Want group appointments in your Cliniko? You got it!

If you run classes (Pilates, Yoga, etc.) or really any type of booking that has more than one person attending, you've probably wanted to manage them in Cliniko. If you'd asked me 10 minutes ago, I would have said no way (which wouldn't be so helpful considering I knew it's about to launch). But ask me now, and I've got great news for you, Cliniko now lets you manage group appointments beautifully.

John (one of the main developers working on it) has made a neat little video to show you how it works.

If you'd like to start using group appointments, here are some guides to help you out:

Create a group appointment type

Add your group appointments to your calendar

Add clients to your group appointments

This has been a surprisingly big job to change Cliniko to work with multiple people attending appointments. We're super happy with the result and hope you are too.

Enjoy!

Have more questions? Submit a request

Comments

  • Avatar
    Bonnie Furzer

    This has absolutely made my day!!!

  • Avatar
    Dara Lynch

    Woo! Ours too Bonnie! Let us know how you get on with it! :)

  • Avatar
    Stuart Hart

    Hi Joel,

    Fab news - it looks great for drop in classes, but would be far too time consuming for a course of say 9 people over a five week course.

    I have added my courses, (a course with 5 weeks in the calendar) which was really simple, but after that he has become really time consuming and not feasible.

    For class bookings as a course, you would have to add each participant to each week of the five week course and then create an invoice for each week and make a payment each week - that's 90 different processes (invoice & payment classed as one process) for each course - I do 11 courses at a time = 990.

    I hope you can work with clients like me who do courses (the same people committed to a fixed number of classes in a time period) to work on a solution.

    I need to be able to add a person to a whole course, not just one of the classes of the 5 week course.
    I then need to be able to add a single invoice for that course and the same with the payment.

    Please don't take this negatively, as you and your team have a great product and are developing it all the time, its just, I was so excited this morning with the news of the group bookings dev and then so disappointed it didn't work for us.

    Happy to discuss with you further as I am sure I am not the only one who does classes that are a course of more than one class and are paid for the whole course.

    Cheers
    Stuart Hart

  • Avatar
    Bonnie Furzer

    Sadly, I have to agree with Stuart the inability to repeat book clients is a significant problem for our group classes. Additionally, and similar to above, having to enter each client and generate an individual invoice is time consuming. It would be great if there was a system to invoice all of those who have attended at once.
    But still very happy with the developments!!

  • Avatar
    Clinton Beeken

    Hey Stuart and Bonnie!

    Thanks for the feedback!

    That is something we were expecting would be required, to be honest! We're currently still brainstorming the best way to apply this repeat idea in the set up that we have created, so it isn't part of the launch of this function. We were so excited that the bulk of functionality was complete that we didn't want to hold up the release for this, admittedly, important part of the feature.

    As for the Invoicing, that is something that we'll also be looking at soon. I'm not certain what's in the developers' thoughts on that topic just yet, but when I know more about where they're going with Invoicing, I'll make sure that we share it with you :)

    So, this isn't the whole package just yet, as we will still be working on Group Appointments improvements over the next weeks and months. Which also means that we're super welcoming to all feedback, just like you guys have provided!

    Cheers,
    Clint.

  • Avatar
    Bonnie Furzer

    Hi Cliniko Team,
    Sorry to be a pain again - but for group bookings online is there any possibility of either having a tab for 'all staff' or organising classes by days.

    At the moment you need to select a practitioner - which when it comes to group classes isn't as relevant as day (especially when there are class changes). Even the option of 'All practitioners' would be helpful across 'appointments' too as it is often based on client availability rather than staff member.
    Thanks :)

  • Avatar
    Tyraus Farrelly

    I agree with Stuart and Bonnie, it would also be helpful to have the ability to book into a whole program online.
    Stuart and Bonnie, just a thought with the billing, if you haven't already done so, a work-around would be to set up a billable item for each of the programs you have and link them to the appointment type. E.G. "10 week Beginners Pilates" and enter the entire course cost. This way you only have one payment invoice per person for the whole course. You could set up a "per class" billable item if you also have that payment option.
    Hope this helps!

  • Avatar
    Tyraus Farrelly

    Hey Clinton,
    Is it possible to set up the group booking so that when you initially enter it as a re-occurring group booking, say for 10 sessions, that when you book someone in to the re-occurring program it gives you the option to add them to either the one occurrence or the remainder of the re-occurrences. I think this system would need an option when setting up the initial booking to either allow or disallow single entry bookings, as some practices might not want to give clients the option.
    Cheers, Tyraus

  • Avatar
    Christian

    I have just tried to setup a group appointment for a group class I run, people pay for sessions however invoices are a set number of sessions. I am unsure how to match this up with billing as their is no option that I can see available? People were able to book in without having sessions of that type making this feature completely useless.

    Im someone who has moved over from mindbody to cliniko.

    In mindbody you can set an appointment type or group and then have a client pay an invoice type that then gives them a set number of uses. Everyone you sign said person into the type they have paid for it removes a session from their use and then gives warnings on how many sessions are left.

    Bit dissapointed as I have been waiting for this for some time. My entire business is based on monthly billing cycles and a set number of appointments however if people are away or give notice their sessions are not used. Currently I need to keep track on every single person and their appointments left when the system I am paying for should be doing this for me automatically.

    What is cliniko doing to implement this?

  • Avatar
    Joel Friedlaender

    We're not done. For those that have been watching our forums, we've been working on this feature for a long time (the most recent iteration has been about 18 months, but really on and off for years).

    There's plenty of people that this is useful for right now, we wanted to get it out into your hands as soon as we could. That's what this is.

    We know people want to book in people for repeated sessions, that's coming, and soon.

    We also know people need to handle prepaid packages, that's also coming, but I can't be as ambitious to say soon, as I don't know when yet.

    We've been very tied up for a while now getting this done, it was a big change for us. Now we have more developers available again and can keep iterating on Cliniko with smaller improvements like these.

    I know what we've released here isn't enough for everyone, but we'll get there.

  • Avatar
    John Colvin

    Hi everybody!

    I've started working on booking patients into multiple group sessions. This is one of those cases where the underlying code is fairly easy, but figuring out how best to present it is a challenge.

    If you're interested in this feature, I have two questions for you that should help us to figure this one out.
    - What form do your repeat attendances in group sessions take? (ex: people must adhere to a strict set of sessions or they are free to attend any of the upcoming ones)
    - How would you expect Cliniko to present this information in the UI (how would you choose and edit which sessions a patient is attending)?

    If there's anything else helpful that you think we should know about this, let us know that, too.

    Thanks for your help and all of the feedback!

  • Avatar
    Bonnie Furzer

    Hi John,

    For our practice:
    - Different number of repeats depending on program/class

    Best case for us would be both at practitioner end and also client online booking if number of repeats could be specified (even more helpful this is was to a maximum ... say 10-20).

    Only only wish (at this stage) would be to invoice and receipt all clients in group at once, rather than having to generate individual invoices for each client. For example the majority of our 'group' attendees have account credit so aren't making a separate payment for each group class. I realise this may be easier said than done, and possibly doesn't apply to other users.

    Thanks!
    Bonnie

  • Avatar
    Tyraus Farrelly

    For me I think the simplest solution is to invoice group booking credits, where we are free to set number and cost per credit. The ability to setup billable items for different group booking types that we could select when setting up a group booking credit would be great. This would also follow your current system.
    I think we would need the ability to setup group class types with option for the frequency and amount of classes, similar to repeat bookings. When you enter a client into a group booking having the ability to add them as one-off or for the entire program would be needed. For me, I see the credit coming off each clients account once you record their attendance with possibly an automated email of there attendance and remaining credits. The attendance would need a non-attendance option with the option to charge, with this also included in the auto-email.
    I hope this makes sense!
    Thanks, Tyraus

  • Avatar
    Tyraus Farrelly

    Following on from last post, online booking would be very important with the option for us to set booking for the entire program, (if it's 10 weeks they book for the entire 10 week program) or session by session.
    Thanks!

  • Avatar
    Luke Anthony

    I'm glad to hear that booking patients into future group classes is still a work in progress. I spent 40mins last night scheduling my patients for the next month manually which was obviously tedious.

    We run a Pilates clinic which normally assigns patients to the same time each week. They have the option to shift their session on an adhoc basis but without structuring regular classes we would have a huge logistical headache to keep classes full.

    I guess the easiest way I would see this being implemented would be similar to setting up a new group class. The option to repeat a group booking on a weekly basis for X weeks . Then have the option to see future bookings listed under the patients appointment section, hopefully with an option to one click cancel future appointments if needed.

    While improving this process, could you please consider the need to pre-purchase group classes in bulk and then have those sessions automatically deducted when processing patients each week. My previous system allowed 'pre-assigning' of bulk purchases to each group booking (which could be modified if need be), displayed the number of sessions each patient had left at a glance, and notified the practitioner and patient when there were 1-3 sessions left in the pack.

    Cheers!

  • Avatar
    Stuart Hart

    Hi John,

    Again, thanks for getting this update out and progress has defo been made.
    With regards to the future updates you make, we are in a similar position to Luke.

    I have 8 people in a class on say a Tuesday at 6.30pm
    It is the same 8 people in this class each week for say a 6 week course.
    They pay for the whole course up front - say £60

    I need to be able to add the 6 week course to cliniko - tick!
    I need to be able to add a person to this whole course in one go, not each of the 6 weeks.
    I need to create one invoice and payment for the whole course, again, not for each week.

    Cheers and keep up the dev, it's great.

  • Avatar
    Terri Margaret Thornton

    Group Bookings is good but I do hope it's just the beginning of bigger and better things because it hasn't really changed my Cliniko experience at all. I need:
    - people to be able to book their own class on line.
    - Their class booking to be inputted as an ongoing booking (easier to cancel a regular booking).
    - Their class to coincide with their membership (10 pack, unlimited, 2 class etc etc).
    - Then I need their membership to be updated when they attend the class.
    As it stands, the only change that has occurred is that I enter the people into the group bookings drop box instead of in the comments - so really absolutely no difference whatsover. But I can see that the foundations have been laid, just hope the remainder of the group bookings function is delivered alot quicker than it took us to get to this stage.
    Thanks, still love the simplicity of Cliniko - hence why I'm hanging in there.

  • Avatar
    John Colvin

    Thanks for the responses everyone! We're trying to balance ease of use with the ability to make one off changes as needed. Knowing how you structure these things helps us to tune that in correctly.

    We hear you on the need to handle payments and invoices for classes. My current efforts don't include that, but we are working on some under the hood changes to allow for new features.

  • Avatar
    Practice Nav

    Hi Guys, I've got 4 clients (that use cliniko for their companies) that use the group booking. Not being able to block book appointments is a major problem for them. The have 60-70 clients each week and they have to individually make bookings for the following week (every week). Apart from this issue they still enjoy cliniko. Will you have a solution to this problem soon?

  • Avatar
    Joel Friedlaender

    @PracticeNav, we're working on it now. How would your clients most like to see it work? If possible, could you explain a little more about how they are using it and how they choose how many future ones to book them into?

  • Avatar
    Bonnie Furzer

    Good morning Cliniko - has repeat bookings for individuals in group sessions progressed any further? This is creating a huge amount of administrative work at our end, and basically negating any benefit of managing groups via Cliniko.
    Help please!!!
    Bonnie

  • Avatar
    Joel Friedlaender

    @Bonnie, we're currently working on it and making progress, but no ETA yet. The interface for this is tricky, it's what's taking the time.

  • Avatar
    Terri Margaret Thornton

    Hi there, I know it says no ETA, but just wondering are we talking, days, months or years? To be honest, as nice as the group bookings sounds - it actually now takes longer to input clients. Need to be able to input to a block period of time in the same class. Or even go into the client and block book them through their personal details. But to do it manually just consumes all my (what used to be) spare time.

  • Avatar
    Joel Friedlaender

    Hi Terri, it's looking like weeks, but not months or years. It's just a guess now though.

  • Avatar
    John Colvin

    Hey folks!

    I'm happy to report that today is the day for booking patients into multiple group appointments. You can see the details on the new feature in its release note. https://support.cliniko.com/hc/en-us/articles/224853588

    Thanks for all the feedback here. Based on that, we think we've come up with a solution that will be simple to use, but can also allow you to handle the one off cases you described.

  • Avatar
    Karen Rogers

    Hello,
    I am so happy we now have group booking functional on Cliniko. My only comment is regarding the online booking. Currently it does not show number of spaces left on the class, which would be nice. Also often one person wants to book online for both them and a friend and at the moment you can only book in for one person at a time. These features would improve the service online for our patients.

Powered by Zendesk