Booking Group Appointments

Overview

Usually, a guest makes an appointment, comes in to the center, and avails services. The front desk takes payment for the services and closes the invoice. However, if a few guests, belonging to a single group come together, the front desk stands to lose time in trying to book each individual separately and in processing payment separately. In such scenarios, the front desk can use Group Bookings to:

  • Search for guests (for members of the group who may already exist in your records) and book appointments
  • Create new guest records (for new guests of the group) and book appointments
  • Apply membership discounts and package benefits (for guests who exist in your records)
  • Generate a single invoice for the whole group

In this way, the front office can use Group Bookings to save considerable time and effort. 

Example: A bridal group, a family, a group of friends, or corporate group that is sponsored by their company. Note that each individual may want different services - one guest may want a full body massage, another may want a facial and a pedicure, and yet another may want a haircut and hair coloring service. At times, a group such as a mother-daughter pair may want the same services such as a manicure and a pedicure. 

Zenoti allows the front office to book such group appointments from one screen.  

To book a group appointment:

  1. Click an open slot on the Appointment Book and click New Group Appointment.
    The New Appointment: Group Booking screen opens. 
  2. Enter the guest details as follows: 
  • If the guest record already exists: Enter either the mobile number, first name, or last name of the guest, and select a matching record from the list of suggestions.
  • If the guest record doesn't exist in the application: Enter the following mandatory guest details to create a new guest record:
    • Mobile number
    • First name 
    • Last name 
    • Gender

Note: The First name and Last name fields are always mandatory. You can choose to make Gender, Email, and Referral source fields mandatory from the Organization Settings (ADMIN > ORGANIZATIONS > SETTINGS > GUESTS).

The guest details appear in the top panel.  

  1. Select whether the guest wants to avail a Service or a Package.
    1. If a guest wants to avail a service, select Service
      Example: Anti aging facial is a service. 
      Note: Zenoti schedules the Start time and End time based on the duration of the Service that is recorded in the application. The duration of the anti-aging facial is recorded in the application as 30 mins. If a guest books this Service, the application automatically books the appointment for a duration of 30 mins. 
       
    2. Click Add Service
      OR
    3. If you want to check availability, click Availability.
    4. Select the appropriate option and click OK.

      OR
    5. If a guest wants to avail a package, select Package
      Example: Manicure and Pedicure with a foot massage is a package. 
       
    6. Click Add Package
      Or
    7. If you want to check availability, click Availability.
    8. Select the appropriate option and click OK
  2. Once you click Add Service or Add Package, you can view the appointment in the Appointments panel in the bottom panel. 
  3. Click the Clear  icon to clear the records of the first guest and book an appointment for the next guest in the group.
  4. Follow steps 2-5, for other guests in the group. 
    You can view appointment details of the members of the group in the bottom panel including the name of the Guest, Service, Therapist, Price, Start and End time, and Room, if any. 
  5. The group appointment appears on the Appointment Book, as follows. 


    To see how the front desk collects payments for groups in a single invoice, see the article Generating Group Invoices.
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