Group Appointments

The Group Appointments feature allows businesses and clients to schedule appointments with multiple participants by selecting the desired number of clients. This is especially useful for services like family appointments, group sessions, or workshops where several clients need to be booked under one appointment which helps to prevent overbooking and ensures resources are managed according to capacity. This guide will walk you through how to configure your account to:

• Define the maximum number of clients allowed in a group appointments.
• Properly manage resource availability based on the selected quantity. 

Things to Know:

• This feature is controlled by a hidden setting that can only be enabled by the MyTime team. To enable this setting, please contact support@mytime.com    
• Enabling this feature overrides the existing multi-client feature.
  
• Service Visibility (Online Booking)
  • You can control which services appear online by setting minimum and maximum quantity fields for each service. Example: If a party or workshop service is set with a minimum of 2 and a maximum of 6 clients, it will only appear in the service menu when the client selects a quantity between 2 and 6.
• Resource Capacity
  • For online booking, assign a resource only to services with limited capacity (e.g., seats, spots).
  • Set the resource’s 'Bookings per Time Slot' to match the maximum number of clients the service can accommodate.
  • Example: If a Grooming Area resource can handle 5 pets at once, set the Bookings per Time Slot value to 5.
• Quantity Custom Field
  • Create and configure a Quantity custom field to define the maximum number of clients allowed per appointment.
  • This field determines how many seats can be booked at once.
  • Contact support@mytime.com for assistance with setup.
• Franchise accounts:
  • 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 specific account.
• Online Booking Experience
  • Once the Quantity custom field is configured, quantity selection becomes required for online booking.
  • The quantity selector in the booking widget reflects the maximum value set in the custom field.
  • Appointment prices remain fixed—selecting additional seats does not increase the price (no extra cost per seat).
  • Example: If the maximum quantity is set to 4, a client can book 4 seats for a group session at the regular service price, without paying per seat.
• Additional customization options (enabled by MyTime Support upon request):
  • Add additional clients without email or phone: Allows bookings without requiring contact details for extra clients at checkout.
  • Add additional clients not required: Allows partial entry of additional client details during booking, with the option to complete later.

    Disable notifications for additional clients: Prevents automatic booking notifications from being sent to added clients.
    

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