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Create and manage group appointments

Create group appointments directly in your calendar and provide clients with the flexibility of booking online and attending appointments together.

This guide covers:

Getting started

To maximize the benefits of this feature for your clients, we recommend enabling online bookings and allowing clients to book and manage appointments online for multiple people.

To enable online group appointments: 

  1. Open Business settings and select Online bookings
  2. Scroll down to Group appointments and mark the checkbox to Allow group appointments
  3. Click Save.

NOTE: You can create group appointments through your calendar regardless of whether group appointments are enabled for online bookings.

TOP TIP: Clients booking group appointments online should select Any professional for broader availability.

Group appointments booked online

The Marketplace New Client Fee will be applied to each eligible appointment in the group. The appointment is eligible when:

  • A brand new client books through the Fresha marketplace and is the attendee
  • A brand new client books through the Fresha marketplace and the attendee is a non-specified guest.
  • An existing or brand new client books through the Fresha marketplace and the attendee is an existing client with an outstanding Marketplace New Client Fee. This is when the client discovered and booked with you via the marketplace and is yet to have an appointment checked out.

Learn more about the Marketplace New Client Fee.

Creating group appointments

Group appointments can be created in two ways using your calendar. 

From a new appointment 

  1. Open the Calendar, click Add, and select Group appointment. If you’re using the Fresha app or a mobile device, use the plus button from the main navigation menu. 
  2. Choose Create new appointment and select a timeslot from your calendar.
  3. Fill in the appointment details and click Save. Make sure you add the client’s details if you have these.
  4. From the group appointment view, click Add to create the next appointment or add existing appointments to the group. 

From an existing appointment

  1. Open the Calendar, click Add, and select Group appointment. If you’re using the Fresha app or a mobile device, use the plus button from the main navigation menu. 
  2. Choose Select existing appointment and click on the relevant appointment from your calendar.
  3. From the group appointment view, click Add to create the next appointment or add existing appointments to the group. 

NOTE:

  • By default, the group organizer is the client from the first appointment in the group and cannot be changed.
  • Group appointments booked online may have unnamed guests. However, you can assign named clients to these appointments within the group.

TOP TIP:  Group appointments are identified on your calendar by an icon (two users and a plus sign). When clicked, all appointments within the group are highlighted for easy viewing.

Adding to group appointments

Once created, you can add or remove as many appointments within the group as needed at any time. 

Include additional appointments

  1. From the Calendar, select any appointment within the group.
  2. Click on the three dots or select Add to choose from:
    Create new appointment - Select the slot from your calendar, add the appointment details and click Save.
    Select existing appointment - Select the existing appointment from your calendar. 

Remove appointments

  1. From the Calendar, select any appointment within the group. 
  2. Click on Actions next to the appointment you want to remove.
  3. Select Remove from group.

NOTE: Removing an appointment from a group does not cancel it. To cancel, you’ll need to open the appointment and select the three dots to Cancel.

Managing group appointments

Specific appointment changes must be made individually to each appointment within a group.  

Make changes to an appointment in a group

  1. From the Calendar, click on any appointment within a group to access the group appointment view.
  2. Click on an appointment to view the appointment details. 
  3. Make any relevant updates to this appointment, such as changing the date, time, service, and client details, or updating the appointment status. 
  4. Click Save to confirm the changes. 

NOTE: To reschedule the entire group appointment, you must reschedule each appointment separately.

Make changes to all appointments in a group

The following quick actions are available to manage the entire group appointment. 

Add more appointments

  1. From the Calendar, click on any appointment within a group. 
  2. Click on the three dots from the bottom of the group appointment view.
  3. Under Quick actions, you can add more appointments by choosing either Create new appointment or Select existing appointment.

Cancel all appointments in the group

  1. From the Calendar, click on any appointment within a group. 
  2. Click on the three dots from the bottom of the group appointment view.
  3. Select Cancel all.
  4. For each appointment within the group, select a cancelation reason and click Cancel appointment.

Mark all appointments in the group appointment as a no-show

  1. From the Calendar, click on any appointment within a group. 
  2. Click on the three dots from the bottom of the group view and select No-show all.
  3. For each appointment within the group, mark the checkbox to notify the client and click Set as no-show

NOTE: Individual no-show and cancellation policies apply to each appointment within the group. Any fees incurred will be charged to the client who confirmed the original appointment.

Ungroup appointments

  1. From the Calendar, click on any appointment within a group. 
  2. Click on the three dots from the bottom of the group view and select Ungroup appointments.

NOTE:

  • Once you have ungrouped appointments, they will still exist as individual appointments in your calendar. 
  • You can regroup appointments by clicking into an appointment, selecting the three dots and selecting Add to group appointment.

Checkout the group appointment

  1. From the Calendar, click on any appointment within a group. 
  2. Click Checkout group or click on the three dots from the bottom of the group view and select Checkout
  3. You'll be directed to Fresha's point of sale with all appointments in the group pre-selected.
  4. Choose to checkout the entire group or select individual appointments. 
  5. Continue to take payment. 
  6. If you’re checking out selected appointments, return to the Calendar to repeat the process for the remaining appointments.

NOTE:

  • When checking out a group appointment, the system defaults to the group organizer for payment. You can change the payee as needed.
  • Only the client who pays for the group appointment can leave a tip.

Send forms for group appointments

To send forms to clients for group appointments, you need to assign each appointment to a client with their contact details. You can't send forms to unnamed clients or walk-in appointments within the group. To send a form to a client in a group appointment:

  1. From the Calendar, click on any appointment within a group. 
  2. Click on Actions next to the appointment you want and select View appointment.
  3. Select the three dots and choose Add a form
  4. Choose an existing form or click Create new form.
  5. Fill out the form and select Options if you want to manage the completion or click Complete to save it.  

FAQs

Q. Can I mark one appointment as a no-show within the group appointment?

Yes, you can manage the status of individual appointments within a group, including marking them as no-shows or canceled. Open your Calendar and select any appointment within the group. Click on the relevant appointment and use the status tab to mark the appointment as a no-show or canceled. The person who confirmed the appointment will be charged any applicable fees.


Q. Can you have a group appointment with the same team member simultaneously?

Your clients cannot book a group appointment online with the same team member, but you can manually schedule multiple appointments at the same time with the same team member on your calendar.


Q. Is there a limit to how many appointments you can group?

There is no limit to the number of appointments that can be added to a group on your calendar. Clients who book group appointments online can book up to a maximum of 6 people, and may also be limited based on the number of team members available for online booking.


Q. Can I update the date for my group appointment together?

No, any changes including date and time must be made individually to each appointment within the group. Clients cannot reschedule group appointments online.


Q. How do client notifications work for group appointments?

Individual appointments receive separate notifications. The group organizer receives one notification for the entire group, including confirmations, cancellations or no-shows. Clients will only receive notifications about their own appointments.

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