Account Configuration for Group Booking

The group booking feature allows businesses and clients to schedule appointments that include multiple participants by selecting the desired number of clients. This is especially useful for services such as family appointments, or group sessions, where several clients need to be booked under one appointment. With group booking, you can control how many clients can be added to a single appointment, ensuring that resources are not overbooked and capacity limits are maintained. This guide explains how to configure your account to define the maximum number of clients allowed in a group booking based on the selected quantity.

Things to Know:

• To schedule group appointments (both in-store and online), create a resource with the “booking per time slot” set to the maximum number of clients it can accommodate. Learn more here.
• When booking a group appointment, clients must select the number of participants. To enable this, a quantity custom field must be created and made visible online. Please contact MyTime Support for assistance with setting up this custom field.
• Once the quantity custom field is configured, selecting a quantity in the booking widget becomes required for all online bookings.
• For franchise businesses, custom fields created at the parent account level are visible across all child accounts. Custom fields created at the child account level are only visible within that child account.
• Staff can enter a quantity in the Qty field on the appointment modal to specify how many clients are included in the appointment. The quantity entered here can exceed the maximum defined in the custom field. In such cases, an error message will appear: “Quantity exceeds max limit: X amount” However, the appointment can still be booked with the higher quantity.
• The value entered in the quantity custom field overrides the resource capacity configured in the Staff and Availability tab to ensure consistency across settings.
• The quantity drop-down menu reflects the maximum value configured in the quantity custom field.
• MyTime Support can enable hidden settings to further customize your group booking process, including:
• Service visibility controls based on minimum and maximum quantity settings. For example, if a facial service is set to a minimum of 2 and a maximum of 6, it will only appear when the selected quantity is between 2 and 6. (Enabling this option overrides the multi-client feature.)
• Allowing bookings without requiring additional clients’ phone numbers or emails during checkout.
• Permitting partial entry of additional clients’ details at booking time, with the option to add the remaining information later.
• Configuring accounts so that notifications are not sent to additional clients by default
  
  

Once the quantity custom field is configured and the hidden setting is enabled:

1. Navigate to Business Setup > Services
2. Find and select the desired service.
3. Enter values for Minimum Clients per Appointment and Maximum Clients per Appointment.
4. Click Save.

For more information contact us at support@mytime.com or (385) 233-6964.    

Related Articles

• Creating Resources
• Managing Resources
• Assigning Resources to Services
• Scheduling Appointments with Resources
• Appointment Count & Resource Capacity