This new feature will be a great way to build momentum on bookings with your clients helping them to continue ‘the journey to 4’.
Key Benefits
A coach can lead the booking process, rather than relying on a client to book. A client simply has to accept or decline an invite.
A coach can reserve a slot for a specific client.
A coach can directly reschedule with a client, rather than having to go via Thrive support or requesting a client to reschedule a session.
Here is how you create a new invite to a session for the client.
Navigate to 'My clients'. NB: At this moment, you can only invite clients that you have already had a session with.
3. Scroll down to your client list and on your chosen client, navigate to the right-hand side to see 3 horizontal dots, which will bring up a pop-out menu:
4. This will bring you to this page, which gives you a brief overview of invite process. Please also note you will now also have the ability to cancel, modify and reschedule sessions - please see that process here
5. Press 'Start'
6. This brings you through to the program page for this client - This page will show all programs this client have been made a participant in. Select the program you wish to book a session for and press 'Next'
7. Next select the date and time - Time Slots
There are two options for selecting a time slot for an invite:
Pick any time - this option allows you to choose any time, even if it is not published as available on your Thrive calendar.
This allows you propose slots outside your regular availability.
You can’t create an invite for slots that conflict with:
Thrive sessions and pending invites
Personal busy events from calendar sync.
Published availability - this allows you to choose from availability published on your Thrive calendar. This is the same set of slots that a client would see if they were booking a session with you.
Then press 'Next'
Published Availability
OR -
Pick Any time
8. Next Select the topic - Choose a topic which is most relevant for this client and the sessions they've already taken, and press 'Next'.
9. Review and Confirm
This screen allows you to:
Review a summary of the invite details before sending an invite.
Add a personalised message to the client (500 chars). The message is displayed to the client in the invite email and on the client’s view of the invite.
When the invite is sent, the client will be notified via email.
NB. Please take note of the guidance on the right-hand side.
Confirmation
Your client must accept the invite to confirm the session. The invite will expire after 7 days if your client doesn't respond.
Availability
Your calendar will be blocked for the proposed time until the invite is accepted, declined, cancelled or expired.
Flexible changes
You can cancel or modify an invite at any time.
Once you are happy with the proposed booking - Press 'Invite'
10. The following page confirms an invite has been sent.
11. The client will then receive a notification email which looks like the one below.
From here they can press 'Accept/Decline' to confirm or decline the invite.
Invite expiry
If a client doesn’t respond to an invite within the expiry period of 7 days, it will automatically be marked as expired. After an invite has expired:
The slot will no longer be blocked on a coach’s calendar.
It can no longer be accepted or declined by a client.
Rebook / reschedule CTAs are presented to the client when viewing the invite.
12. On pressing 'Accept/Decline' from the email, the client will be brought to this page on the platform, where they can accept or decline. This page also allows them to see when the invite will expire.
13. If the client accepts the session, they will be brought to this page, which will confirm the session and ask (or they can skip at this point) if they would like to fill out their pre-session questions.
14. Finally, the client will be directed to this page and will receive an email with the confirmed invitation, which can be added to their calendar.
Notes/FAQ's
Availability An invite will block a coach’s calendar, in a similar manner to a session booking. It will remove published availability and prevent other sessions from being booked that overlap with the invite slot.
If an invite expires, is cancelled or is declined, the slot will no longer be blocked on a coach’s calendar. If you previously had published availability at this time, it will be restored and published to clients as available for booking.
Buffer time is not added to session invites. Buffer time is added if an invite is accepted by a client.
Invite Expiry - If a client doesn’t respond to an invite within the expiry period of 7 days, it will automatically be marked as expired. After an invite has expired:
The slot will no longer be blocked on a coach’s calendar.
It can no longer be accepted or declined by a client.
Credits - No credits are ‘charged’ until a client accepts an invite.
Update Invite (See full process here)- A coach can update an invite that they have sent and modify the proposed time and length. When an invite is modified:
The client will be notified via email
Any coach calendar availability at the original time will be restored if possible.
Cancel an Invite (See full process here) - A coach can cancel an invite that they have sent. When an invite is cancelled:
The client will be notified via email
The invite will be marked as cancelled on the client’s invite list screen.
Any coach calendar availability will be restored if possible.
**We hope you enjoy this new process and that it brings your ease and efficiency. If you have any further questions on this, please contact the Thrive support