Create group appointments directly in your calendar and allow clients to book online and attend appointments together for more flexibility. Learn how to manually add group appointments to your calendar and enable clients to book these online. 

This guide covers:

• Getting started
• Enabling group appointments online
• Creating group appointments
• Adding to group appointments
• Managing group appointments
• FAQs

Getting started

To make the most of this feature:

• Enable online bookings to allow clients to book appointments online. 
• If you're a team member, you'll need to request permission to access and manage workspace settings.

Enabling group appointments online

We recommend allowing clients to book and manage appointments online for multiple people.

To enable online group bookings: 

1. Open Workspace settings, select Scheduling then Appointments.
2. Select Edit under Online availability.
3. Under Group appointments, check the box to Allow group bookings.
4. Click Save.

You can still create group appointments through your calendar when group appointments are disabled for online bookings.

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.

Creating group appointments

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

Create a new group appointment

1. Open the Calendar.
2. Click Add and select Group appointment. 
3. Choose Create new appointment and select a timeslot from your calendar.
4. Fill in the appointment details, including the client if they are saved to your list, and click Save.
5. From the group appointment view, click Add to create the next appointment or add existing appointments to the group. 

Create a group from existing appointments

1. Open the Calendar.
2. Click Add and select Group appointment.  
3. Choose Select existing appointment and click on the relevant appointment from your calendar.
4. From the group appointment view, click Add to create the next appointment or add existing appointments to the group.

The client from the first booked appointment will automatically be the group organizer. This cannot be changed. 

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 in a group

1. Open the  Calendar.
2. Select any appointment within the group.
3. Click on Quick actions (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 from a group

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

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. Open the Calendar.
2. Click on any appointment within a group to access the group appointment view.
3. Click on an appointment to view the appointment details. 
4. Update the appointment as needed, including the date, time, service, client details, or the appointment status.
5. Click Save.

Make changes to all appointments in a group

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

Add more appointments to a group

1. Open the Calendar.
2. Click on any appointment within a group. 
3. Click on Quick actions (three dots) from the bottom of the group appointment view.
4.  Add more appointments by choosing either Create new appointment or Select existing appointment.

Cancel all appointments in the group

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

Mark all appointments in the group as a no-show

1. Open the Calendar.
2. Click on any appointment within a group. 
3. Click on Quick actions (three dots) from the bottom of the group view and select No-show all.
4. For each appointment within the group, check the box to notify the client and click Set as no-show. 

Ungroup appointments

1. Open the Calendar.
2. Click on any appointment within a group. 
3. Click on Quick actions (three dots) from the bottom of the group view and select Ungroup appointments.

Once you have ungrouped appointments, they will still exist as individual appointments in your calendar. 

Checkout the group appointment

1. Open the Calendar.
2. Click on any appointment within a group. 
3. Click Checkout group or click on Quick actions (three dots) from the bottom of the group view and select Checkout.
4. You'll be directed to Fresha's point of sale with all appointments in the group pre-selected.
5. Choose to checkout the entire group or select individual appointments. 
6. Continue to take payment. 

If you’re checking out selected appointments, return to the Calendar to repeat the process for the remaining appointments.

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. Open the Calendar.
2. Click on any appointment within a group. 
3. Click on Actions next to the appointment you want and select View appointment.
4. Select the three dots and choose Add a form. 
5. Choose an existing form or click Create new form.
6. 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.

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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.

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Q. Is there a limit to how many appointments you can group?
The maximum number of appointments within a group appointment varies depending on whether the appointment is booked in-store by you and your team or online by clients.

• Group appointments booked manually: 
  There is no maximum limit to the number of appointments that can be added to a group when booked manually through the calendar by you or your team members. 
  
  
• Group appointments booked online by clients:
  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.

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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.

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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.