Setting Up Virtual Private Training Sessions

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

This article will describe how to set up Virtual Private Training Sessions at your facility. This can help you offer training alternatives to in-person sessions depending on your facility's needs. A Virtual Private Training Session will allow trainers and owners to work together via a conferencing platform like Zoom. 

 

This article includes:

Related Articles:

 

Helpful Hints: Before you begin.

  • There are multiple ways to offer online training to your customers. This article will cover how to set up Virtual Private Training Sessions at your facility. If you are also interested in setting up Virtual Group Classes, click here. Alternatively, you can learn how to set up your own Online Learning series that customers can purchase here. 
  • These platforms may be helpful for you when setting up your training classes: Zoom for video conferencing (free calls for up to 100 participants) and Vimeo for uploading video content (free hosting for up to 5 GB of videos). You will need to register for these services separately. 
  • Private Lessons are booked by selecting a Virtual Reservation Type for private lessons and then choosing an additional service for the specific type of Virtual Lesson that they would like to book. 

 

How to: Setup Virtual Private Training Sessions.

 

Step 1. Create a Private Lesson Reservation Type.

You will need to create a unique Reservation Type for the Virtual Private Training sessions. This new Reservation Type will allow owners to schedule private one-on-one virtual training sessions with your trainer

  1. Navigate to Left-hand Navigation: Admin » Reservation Types and Services Configuration
  2. Select the "Private Training" booking Category
  3. Click "+ Private Training Type"

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  4. Enter a name for the reservation type like "Virtual Private Lessons" 
  5. Click Save 
 
 
Step 2: Create the Virtual Private Training Lesson Additional Service
 
  1. Navigate to Left-hand Navigation: Admin » Reservation Types and Services Configuration.
  2. Locate your Virtual Private Lessons reservation type.
  3. Click Manage Services >  Create a new Additional Service

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Field Guide

Setting Description Helpful Hint
Name The name that will be displayed both internally and on the Customer Portal.  
Description Enter a description to be displayed to customers.  This section can include Pictures, Tables, Website links, and more!
Show on Customer Side

When enabled customers can see and add this service to their reservation request from the customer portal.

 If disabled, the service will read (business only).
Is Taxed

If enabled tax will be applied to this service on invoices.

 Manage tax rate and tax settings in mass under Admin » Tax Settings. 
Is Scheduled Enable this setting for private lessons.    
Duration Enter the amount of time that this service will take.  The duration can be edited per pet at the time of booking.

We recommend entering the average duration as the place holder.
Interval Enter the frequency at which start times are displayed when booking an appointment.  Example: If the interval is set to 30 minutes then appointments can be booked at 9:00am, 9:30am, 10:00am etc. 
Default Start Time Enter 0800 as a default. This setting will be overridden by the assigned specialist schedule.   
Limit service time selection for customers?

When enabled, this will show service time options only between your businesses open and close times.

If disabled, this will show service time options any time between 12:00am - 11:59pm.

 Do not enable for private lessons. 
Remember last duration?

If enabled, Gingr will store the duration of the service per pet and will pull this value for future appointments. 

 This is per service per pet. 
Frequency Options When selected, these options will be available to employees when creating reservations and the system will automatically create the desired number of scheduled services at the selected time.

At least one option must be selected, and we recommend always including the "Once" option.

This only effects scheduled services that are NOT assigned to a specialist schedule. 
Color Optionally choose a color that will indicate this service on the Facility Calendar and from the "add service" section on the dashboard.  
Questions 1 - 3 Optionally ask your customers or staff up to 3 questions for this service. Example: What type of hair cut? Any skin conditions?
Auto Charge Last Time

If enabled, Gingr will remember the most recent price set for the pet for this service. 

 This is great for variable-priced items like grooming services.
Drop Off Times This setting is used only for appointment-based services. When text is input here, the email variable {service_dropoff_times} can be used in the New Appointment Email to enter this text.  
Email Custom Text Text entered into this field can be pulled into automated email templates with the {services_custom_text} variable.   
Is iDogCam Service? Do not enable for Private Lessons.   
Include in Commission If enabled, the service will be included in the commission calculated for services completed by a specialist.   
Delete? Deletes the service.   

 

Step 3: Set a per lesson rate

Important! If Auto Charge Last Time is enabled, leave the base rate at $0.00

  1. Click the rates icon next to the name of a reservation type that the additional service is attached to
  2. Choose your location.
  3. Click the Additional Services tab.
  4. Set the base rate for the additional service attached to this reservation type.
  5. Click Save Rates.

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If you have more than one location, you’ll want to set the rate for your additional services at any of the locations that you offer those services.

 

 
Step 4: Set the Specialist (Trainer) for You Virtual Private Lessons

Each Specialist that will be giving the lessons must have the service on their schedule in order to be booked. For the Virtual Private Lessons, we'll be setting up Time-Based Specialists since the lessons will be scheduled during specific timeslots.

Once a user account has been created for an employee and services have been set up, you may then set the employee up as a specialist; assigning availability, services, and commission for that employee.

  1. Navigate to Left-hand Navigation: Reports & More » Manage Schedules.

  2. Ensure that you have the location selected that you want to create a specialist for.

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  3. Add the user to the schedule by clicking the "+" button in the user column.

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  4. Add a shift to a date that you want to start scheduling the specialist by clicking the "+" button under the date.

  5. Choose to schedule a Specialist Shift and then select the Virtual Private Lesson Service that this specialist will be performing.


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  6. Next, select Time-Based.

  7. Choose whether this shift will Apply to All Future Shifts. If set to yes, this shift will repeat for your chosen day of the week for that service. If set to no, the shift will only apply to that date.

    Important! If a specialist is has a set schedule, you can efficiently create their schedule by creating shifts and reoccur. You can go to a future date to make any changes if a specialist needs to change their schedule for a particular date.

  8. Select available Start and End times for each day of the week and a capacity per time for that service.

    Important! Note that capacities are per appointment time, not for the entire duration of the time block you are creating here.

  9. Optionally add breaks in the day by clicking the "Add Shift" icon to the right of the time pickers.

  10. To delete a set of Start and End times, click on the red "x" next to the time set that you want to remove. If the time set is reoccurring, then you will be asked if you want to remove that time set for just that date or for all future dates.

    If you remove all available time sets for a specialist then that specialist will not be available for that service on those date(s).

  11. Click the Save button to save the schedule.


  12.  The specialist will show a service shift for that day of the week. You will notice a recurring icon next to a shift if that shift is set to reoccur for that day of the week.

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And, Voila! Your Virtual Private Lessons are ready to go! 

 
Step 6: Configure Reminder and Confirmation Emails
 
It is recommended you include your virtual link in your Reservation Confirmation Email and Reservation Reminder Email templates. This way when owners make a Virtual Private Training Reservation, they'll receive the link automatically. To do this, you'll be using the {reservation_type_custom_text} variable in your email templates. This variable will be replaced with whatever you include in the  Email Custom Text box located in the Reservation Type's edit window.
 
  1. Navigate to Left-hand Navigation: Admin » Reservation Types and Services Configuration. 

  2. Locate the reservation type you created in Step One and click the Pencil icon to edit it.

  3. Locate the Email Custom Text field and enter your custom text

    Important! You don't need to include the entire body of the email here. You only need to include the custom text. For example, "To access your virtual training session, please click this link: [link]" You may also want to include brief instructions showing owners how to log in to the session.



  4. When finished, click the Save button.

  5. Then, navigate to Left-hand Navigation: Admin » System Email.

  6. Reservation Confirmation Email template and click the Pencil icon to edit it.

  7. Add the Reservation Type you created in Step 1 to the Reservation Type field.

    Important! Your email will not send if the Virtual Private Training Reservation Type is not included here.

  8. Optionally, edit the body of the Reservation Confirmation Email template if you would like.

  9. Include the variable {reservation_type_custom_text} in the body of the email. This variable will be replaced with whatever you entered in the Email Custom Text field earlier. 

  10. Click the Save button when finished. 

 

Step 7: Setting Up Deposits

If you would like owners to pay upfront, you'll need to set up deposit dates for a 100% deposit.

To Set up Deposit Dates:

  1. Navigate to Left-hand Navigation: Admin » Deposits.

  2. Click the +Add button under the Deposit Dates section.

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  3. Choose a location.
  4. When choosing a start and end date, a deposit will be required for any reservation that falls within those dates (but only for the selected reservation types). If you require a deposit all the time, choose an end date sometime far in the future.
  5. Enter a dollar amount OR percentage. The dollar amount is a flat rate, whereas the percentage is a percentage of the entire cost of the reservation (including any attached additional services). Please only input one of these options.  
  6. Choose one or more Reservation Types.
  7. Click the Save button to save.

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Your deposit dates will now be displayed on the Deposit Dates admin page Left-hand Navigation: Admin » Deposit Dates.

 

 

 

 

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