Packages of visits

You take payment for a package of visits ("10 treatments for 400 €", "5 haircuts") at your own till, as always, and issue the receipt there. In the admin you record it on the customer: the app counts the visits, shows how many are left and until when the package is valid, and divides the package's price among its appointments.

A package always belongs to one customer and is used only on their appointments. For a gift anyone can use, there is the gift voucher.

The app does not issue receipts. Check with your accountant how to show a package on a receipt and in your books.

Package offers

You define a package once, as an offer. In the Services menu click Packages, then New package:

• Name, e.g. "Massage 10×". Only the admin sees it;
• Services the package covers: one or more, group ones too;
• Visits: from 2 to 100;
• Price of the package. Below it you see what that is per visit;
• Valid for: a number of months from the day of sale, or no expiry. It can be changed when selling;
• Offered when selling: an offer switched off is no longer offered.

A package sold is a snapshot of its offer: a later change of the offer does not change packages already sold. An offer never sold can be deleted, one already sold only switched off. A service an offer or a package sold covers is not deleted but switched off.

The owner edits the offers.

Selling

On the customer's page, in the Packages block, click Sell a package and choose the offer. The day of sale is today by default, the price and the expiry come from the offer, and you can change them (a special price, for example). The Note is only for the admin, e.g. "paid by card".

In the same block everyone who sees the customer sees their packages: how many visits are left, how many are booked and until when the package is valid. Only the owner and the front desk, who also sell packages, see the price.

Every package sold is under Vouchers & packages, on the Packages tab: active ones, those that expire within 30 days, used up, expired and voided ones.

Appointments from a package

An appointment from a package uses one visit. A group session's appointment uses as many visits as it has people.

• New appointment for an existing customer and changing an appointment: when the customer has an active package for one of the chosen services, the field From a package appears. For a new appointment the package that expires first is chosen. When you are only typing the customer into the form (name and phone), the field is not there: put such an appointment into the package on its page.
• New appointment from the package on the package's page opens a new appointment for that customer with the package already chosen.
• Repeat (a series): appointments come from the package while it has visits left and is valid, the others without it. The preview of the dates shows it next to each date. More about series in Recurring appointments.
• On the appointment's page, in the Payment block: Use a package for an appointment not yet in one (also online bookings, parts of a visit and group participants) and Take out of the package.

An online booking does not go into a package by itself: its page shows that the customer has a package, with the Use a package button.

Booked and held appointments use a visit up, and so do no-shows. A cancelled appointment gives its visit back by itself, however it was cancelled. If you restore a cancelled appointment and the package was used up meanwhile, restoring fails until you take the appointment out of the package.

Only an appointment up to the package's last day can go into it. An appointment you later move past that day stays in the package.

The owner and the front desk put appointments into a package, and a staff member on their own appointments. They do not enter the price: the package does.

The price of an appointment from a package

The price of an appointment from a package is its share of the package's price: 10 visits for 400 € is 40 € per visit. When the package covers several services in the same appointment, those 40 € are divided by the price list. The price list's price stays recorded with the appointment, so the difference shows like a discount.

• The services the package covers are not paid at the till: the Payment block says "From the package", and Left to pay only what the package does not cover.
• While the appointment is in the package, the prices of those services are not changed by hand. The prices of other services in the same appointment are.
• The email to the customer and the "My appointment" page say "From a package" instead of the price.
• Take out of the package brings back the price list's price. The appointment's history shows both changes.
• So analytics counts the real revenue: an appointment from a package counts at its share of the package's price.

Expiry, changes and voiding

An expired package can no longer be used. If you let the customer come anyway, click Extend on the package's page. The change goes into the change log.

Edit changes the expiry, the note and the number of visits. The number may be raised (a visit given) or lowered to the visits already used. You can correct the package's price until an appointment is in the package.

Void the package stops further use, and the appointments already in it stay there. A voided package can be restored.

On the Packages tab the owner can download a list of every package sold (Export (CSV)), and in analytics they see how many packages were sold and how many visits came from them in the period.