A group session is an appointment with a roster of clients rather than one client. Everything downstream — reminders, confirmations, attendance, fees, video links — happens per person on that roster.
Group sessions are included on Pro and above, alongside telehealth.
Book a group
- On the Schedule, open New appointment and pick the Group tab (the strip reads Appointment, Group, Event, Out of office). The form is headed "New group session".
- Give it a name (optional; the card otherwise shows the client count, for example "3 clients").
- Clients — search by name or phone and add up to 15. The house icon on a row, Add household members, adds the rest of that client's household in one go, which is how couples and families are booked.
- Pick the service, provider, date, time, and duration. Once any service is marked Available for group sessions (Settings → Services), only those are offered.
- Turn on Video visit if it runs remotely, then Book group session.
Group sessions cannot be booked online by clients.
Manage the roster
Right-click the session and choose Manage clients, or open it and click Manage clients (N). Each row shows the client with:
- Attendance — Expected, Confirmed, Attended, No-show, or Cancelled. Set it here after an in-person session; a video visit's ended screen sets it too.
- Fee — a box pre-filled with that client's resolved fee (their own rate, the provider's rate, or the practice price). Type a different amount to override it for this session only. See Set client fees and rates.
- Confirmation — whether they confirmed, and how.
You can add or remove clients until the session is completed. Send reminders in the footer sends everyone their reminder now.
Reminders, confirmations, and links
Every client on the roster gets their own reminder texts and emails. A YES reply confirms that one person. For a video session, right-click the card and choose Send video links: each client receives a private link that only admits them. See Run a video visit.
Attendance, charges, and fees
- Ending a video session, or setting attendance in Manage clients, records who attended.
- When the session is completed, one charge is captured per attended client, priced from that client's fee box. Card-on-file autopay then runs per client.
- A client you mark No-show or Cancelled in Manage clients is subject to the cancellation and no-show policy individually. The others are unaffected.
- The whole session can be moved or cancelled at once; every client is notified.
Where groups show up
- Schedule: one card with the name or client count, a video icon when it is a video visit, and "N waiting" while clients sit in the waiting room. The hover card shows a "Group · N" pill and the first few names.
- Client profile and portal: each client sees the session in their own appointment list.
- Reports: each attendee counts as one visit in the financial reports.