What is recurring package management and how to set it up?
Quick answer
Recurring package management lets you define a package with a fixed number of sessions for a client or group, set the recurring days and times once, and have appointments created automatically. When a package ends, the next period is planned automatically and session balances are tracked without manual counting.
What is a recurring package?
A recurring package is a system where you define a fixed number of sessions for a client (for example, 10 Pilates sessions) and the weekly days and times those sessions will take place (for example, Tuesday at 09:00 and Friday at 09:00), and the app automatically creates all future appointments. You don't need to enter each appointment separately.
Why is a recurring package better than a manual calendar?
- In a manual calendar, you create each appointment individually and have to start over when a package ends.
- Remaining session balances ('how many sessions does the client have left?') are tracked by hand or in a notebook, leaving room for errors.
- Cancellation vs. paid cancellation session deductions are calculated manually.
- A recurring package system handles all of this automatically.
How to set up a recurring package in Nexora?
- Go to the services and packages page and create a new package (for example, '10-Session Physiotherapy Package').
- Enter the number of sessions and the price.
- Select a client and assign the package to them.
- Enter the fixed days and times once (for example, every Monday at 14:00 and Thursday at 14:00).
- The app automatically creates all appointments for the duration of the package.
How are session balances tracked?
Nexora processes appointment statuses automatically. The difference between a regular cancellation and a paid cancellation is:
- A regular 'cancel' does not deduct from the package balance; the session right remains with the client.
- A 'paid cancel' deducts from the package balance; that session counts as used.
- Appointments still in 'pending' status after their scheduled time are automatically marked as 'completed'.
What happens when a package ends?
When a package reaches its last session, the client, assigned staff, and manager all receive a notification. The app automatically reschedules sessions for the next period; you only need to record the payment.
Can a client-specific price be set?
Yes. When creating an appointment, the package or service price can be overridden for that specific client. Staff commissions are calculated based on this updated price; the standard listed price is not affected.
Frequently asked questions
- Can recurring packages be applied to groups as well as individual clients?
- Yes. Recurring packages can be assigned to individual clients and to groups (such as a Pilates group or yoga group). In the group system, each member's remaining session balance is tracked independently.
- Does cancelling a session reduce the package balance?
- A regular cancellation does not reduce the package balance. A paid cancellation does. The app calculates this distinction automatically.
- What happens to remaining sessions if a client leaves before the package ends?
- You can view the client's remaining session balance at any time. When you close the client's record, any planned future appointments are deleted.
- Is the package duration based on dates or session count?
- In Nexora, packages work based on session count. When a client's sessions run out, a new period begins. Holidays or absences in between do not reduce the session balance.
Conclusion
Recurring package management frees you from manually counting session balances and creating each appointment one by one. Once set up, the app automatically handles session tracking, deduction calculations, and package renewals.
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