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Create and manage group appointments
Create and manage group appointments
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.
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
We recommend allowing clients to book and manage appointments online for multiple people.
- Desktop
- Mobile
To enable online group bookings:
- Open Workspace settings, select Scheduling then Appointments.
- Select Edit under Online availability.
- Under Group appointments, check the box to Allow group bookings.
- Click Save.
You can still create group appointments through your calendar when group appointments are disabled for online bookings.
To enable online group bookings:
- Open Workspace settings, select Scheduling then Appointments.
- Select Edit under Online availability.
- Under Group appointments, check the box to Allow group bookings.
- Tap Save.
You can still create group appointments through your calendar when group appointments are disabled for online bookings.
Enabling group appointments in Fresha will apply to all services. It is not possible to restrict group appointments to specific services.
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.
Creating group appointments
Group appointments can be created in two ways using your calendar.
Create a new group appointment
- Desktop
- Mobile
To create new appointments:
- Open the Calendar.
- Click Add and select Group appointment.
- Choose Create new appointment and select a time slot from your calendar.
- Fill in the appointment details, including the client if they are saved to your list, and click Save.
- From the group appointment view, click Add to create the next appointment or add existing appointments to the group.
To create new appointments:
- Open the Calendar.
- Tap the plus button (+) in the centre bar and select Group appointment.
- Choose Create new appointment and select a time slot from your calendar.
- Fill in the appointment details, including the client if they are saved to your list, and tap Save.
- From the group appointment view, tap Add to create the next appointment or add existing appointments to the group.
Create a group from existing appointments
- Desktop
- Mobile
To create groups from existing appointments:
- Open the Calendar.
- Click Add and select Group appointment.
- Choose Select existing appointment and click on the relevant appointment from your calendar.
- 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.
To create groups from existing appointments:
- Open the Calendar.
- Tap the plus button (+) in the centre bar and select Group appointment.
- Choose Select existing appointment and tap on the relevant appointment from your calendar.
- From the group appointment view, tap 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.
Group appointments booked online may have unnamed guests. You can assign named clients to these appointments within the group.
To highlight all appointments within a group on your calendar, click on the group icon (two users and a plus sign) marked on the appointment.
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
- Desktop
- Mobile
To include more appointments:
- Open the Calendar.
- Select any appointment within the group.
- Click on Quick actions (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.
- Create new appointment:
To include more appointments:
- Open the Calendar.
- Select any appointment within the group.
- Tap on Quick actions (the three dots) in the left hand corner or select Add to choose from:
- Create new appointment:
Select the slot from your calendar, add the appointment details and tap Save. - Select existing appointment:
Select the existing appointment from your calendar.
- Create new appointment:
Remove appointments from a group
- Desktop
- Mobile
To remove appointments:
- Open the Calendar.
- Select any appointment within the group.
- Click on Actions next to the appointment you want to remove.
- Select Remove from group.
To remove appointments:
- Open the Calendar.
- Select any appointment within the group.
- Tap on Actions next to the appointment you want to remove.
- Select Remove from group.
Removing an appointment from a group does not cancel it. To cancel, open the appointment and select Quick actions (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
- Desktop
- Mobile
To make changes:
- Open the Calendar.
- Click on any appointment within a group to access the group appointment view.
- Click on an appointment to view the appointment details.
- Update the appointment as needed, including the date, time, service, client details, or the appointment status.
- Click Save.
To make changes:
- Open the Calendar.
- Tap on any appointment within a group to access the group appointment view.
- Tap on an appointment to view the appointment details.
- Update the appointment as needed, including the date, time, service, client details, or the appointment status.
- Tap Save.
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 to a group
- Desktop
- Mobile
To add appointments:
- Open the Calendar.
- Click on any appointment within a group.
- Click on Quick actions (the three dots) from the bottom of the group appointment view.
- Add more appointments by choosing either Create new appointment or Select existing appointment.
To add appointments:
- Open the Calendar.
- Tap on any appointment within a group.
- Tap on Quick actions (the three dots) in the left hand corner of the group appointment view.
- Add more appointments by choosing either Create new appointment or Select existing appointment.
Cancel all appointments in the group
- Desktop
- Mobile
To cancel appointments:
- Open the Calendar.
- Click on any appointment within a group.
- Click on Quick actions (the three dots) from the bottom of the group appointment view.
- Select Cancel all.
- For each appointment within the group, select a cancelation reason and click Cancel appointment.
To cancel appointments:
- Open the Calendar.
- Tap on any appointment within a group.
- Tap on Quick actions (the three dots) in the left hand corner of the group appointment view.
- Select Cancel all.
- For each appointment within the group, select a cancelation reason and tap Cancel appointment.
Mark all appointments in the group as a no-show
- Desktop
- Mobile
To mark no-shows:
- Open the Calendar.
- Click on any appointment within a group.
- Click on Quick actions (the three dots) from the bottom of the group view and select No-show all.
- For each appointment within the group, check the box to notify the client and click Set as no-show.
To mark no-shows:
- Open the Calendar.
- Tap on any appointment within a group.
- Tap on Quick actions (the three dots) in the left hand corner of the group appointment view and select No-show all.
- For each appointment within the group, check the box to notify the client and tap Set as no-show.
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
- Desktop
- Mobile
To ungroup appointments:
- Open the Calendar.
- Tap on any appointment within a group.
- Tap on Quick actions (the three dots) in the left hand corner of the group appointment view and select Ungroup appointments.
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
When checking out a group appointment, the system defaults to the group organizer for payment. You can change the payee as needed.
- Desktop
- Mobile
To checkout a group appointment:
- Open the Calendar.
- Click on any appointment within a group.
- Click Checkout group or click on Quick actions (the three dots) from the bottom of the group view and select Checkout.
- You'll be directed to Fresha's point of sale with all appointments in the group pre-selected.
- Choose to checkout the entire group or select individual appointments.
- Continue to take payment.
If you’re checking out selected appointments, return to the Calendar to repeat the process for the remaining appointments.
To checkout a group appointment:
- Open the Calendar.
- Tap on any appointment within a group.
- Tap Checkout group or tap on Quick actions (the three dots) in the left hand corner of the group appointment view and select Checkout.
- You'll be directed to Fresha's point of sale with all appointments in the group pre-selected.
- Choose to Checkout the entire group or select individual appointments.
- Continue to take payment.
If you’re checking out selected appointments, return to the Calendar to repeat the process for the remaining appointments.
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.
- Desktop
- Mobile
To send a form to a client in a group appointment:
- Open the Calendar.
- Click on any appointment within a group.
- Click on Actions next to the appointment you want and select View appointment.
- Select the three dots and choose Add a form.
- Choose an existing form or click Create new form.
- Fill out the form and select Options if you want to manage the completion or click Complete to save it.
To send a form to a client in a group appointment:
- Open the Calendar.
- Tap on any appointment within a group.
- Tap on Actions next to the appointment you want and select View appointment.
- Select the three dots and choose Add a form.
- Choose an existing form or tap Create new form.
- Fill out the form and select Options if you want to manage the completion or tap Complete to save it.
FAQs
Can I mark one appointment as a no-show within the group appointment?
Can you have a group appointment with the same team member simultaneously?
Is there a limit to how many appointments you can group?
Can I update the date for my group appointment together?
How do client notifications work for group appointments?