8 clients on a prepaid 12 Yoga Sessions package, with Pooja as the trainer. At 7:00 AM select the batch, check Pooja is the Agent, click Start Session and confirm. On Batch Session Manager, select today's session, tick the 7 who came and click Present — each gets a job slip and uses one of their 12 sessions. Tick the one who didn't come and click Absent W/o: no job slip, so her session is not used (plain Absent would count it as used). After the class, click Finish: the 7 services are completed and the session closes.
On the web
The Batch Manager works the same way on the web, with Batches and Sessions to switch between the two pages. Some buttons read differently: Absent without slip for Absent W/o, and Refresh for Refresh Batch / Refresh Sessions.
Finish opens the bills one after another on the POS sale bill page. A bill closed without saving is skipped, and its service stays in the Job Slip Viewer. If you have already started a new bill on the POS page, finish or close it first — the bills are not opened otherwise.