WEBVTT 00:00:04.940 --> 00:00:07.379 Hello, and welcome to Ozenda video tutorial. 00:00:07.739 --> 00:00:12.940 Today, let us talk about how to streamline and automate generating invoices for group 00:00:13.000 --> 00:00:19.079 services. This will be helpful to those of you who run group sessions with multiple clients in 00:00:19.139 --> 00:00:24.479 one session, and you need to generate individual invoice for each group participant. 00:00:25.199 --> 00:00:30.099 I will also show you how to add a group service to an already existing group 00:00:30.139 --> 00:00:34.059 appointment, and how to set this up so that your clients can book, 00:00:34.479 --> 00:00:39.060 uh, group sessions online and have their invoices generated and shared with them 00:00:39.520 --> 00:00:40.259 automatically. 00:00:41.599 --> 00:00:46.959 Let us start from the beginning. We'll create a new group appointment and allocate a group service 00:00:47.000 --> 00:00:52.099 to it, and then I'll show you how this will be used for automatically billing all 00:00:52.180 --> 00:00:53.659 group participants. 00:00:54.119 --> 00:00:54.400 So, 00:00:55.579 --> 00:01:03.019 we are creating a new appointment in the practitioner's calendar, and here, we will select the group type of 00:01:03.059 --> 00:01:05.179 appointment. Let's give it a name. 00:01:05.679 --> 00:01:08.039 And now the next step is to select a group 00:01:08.339 --> 00:01:15.119 service. It can be one of the services. that you have and use for your individual appointments. Why 00:01:15.179 --> 00:01:18.439 not? If the billing, uh, information on that service is correct. 00:01:18.839 --> 00:01:21.459 Or, you could create specific, uh, services 00:01:21.799 --> 00:01:23.119 to be used with your group 00:01:23.299 --> 00:01:25.159 appointments. I have, uh, 00:01:25.279 --> 00:01:27.059 such one created. 00:01:27.679 --> 00:01:31.939 Additionally, I can add, uh, resources and flags to my group appointment if that 00:01:32.019 --> 00:01:38.159 helps, but the basic steps are create an appointment and select, uh, a default service 00:01:38.179 --> 00:01:41.059 for it. And I'm saving the changes. 00:01:41.719 --> 00:01:46.039 You also may select not a service but a product. For example, if you 00:01:46.079 --> 00:01:49.839 are billing, uh, clients for, uh, some products 00:01:50.019 --> 00:01:55.099 that y- you sell during that group session. It can be some resources, it can 00:01:55.119 --> 00:02:00.039 be a book, it can be a webinar, it can be some supplements, some equipment, anything that, 00:02:00.619 --> 00:02:04.959 uh, clients are purchasing during such a group session. You can use that 00:02:05.019 --> 00:02:08.038 item, a product item, to also generate an 00:02:08.079 --> 00:02:14.259 invoice. Uh, so there you go. We have a group appointment with a group service, uh, added here, 00:02:14.259 --> 00:02:15.099 as you can see. 00:02:15.719 --> 00:02:19.679 And what we can do now is to complete setting up this appointment, 00:02:20.059 --> 00:02:24.159 uh, such as, um, limiting the number of participants in each 00:02:24.199 --> 00:02:26.519 group, and adding clients. 00:02:28.539 --> 00:02:29.979 There you go, and let's save the 00:02:30.039 --> 00:02:36.959 changes. So, the basic steps are done. And because we added a client after their group service was already 00:02:37.039 --> 00:02:40.019 allocated to their appointment, let's have a look at this 00:02:40.059 --> 00:02:46.099 participant. We will see that the invoice is already generated for the participant. using that 00:02:46.519 --> 00:02:50.439 default group service we allocated to our appointment. 00:02:50.759 --> 00:02:52.059 So, this is how it will work. 00:02:52.179 --> 00:02:56.139 Every time you add a, a client to your session, or they book, 00:02:56.519 --> 00:03:03.259 themselves a spot in this session through your client portal, the default group service will be used by the system 00:03:03.259 --> 00:03:04.979 to automatically. generate an 00:03:05.019 --> 00:03:06.019 invoice for 00:03:06.019 --> 00:03:11.159 this client. Of course, you can edit that invoice at any time afterwards, but 00:03:11.559 --> 00:03:14.379 this initial step will be done for you automatically. 00:03:18.959 --> 00:03:24.339 You can also add a default group service to an already existing group appointment, 00:03:24.739 --> 00:03:31.019 even if you have some clients already added to that appointment. Let me show you how this can be done. 00:03:31.419 --> 00:03:35.559 So, let's find our group, uh, appointment that already been created. 00:03:35.859 --> 00:03:37.079 You can see that we' have 00:03:37.459 --> 00:03:39.139 some clients already there. 00:03:39.619 --> 00:03:44.299 So, all you need to do is here at the top of this appointment, in the service section, 00:03:44.359 --> 00:03:45.399 click the dropdown 00:03:46.039 --> 00:03:46.999 and select the 00:03:47.099 --> 00:03:53.159 service or the product template which you will be using to bill all the participants. in this 00:03:53.239 --> 00:03:56.259 group. So, let' me. select my group, uh, service. 00:03:56.399 --> 00:03:58.319 here, and save the changes. 00:03:58.319 --> 00:04:04.119 So, what will happen now, when you add a new client to the group appointment or when they book 00:04:04.119 --> 00:04:10.999 themselves a spot there online, this group appoint- group service will be used to bill this client automatically. Let's 00:04:11.039 --> 00:04:14.159 have a look. Clicking on that client I just 00:04:14.219 --> 00:04:19.399 added after adding the group service, and I can see that they have the invoice generated 00:04:19.459 --> 00:04:24.019 for them. Uh, if I now go back to this group appointment and click on 00:04:24.039 --> 00:04:30.179 the client who has been added to this appointment before adding the default service, for example, Erika 00:04:30.239 --> 00:04:35.999 here, we can see that there is no invoice, uh, available. So, we can just create 00:04:36.059 --> 00:04:38.319 this invoice for her manually. 00:04:39.099 --> 00:04:45.039 This is done to keep the historic records in your account. So, whenever you add a group service to 00:04:45.079 --> 00:04:48.299 a group appointment, the already existing participants 00:04:48.719 --> 00:04:52.639 before, uh, the group service was added won't be updated. 00:04:53.339 --> 00:04:57.939 Um, this is for you to manually update their billing, to make sure that their invoices 00:04:58.019 --> 00:04:59.219 are correct. 00:04:59.659 --> 00:05:03.199 But all the ongoing clients who will be added afterwards 00:05:03.699 --> 00:05:06.039 will have, invoices created. automatically 00:05:06.039 --> 00:05:08.979 for them with the default group service or 00:05:09.019 --> 00:05:10.139 product you have 00:05:10.219 --> 00:05:13.199 just added to your existing group appointment. 00:05:13.939 --> 00:05:17.299 Let me now show you how the system will behave when clients 00:05:17.399 --> 00:05:22.099 book, uh, a spot for themselves in a group appointment or in a class, 00:05:22.519 --> 00:05:25.119 uh, which has a default service added to 00:05:25.159 --> 00:05:32.359 it through the client portal. So, let's go to our settings menu and find the client portal in the schedule 00:05:32.399 --> 00:05:32.939 category 00:05:33.019 --> 00:05:37.919 here to enable the online bookings for your clients for your group 00:05:38.119 --> 00:05:43.139 services. So, the first step is to ensure that they accept an online booking 00:05:43.499 --> 00:05:46.019 switch is turned on here at the top. 00:05:46.579 --> 00:05:50.379 And now we'll scroll to the online booking section, uh, of settings 00:05:50.799 --> 00:05:53.179 and make sure that the allow group 00:05:53.299 --> 00:05:59.124 booking switch is also on.While we are here, let me also show you the settings 00:05:59.163 --> 00:06:03.383 that needs to be enabled if you want to allow or require 00:06:03.743 --> 00:06:07.064 your clients to pay for their group sessions that they will 00:06:07.143 --> 00:06:08.143 be, uh, booking 00:06:08.543 --> 00:06:12.523 using that default group service you already added to your appointment. 00:06:13.023 --> 00:06:16.963 So, while we are still here on the online booking settings for the client 00:06:17.083 --> 00:06:20.343 portal, let's go to the Request payment when booking 00:06:20.403 --> 00:06:20.964 section. 00:06:21.623 --> 00:06:28.024 Uh, please be mindful that you will need to have your Stripe integration enabled in your Zenvia account 00:06:28.344 --> 00:06:30.264 to have access to this feature. 00:06:30.844 --> 00:06:35.463 And once this is on, let's have a look at the group or class bookings option. 00:06:35.783 --> 00:06:40.963 Click into this dropdown and select, either optional, or if you just want to allow clients 00:06:41.023 --> 00:06:42.984 to pay for their booking, uh, for their group 00:06:43.043 --> 00:06:49.164 sessions, uh, or required if you will require the clients to pay when they book their 00:06:49.223 --> 00:06:51.203 group service. And now let's save 00:06:51.203 --> 00:06:57.143 the changes. So now, let us have a look at the client experience that they 00:06:57.163 --> 00:07:03.023 will have while booking a group appointment. So now, we are on the client portal homepage of a 00:07:03.103 --> 00:07:05.004 client who registered, logged 00:07:05.044 --> 00:07:08.244 in, and now they want to book an, um, a class 00:07:08.284 --> 00:07:13.483 appointment. So here, click Book Class because we enabled it. for this client. 00:07:13.803 --> 00:07:15.983 Now, the client has option to select one 00:07:16.084 --> 00:07:19.003 of the group appointments you made available for the 00:07:19.123 --> 00:07:22.244 client portal, so let's select one. Let's select 00:07:22.843 --> 00:07:31.183 the group appointment time, and this is the confirmation page. Because we made the online payment required for this service, 00:07:31.443 --> 00:07:37.343 the client will first need to enter their card details and process the payment to complete 00:07:37.344 --> 00:07:44.303 the booking. And remember, this can be made optional or you can disable the, uh, online payments for group bookings 00:07:44.344 --> 00:07:49.963 at all, and just, uh, the clients will see their invoice on. the client portal, or you will be able 00:07:49.983 --> 00:07:52.503 to send an email with the invoice, 00:07:52.923 --> 00:07:54.164 uh, file or invoice 00:07:54.243 --> 00:07:55.183 link for 00:07:55.203 --> 00:07:59.043 this client. But let me complete this booking, and there you go. 00:07:59.543 --> 00:08:01.023 Processed the online payment, 00:08:01.443 --> 00:08:04.123 booked the appointment. I can see this confirmation 00:08:04.203 --> 00:08:06.143 here. And for example, if, 00:08:06.543 --> 00:08:10.083 uh, I enabled the access to invoices for my clients, 00:08:10.103 --> 00:08:13.143 if I click, uh, on. this Invoices tab, 00:08:14.263 --> 00:08:16.203 I will see. the invoice available 00:08:16.283 --> 00:08:21.183 here. And I already paid for it, so, I can just download a receipt for myself. 00:08:22.143 --> 00:08:26.063 And if we now go back to the calendar and have a look at that group appointment, 00:08:26.523 --> 00:08:26.963 uh, we 00:08:27.003 --> 00:08:30.023 can see that the client has been added to the 00:08:30.043 --> 00:08:33.183 appointment, the invoice was generated for them. The, 00:08:33.623 --> 00:08:37.063 uh, the online payment has been recorded, so all this work done. 00:08:37.123 --> 00:08:40.123 without your manual involvement at all, 00:08:40.703 --> 00:08:42.082 and I think this is a wonderful 00:08:42.163 --> 00:08:53.123 feature. And before we finish this video, let's make some side notes about how to recur a group appointment, 00:08:53.523 --> 00:08:58.283 uh, with a group default service to make sure that all the consecutive appointments, 00:08:58.603 --> 00:09:02.683 uh, will have, uh, automatic invoices for their participants. 00:09:03.183 --> 00:09:07.263 So what we need to do is to ensure that the initial group appointment, 00:09:07.783 --> 00:09:08.163 has 00:09:08.343 --> 00:09:12.443 the, um, default service or product for the group selected, 00:09:13.183 --> 00:09:16.483 uh, and now we will recur this appointment. 00:09:21.923 --> 00:09:24.443 So, here is the next recurring appointment. 00:09:24.783 --> 00:09:25.023 We 00:09:25.083 --> 00:09:25.863 can see that 00:09:26.183 --> 00:09:28.903 the default service for the appointment has 00:09:29.003 --> 00:09:31.463 been copied into the next appointment, 00:09:31.763 --> 00:09:38.483 as well as the clients that have been added to the original appointment have also been copied. 00:09:39.063 --> 00:09:40.223 Now please have a look 00:09:40.243 --> 00:09:44.483 that, uh, even if the clients didn't have an invoice 00:09:44.783 --> 00:09:48.163 or had an invoice with a different service on, the original 00:09:48.183 --> 00:09:55.083 appointment, when they are copied into the next in the recurring series, they will have an invoice generated with 00:09:55.103 --> 00:09:55.863 the default 00:09:56.283 --> 00:10:01.163 service. So this is how the system behaves when you need to recur a group 00:10:01.203 --> 00:10:03.483 appointment with a default service.