Managing Shared Profiles

Creating a New Shared Profile

1. To create a shared profile,

• click ‘People’ on the main menu and select Add

• Alternatively, you can click the ➕ icon on the top panel and select Client

2. select ‘Shared’ as the profile type you are going to create.

3. Enter the profile name and click ‘Next’.

4. A new shared profile will be created. You will be able to

• Add Client Status to the shared profile;

• Add Client Type to the shared profile;

  • You can use the client status and client type fields to locate shared profiles efficiently by applying filters in the Advanced Search feature.

• Add members of this shared profile. Click ‘Add Member’:

5. You will be able to select existing client profiles to add them as members of this shared profile. Click the ‘Select and existing client’ and search for a profile you’d like to add.

6. The first profile you add will automatically become a primary member of the shared profile. You will be able to disable this setting and enable it on another profile, if necessary.

7. On the member settings, you will also be able to

• allow each profile member to make portal appointments on behalf of the shared profile,

• and receive appointment reminders for the shared profile. Appointment reminders will pick up the time zone set in the each member profile when sending out reminders.

• set a Disclosure Level of None, Partial, or Full for the member. This is a label for your own reference, for example to record how much of the shared profile’s information you have agreed can be shared with that person. It does not change what the member can see or do: it does not hide anything on the Client Portal, in the shared profile, or in the member’s own client profile. Zanda does not attach a fixed meaning to Partial or Full, so agree as a practice what each level means for you. The level you choose shows in the Disclosure column of the Shared Profile Members table.

What a member can see on the Client Portal is set by their Portal Appointments setting and whether they are the payee on an invoice, not by their Disclosure Level. See Using Client Portal as a Shared Profile Member below.

To enable reminders for an existing shared profile member, open Shared Profile > Profile > Details and find the member in the Shared Profile Members table. Click the gear icon at the end of the member’s row, select Edit Member, turn on Appointment Reminders, and click Save. Repeat this for each member who should receive reminders. The Receives Reminders column in the members table shows which members have this setting enabled.

8. To add more members, go the shared profile Details page and click ‘Add Member’ again.

9. Beside selecting an existing client profile to add as a shared profile member, you will be able to create new client profiles for the members, when necessary.

Overview of a Shared Profile

1. The Profile section:

• The shared profile Details page includes a list of added profile members, their contact details and their member status and permissions.

  • When Zanda users make changes on the Details page of a Shared profile, Zanda automatically creates a corresponding entry in Tools > Log File user activity logs. This provides an auditable record of user activity and helps support teams and administrators track any updates to the Details page if troubleshooting or verification is required.

• You can set a Client Status and Client Type for a shared profile. The client status and client type fields can be used to locate shared profiles efficiently by applying filters in the Advanced Search feature.

• Use the ‘Additional Comments’ text box to enter additional information about the profile.

• The Classifications page allows you to allocate one or more of your account client classifications, which will be very helpful with account reports.

• The Contacts page allows you to add contact profiles to the shared profile.

• Use the Referrals page to add referrals to the shared profile.

• The Appointments Reminders page lets you configure reminder settings specific to this shared profile, which will override the general automatic reminder settings of your account.

• The Tasks page is where you can manually set tasks for this shared profile and assign them to specific users if necessary.

2. The Appointments section is where you will find:

• Appointments list - List of all appointments created for this shared profile

• Statistics - Summary information about their appointment history

• Telehealth - contains this profile’s unique Telehealth meetings link and instructions for practitioners how to start a Telehealth call.

3. The Billing section will hold all the billing details and records of invoicing and payments for the shared profile. The primary member will be allocated as a payee for the shared profile by default. It is possible to select other payees when necessary.

• Billing Setup - configure invoicing options & defaults.
• Invoices - this is a list of all the invoices that have been issued to this shared profile
• Payments - this is a list of all the payments that have been received from this shared profile
• Statements - This is a list of all the shared profile statements
• Superbills(US-only) - This is a list of the shared profile superbills issued for insurance reimbursement
• Authorizations (US-only) - list of authorizations for this shared profile
• Session Packs - review and edit all the current and expired session packs for this shared profile.

4. The Records folder records confidential information of the shared profile, including their session notes, file uploads, correspondence and diagnoses.

• Session notes - list of all clinical and admin notes created for this shared account. The notes created in the shared profile will be generated as records of the whole shared profile, not per a specific profile member.
• Files - List of files uploaded for this shared profile.
• Correspondence - all the communication that has been saved to the permanent correspondence record
• Diagnoses - list of diagnoses for this shared profile.

5. Use the Communication feature of the shared profile to send SMS, emails and generate letters. The primary member of the shared profile will be a default contact, and you will be able to CC communication to the other profile members. This is separate from appointment reminders: reminders are sent to members who have Appointment Reminders enabled in their member settings.

• Activity - all sent and received communication within the last twelve months. If you would like to store communication for longer than this period please select the ‘Save to the Permanent Correspondence Record’ option when adding or editing communication.
• New SMS - create a custom SMS to send to one or multiple members of the shared profile.
• New Email - create an email to send to one or multiple members of the shared profile, and associated contacts, referrers and third parties. Use Bizzy AI: Write to help you draft emails to shared profile members.
• New Letter - create a new Letter to email to a selected recipient (client, referrer, etc.) Let BizzyAI: Write to help you draft the professional letters in your tone and style in seconds.

6. The Admin section will help you manage this profile settings and store non-clinical records.

• Manage page allows you to record the personal data consent, archive and delete the shared profile. You can also use this page for additional appointment management: set appointment alert notes and warnings, a default appointment flag and block new appointments creation.

• The Admin Notes section of a shared profile also allows to add and store admin notes.

• The Admin Files - this is a list of files uploaded for this client

Creating Appointments for Shared Profiles

1. To create a new appointment for the shared profile,

• Select the calendar time block to bring up the appointment panel.
• Search for the shared profile in the Client search field.
• Add other appointment details and service, if needed.
• Save the appointment.

2. The client type appointment will be generated for the shared profile.

Moving an existing appointment onto a shared profile

To move a booking onto a shared profile, create a new appointment against the shared profile and delete the original one. The profile an appointment belongs to is set when it is created and cannot be changed afterward, so there is no way to reassign an existing appointment directly. This comes up when a client books an appointment under their own profile before a shared profile exists for them, for example when a couple’s shared profile is only created once you have both partners’ details.

To get the booking onto the shared profile, book it again and retire the original:

1. Create the new appointment against the shared profile. On the Calendar, open the appointment panel and search for the shared profile in the Client search field, as described in Creating Appointments for Shared Profiles above.

2. Clear any payment from the original appointment. Zanda will not delete an appointment while a payment is still applied to its invoice. Open the member’s own client profile, go to Billing > Payments, open the payment, untick the original appointment’s invoice, and save. See Adding and Managing Payments.

3. Delete the original appointment from the member’s individual profile. See Creating, Editing and Deleting a Client Appointment.

Where an unallocated deposit sits. A payment stays recorded on the profile it was taken against, and Use Existing Payment only offers payments recorded on the same profile as the invoice. So a deposit you unallocate in step 2 stays as credit on that member’s own client profile, and it cannot be applied directly to the shared profile’s invoice. Either keep it for a future invoice on that member’s own profile, or move its value using the Credit Transfer steps linked above.

Running a telehealth session for a shared profile

Use a shared profile’s own telehealth session when a couple or family should be seen together over telehealth and the session should produce one shared record, rather than a separate note for each person. A shared profile has its own telehealth link: the same link for every appointment booked under that profile, so every member joins the one call from the one link.

To run the session:

1. Book the appointment under the shared profile (see Creating Appointments for Shared Profiles above). In the When & Where section, choose a location with the Telehealth Video Call location type to switch telehealth on for the appointment automatically, or save the appointment first and turn on the Telehealth switch afterwards.
2. Share the shared profile’s telehealth link with everyone attending. Click Copy link on the appointment panel to copy the shared profile’s link to your clipboard, or check the profile’s Appointments > Telehealth page for the same link.
3. At the time of the session, open the appointment and click Start next to the Telehealth switch.

Invoicing the Shared Profile

1. Invoices generated for the shared profile will be billed to their primary member by default.

• You can set a different default payee in the Bill To field on the Shared Profile Details > Billing > Billing Setup page.
• You will also be able to select a different payee on a specific invoice when needed in the Payable By dropdown.

2. When a shared profile invoice is printed.

• The Invoice To field will include the payee information,
• while the Provided To section will list all members of the shared profile.

3. Paying a shared profile invoice with a member’s saved credit card.

When you take a Stripe card payment on a shared profile’s appointment or invoice, Zanda charges the card saved against the payee on that invoice.

• If a member already has a card saved in their own client profile (Client Profile > Billing > Billing Setup > Saved Card Details) and that member is the payee, the payment form offers their saved card, masked and pre-filled, so you can confirm the amount and take the payment without re-entering the details.
• Book the appointment under the shared profile as usual and set the member as the payee. There is no need to book it under that member’s individual profile.
• Set the payee using Bill To for every invoice, or Payable By for a single one, as described in point 1 above.
• Always check the name shown at the top of the card payment form. It names the payee whose saved card Zanda will charge, and Zanda records the payment in that payee’s profile.

❕Note:

• The Saved Card Details section of any profile lists only the cards saved against that profile. A card saved in a member’s individual profile will not appear in the shared profile’s Saved Card Details, even though it can still be charged whenever that member is the payee.
• A shared profile can hold a saved card of its own, but while Bill To is set to a member, the payment form offers that member’s card.
• Add a member’s card from their individual client profile: send them an online form containing the Credit Card (Stripe) linked profile field, or enter the card manually in their Billing > Billing Setup. Zanda sends online forms from each member’s own profile rather than from the shared profile.

Using Advanced Search for Shared Profiles

1. Go to People > Search and select the Shared Profiles profile type chip to search for shared profiles and get an overview of all shared profiles in your account.

2. The Advanced Search feature will help you search for one or a list of shared profiles, filtered by shared profile members details, shared profiles appointments information and classifications.

Using Client Portal as a Shared Profile Member

You can allow a member of a shared profile to book appointments for the shared profile on your client portal. This setting can be found in a Shared Profile > Details > Member settings.

More than one member of the shared profile can be given permission to book appointments for the shared profile on your client portal.

1. The shared profile member will be logging in with their individual client profile details.

2. When they book a new appointment they will be able to select who this appointment is for, themselves as an individual client, or a shared profile they are a member of

3. A member of the shared profile will be able to see invoices billed to them (if they are a self-paying individual client, and a default payee member of a shared profile)

4. A member of the shared profile will be able to see a list of future-dated appointments scheduled for them as a individual client and for their shared profile(s)

5. For a practitioner to appear as a bookable option when a member books a shared profile appointment, set that practitioner as the Primary Practitioner or an Assigned Practitioner on each shared profile member’s own individual client profile, under Client Profile > Admin > Manage. Setting the practitioner on the shared profile’s own record is not enough by itself: that assignment only takes effect once a practitioner has already been selected from the member-level list, so it will not make the practitioner appear as a bookable option.

Can a member add family members to the shared profile through the Client Portal?

No. Shared profile members can’t add or invite other people to a shared profile from the Client Portal. Only your team can add members, from the shared profile in your Zanda account.

When someone registers on the Client Portal, Zanda creates their own individual client profile, or matches them to an existing client profile with the same details. Registration doesn’t link them to any shared profile, and it doesn’t give them access to one.

To bring another family member into an existing shared profile:

1. Make sure the new person has their own client profile. Either create it in Zanda, or ask them to register on your Client Portal (see Client Portal Registration For New Clients). If you create the profile first, they can register later with the same name and email, and Zanda will link their portal login to the profile you created instead of making a duplicate.
2. Open the shared profile, go to the Details page and click Add Member.
3. Select their existing client profile and add them.
4. In the member settings, turn on portal appointments if this person should be able to book appointments for the shared profile on the Client Portal. Turn on Appointment Reminders if they should receive reminders for shared profile appointments.

After you save, the member can log in to the Client Portal with their own details and choose the shared profile when they book.

Collecting extra information for shared profile bookings

For couples counseling or other shared treatments, use the shared profile for the booking and use online forms for structured intake information.

When an approved shared profile member books through the Client Portal, they can choose whether the appointment is for their own individual profile or for a shared profile they belong to. If they need to add booking-specific context, they can use the Add Notes option on the booking confirmation step. These notes are saved to the appointment notes, so your team can review them from the appointment.

For custom questions, intake details, or information you want saved back to a profile field, send an online form to the relevant shared profile member. Custom Profile Fields can be used in online forms as linked profile fields, and submitted answers can update the member’s individual profile. For shared profile work, this is the recommended way to collect structured information before or after a Client Portal booking.