Linking Clients
Family Booking
For businesses that have clients who book on behalf of other clients, we have you covered with Linked Clients! This is super helpful when managing family profiles where a parent would book appointments for a child or a spouse on behalf of their partner. When clients are linked, they may have the ability to book & manage appointments, receive email notifications, complete forms on behalf of others and share sessions from a package of services.
To setup linked clients, go to your Client list to search for either of the clients to link. In that client’s profile, go to the “Linked Clients” section and select “Add Relationship” to search for a client to be linked.
After selecting a client to link, click “Setup Relationship” to define the relationship and permissions. There are 7 relationship types to choose from, which simply act as internal labels to define the relationship:
- Parent
- Child
- Partner
- Guardian
- Sibling
- Grandparent
- Other
You can then choose what each has permission to do on behalf of the other.
- Book and Manage Appointments – The linked client will see the others’ appointments listed under their “My Appointments” list in their account with a notation that the appointment is for another client.
- Complete Intake Forms – The linked client will receive copies of the Intake Form request emails and outstanding forms will display in the client’s “My Appointments” list. Note: The completed forms will reside in the profile of the client it is related to, not the profile of the Linked Client, who is simply filling in the form on behalf of the related client.
- Receive Copies of Appointment Notification Emails – The linked client will receive appointment Confirmation, Changed and Reminder emails. Note: When emailing an appointment invoice/receipt, the linked client’s email will be pre-populated in the send email window. You can manually remove or add emails from that screen.
- Can Use Sessions from Packages – The linked client can use sessions from all packages in the package owner’s account
Client Side Booking – When a linked client is booking from the client-side calendar, they will see an additional dialog asking to choose who the appointment is for.
Admin Side Booking – When booking an appointment for a client who has other clients linked, an additional dropdown will appear in the booking screen allowing you to choose if a linked client should be assigned to the appointment. Note: The permissions set for the linked client (Manage Appointments, Complete Forms, Receive Notification Emails and Share Packages) will automatically be applied when you choose to assign the linked client to the booking.
A really great feature of using this option is, when a child is no longer under the care of the parent or there is a separation of partners/dependants, you can simply remove the Linked Clients. When those clients are unlinked, the client profiles are separate containers and each client will then only have access to their own appointment history and information.
Watch the video here.
If you have any questions, we’d love to hear from you. Email us at support[at]click4time.com.