How Groups Work in Nexora
A group brings several customers into one shared schedule while keeping each member's records separate.
The problem a group solves
A group saves the business from planning the same class or session separately for every customer. The day, time, staff member and optional room can be managed together, while each member still has their own appointment, package use and payment history.
A saved group is a reusable customer list. It can stay empty until the business adds members. Creating a one-time group appointment is a separate action and needs at least 2 members.
Who uses groups?
- The business owner and staff whose access allows it create and manage groups.
- Each customer sees only their own appointment and package information in the customer view.
- Businesses can use a group for one date or set a weekly or monthly repeat plan. Choosing no repeat creates only the planned group appointment.
How a group works
The business chooses a saved group, a package, a date and time, a staff member and, if needed, a room. Nexora creates a separate appointment for every member and connects those appointments so they appear as the same group meeting.
The shared calendar does not create a shared balance. Every member has a separate customer package, payment record, amount due and remaining-right count. One member completing or paying for an appointment does not change another member's balance.
A weekly or monthly plan can prepare later appointments from the same group schedule. Dates follow the time zone saved for the business. When a repeating member package reaches zero and the business has suitable access, the next period is handled for that member; other members do not have to renew at the same time.
Group rules
These rules describe the behavior the current product follows.
A saved group can be empty
The customer list of a saved group may contain no one. This lets the business prepare the group name first and add members later.
A one-time group appointment needs at least two members
Creating one group appointment requires at least 2 selected customers. For one customer, the business uses the regular appointment flow.
The repeat choice controls future appointments
The business can choose a weekly plan, a monthly plan or no repeat. No repeat creates the chosen group appointment without starting a repeating schedule.
Every member keeps a separate balance
Appointments share the group schedule, but package rights, received amounts, amounts due and payment records belong to each member separately.
A new member joins later sessions
When a customer is added to a repeating group, Nexora prepares that customer's package and upcoming group appointments. It does not add the customer to past sessions.
Removing a member keeps completed history and money records
The normal removal action ends that member's group repeat and removes their Waiting appointments linked to the group. Completed history, received-payment records and an open amount due remain. A completely unused package record with no appointment or received payment may be cleared.
The upcoming schedule can be changed together
The business can change a repeating group's day, time or staff member for its upcoming Waiting appointments. Package rights and completed history are not rewritten as if the old work never happened.
A busy room causes a warning
When a chosen room is already in use at an upcoming time, Nexora shows who is using it and asks the business to confirm. The warning does not claim that the room has a fixed capacity or make the choice impossible.
Deleting the group removes the saved group record
The delete action removes the saved group itself. Nexora does not promise that this action also erases the members' appointments, packages, payment records or history.
Repeating packages renew member by member
Each member reaches the end of their own package at their own time. A suitable repeat plan can open the next period for that member without changing another member's package.
Large group plans may need to be smaller
A group can contain up to 31 members. A single large repeat action also has a safe processing limit, so the business may need to reduce the number of members or sessions and try again. This limit is not a room-capacity promise.
Real examples
- A studio saves a group name before registration opens. The group has no members yet and remains valid.
- A business chooses 2 customers and creates one group appointment. Each customer receives their own appointment record for the same date and time.
- A third customer joins a weekly group after it has started. Nexora prepares that customer's later appointments, without placing them in earlier sessions.
- One member completes a session and another stays Waiting. Only the completed member's package right is used.
- The group moves to a new room. If that room is already in use at one of the upcoming times, Nexora warns the business and asks for confirmation.
Limits to know
- A saved group and a group appointment have different minimums: the saved list can be empty, while a one-time group appointment needs at least 2 members.
- A group record accepts up to 31 members. Large repeating plans can reach a separate safe processing limit sooner because each member receives their own records.
- A room is optional. Nexora warns about supported room conflicts, but the room is not a general capacity or resource-booking system.
- Deleting a saved group does not promise a wider cleanup of appointments, packages, payments or history.
- Group members do not share one package balance or one payment balance.
Cases that need extra attention
- A member is removed while Waiting group appointments remain. The normal removal clears those linked Waiting appointments, ends that member's repeat and preserves completed history, received payments and any open amount due.
- A member has already used all rights while others still have rights. Renewal is considered for that member's own repeating package; the others keep their current records.
- The day or staff member changes after some sessions were completed. Nexora changes the upcoming Waiting schedule and leaves the completed history in place.
- The business tries to save a very large repeating plan. If the safe processing limit is reached, fewer members or sessions must be handled in that action.
- The business deletes the saved group after using it. The group record is removed, but the business should not treat that button as a promise to erase every connected record.
Frequently asked questions
- Can I save a group before adding members?
- Yes. A saved group can have an empty customer list. Creating a one-time group appointment is different and needs at least 2 members.
- Do group members share one package or payment balance?
- No. Every member keeps a separate customer package, remaining-right count, payment record and amount due.
- What happens when I add a member to an existing repeating group?
- Nexora prepares that member's package and upcoming group appointments. The new member is not added to past sessions.
- What happens when I remove a member?
- The normal action removes that member's Waiting appointments linked to the group and ends their group repeat. Completed history, received payments and an open amount due remain.
- Can I change the group's day, time, staff member or room?
- You can update the upcoming schedule of a repeating group. A busy-room choice can show a warning and ask for confirmation.
- Does deleting a group delete all related records?
- No such wider cleanup is promised. The delete action removes the saved group record itself; appointments, packages, payments and history must be treated as separate records.
- Do all group members renew at the same time?
- No. Repeating package renewal is handled for each member from that member's own remaining rights and plan.
- Why can a large group plan be rejected?
- One repeat action has a safe processing limit because Nexora prepares separate records for every member. Reduce the number of members or sessions and try again.
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