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Using Groups

Groups are a way to organise team members and resources so that they can be easily referenced in services. This can make it easier to manage staff coming and going, and it can also allow clients to pick an individual from the group based on availability or preference.

What is a resource?

In the context of groups, a resource is a person, team, or object that can be used to provide a service. For example, a team member, a room, or a piece of equipment could all be considered resources.

Why use groups?

There are several reasons why you might want to use groups:

  • To make it easier to manage staff coming and going

  • To allow clients to pick an individual from the group based on availability or preference

  • To create groups for different purposes, such as location, department, or skill set

  • To delete groups that you no longer need

How to create a group

Follow these steps:

  1. Go to Setting > Team Members or Settings > Resources

  2. Click the Groups button at the top right corner

  3. Click the '+New resource group' button

  4. Enter a name for the group

  5. Select the team members or resources that you want to add to the group

  6. Set the toggle if you don't show the dropdown for this group to clients

  7. Click the Create button

How to edit a group

Follow these steps:

  1. Go to the Settings > Team Members or Settings > Resources page

  2. Click the Groups button at the top right corner

  3. Click the name of the group that you want to edit

  4. Make the changes that you want to the group

  5. Click the Save button

Groups can now be viewed with one click in Resource selection

This is useful for large teams. Just click 'Resources' from your calendar to view the drop-down:

Associating Groups with Services

Once your new Group is created, you need to associate the group with the relevant Services.

Here's how:

  1. Go to Settings > Services

  2. Click on a service to edit an existing one or create a new one

  3. Now, select the group that renders this service under 'Serviced by'

  4. Click 'Save'

An example could be a group called "Therapists". In this group, we have three team members - Harry Potter, Indiana Jones and Johnny Cash. The image below shows you this example:

Pro tip

When creating a Service, you have the option of allocating the service to a group, or an individual. Assigning to an individual is useful for small teams, or in cases where certain services are unique to a team member.

As an example, below we have associated a group "Therapists" to "Follow Up Consultation" and "Individual Therapy". You can also choose to associate one of these services to an individual team member if necessary.

Learn more