Using Group Classes

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

A Group Class is a series of training classes with pre-set dates. When you enroll a customer, they can optionally pay for the entire series of classes upfront using a package. If you enroll them over the phone, you can either take payment over the phone, or you can charge the class to their account by selecting the Check Out With No Payment button at checkout. The balance due will be added to the customer's account, so they can pay when they arrive in person. In this article, you will learn how to view group classes, enroll customers, and take payment.

This article includes:


Helpful Hint: 
Before you begin.

  • Before using Group Classes, you will need to configure them. Please be sure to read this article: Setting Up Group Classes. 
  • All admin users have access to the admin page controlling these settings. Additionally, admin users are able to delegate this particular admin page to other user groups. Non-admin users with access to this page will be able to make edits that affect all locations in the app. For more information see our article on User Groups and Permissions

  • To allow a customer to enroll in a Group Class from the Customer Portal, you must have the Show on Customer Side setting turned on.

  • If you wish to require packages to be purchased before enrollment requests come through to the business side, then you must use the Customer Portal 2.0. Legacy portal requests will still be submitted to the business even if the package is not purchased. 

How to: Use Group Classes.

Viewing Group Classes 

  1. Navigate to Left-hand Navigation: Reservations » Group Classes.

  2. Select from FutureCurrent, or Past Classes.

    Screen_Shot_2018-10-18_at_7.07.17_PM.png

  3. Choose a class name to navigate to the group class page you would like to view.

  4. View the Details of the class:

    • Class name and description.
    • Location and when the group class is offered.
    • Who is currently enrolled in the class.

      Screen_Shot_2018-10-18_at_7.09.11_PM.png
 

Please note: Open Enrollment classes will not display the pets enrolled until the date of the first class. Once the first class has started, all enrolled pets will show in that list, but it will not be specified by date. Because clients can pick and choose dates, it is not able to be a straight forward list of enrolled pets, like it would be with a set series of classes. The best way to get a view of the pets enrolled in an open enrollment class for a specific date would be the Reservations by Date Report.

 

Enroll a Pet in a Group Class 

  1. Navigate to Left-hand Navigation: Reservations » Group Classes.

  2. Select from Future or Current Classes.

  3. On the Group Class page, type to Select Pet(s): you can select one or more pets from the same owner.

    Screen_Shot_2018-10-18_at_7.12.13_PM.png


  4. Click the Enroll Now button.

  5. Confirm enrollment details, and click Enroll in Class!  If the class you are enrolling is an open enrollment class, you will select the dates the pet will attend on this screen by clicking them on the calendar. 
     
  6. You will be navigated to the Cart to complete payment. Click $ Check Out.
    Screen_Shot_2020-04-09_at_10.11.45_AM.png

  7. Select Payment Method and click Check Out with Payment to complete enrollment. This action adds the package for the group class to the customers profile and creates reservations for each session of the Group Class on the animals profile. It will also add the animal to the list of enrollee's on the group classes page.

    You may select Check Out With No Payment to add the class balance to the customer's account if, for example, you are enrolling them over the phone and the customer plans to pay in person later.

    If your group class is not associated to a package, you will not be navigated to the cart to complete enrollment and take payment. Instead, customers will pay after each session.

 

 

Un-Enroll a Pet from a Group Class 

Un-enrolling a pet from a group class is a 2-step process. 

  1. Navigate to the Group Classes page at Left-hand Navigation: Reservations » Group Classes.

  2. Find the class the pet is enrolled in and click the red x next to their name

  3. You will be prompted to optionally select a cancellation reason

  4. Next, you will be asked if you want to refund the package if there is one associated with the group class. If yes, you will be directed to the receipt to process the refund.

 

Enrolling in a Group Class from the Customer Portal (2.0)

Important! The Current section of group classes will only display/allow enrollment for Open Enrollment classes and Series classes that have not started yet. If a non-open-enrollment class has already begun, customers cannot register themselves on the portal. Some group classes may require the purchase of a package before you can fully enroll in the class. 

For customers to enroll in group classes from the customer portal, you will need to ensure the booking category is added to the portal. Navigate to Admin » Portal Customization and under "Request Links" at the bottom of the page, add a new request link with the button URL being /front_end/group_class_register if it is not there already. For more information see our article on Service Request Links (Customer Portal 2.0).

Customers can request Group Class reservations by following these directions:

  1. Log in to the customer portal for your app or browser.
  2. Click the Book button on the left side action bar.Screenshot_2023-04-09_at_2.02.25_PM.png
  3. Select your pet(s) then click the Start Booking button.Screenshot_2023-04-09_at_2.03.33_PM.png
  4. Then, select the Group Classes request option from the drop-down booking category menu.Screenshot_2023-04-09_at_2.04.30_PM.png
  5. Select the class you wish to enroll in. Open enrollment means you can pick and choose which dates you want to attend while series class means you have to enroll in all of the classes listed. Screenshot_2023-04-09_at_2.05.08_PM.png
  6. Select the dates you wish to attend if this is an open-enrollment class. If this is a series class, you will not have the check box option to select dates. You can skip this step.Screenshot_2023-04-09_at_2.12.08_PM.png
  7. Answer any applicable questions and add any notes you wish to add. Then press the blue submit button at the bottom of the page. Your request has now been submitted to the business! Please note, this step is only applicable if a package purchase is not required to enroll into the group class. If a package is required, please see step 8 and skip this step.  Screenshot_2023-04-09_at_2.19.15_PM.png
  8. If the class has a package configured to be required, answer any applicable questions and add any notes that you wish to add. Then, click the blue payment button at the bottom of the page.  Screenshot_2023-04-09_at_2.43.10_PM.png
  9. Click on the add credit card button if you do not have a card already stored in Gingr (please see step 10). If you do have a card already stored, you can select the card on file and click the checkout button. This will submit your payment for the group class and submit your enrollment request to the business. Screenshot_2023-04-09_at_3.03.39_PM.png
  10. Fill out your card details. Then click the blue use this card button. Once you do that, you can then follow the directions in step 9.  Screenshot_2023-04-09_at_2.55.00_PM.png

Upon the customer requesting the group class, Gingr will:

  1. Create the first reservation in the group class series.

  2. This will appear as a reservation request on the dashboard for that animal.

  3. When the business accepts the request the system will:

    • Create the rest of the reservations in the series (they will be approved/confirmed)

    • Send out the group class enrollment email/SMS

    • Show a popup asking if the employee would like to add the package to the class to their cart for sale 

 

Enrolling in a Group Class from the Customer Portal (Legacy)

Your customers can request enrollment for Group Classes from the Customer portal.

Important! The Current section of group classes will only display/allow enrollment for Open Enrollment classes. If a non-open-enrollment class has already begun, customers cannot register themselves on the portal. 

For customers to enroll in group classes from the customer portal, you will need to ensure the booking category is added to the portal. Navigate to Admin » Portal Customization and under "Request Links" at the bottom of the page, add a new request link with the button URL being /front_end/group_class_register if it is not there already. For more information see our article on Service Request Links (Legacy).

They can do so by following these directions: 

  1. Log in to the customer portal for your app.

  2. Click the My Reservations Tab on the top action bar.

  3. Select Request Services. Then, select the Group Class request option from the pop-up.

    Screen_Shot_2018-10-18_at_7.18.19_PM.png

  4. Select the Group Class.

  5. Select their pet and click the Request Enrollment button.

  6. Once enrolled, a success message will appear.
  7. If a package is configured for this class the customer will see a popup directing them to purchase the package
    Screenshot_2023-04-18_at_9.37.32_AM.png

  8. From here, they can now check out with this package. Screenshot_2023-04-18_at_9.38.27_AM.png
  9. Enter payment information, click "Use this card", then complete the purchase
    Screenshot_2023-04-18_at_9.39.18_AM.png

 

Enrollment Notifications

You can configure user groups to receive a notification when customers submit new Group Class Enrollment requests. Navigate to Left-hand Navigation: Reports & More » Groups and turn on the Notification: Group Class Enrollment Request permission.

    • This permission can be local to only locations where the request was submitted or can be global, meaning a notification will display at all locations when a customer requests. 
    • For more information see our article on App Notifications

 

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