Professionals: Booking management

We want to make Kara Connect as easy to use as possible. This article will walk you through everything you need to know about managing your bookings, starting with your very first one.

Best Practices for managing your first booking

No matter how you book your first session, here are a few simple tips to help everything go smoothly.

Email the client

Stay in touch with your clients. You have access to all their contact details in your account, so reaching out is easy.

• You can find the client's details by going to the Clients section in your Kara Connect account (shown below) and searching for them.

We recommend emailing or calling your client a few days before their session to confirm the time and date.

Double-check the client details

Make sure the client's name, email address, and phone number are correct. You can check this in the Clients section of your Kara Connect account (as shown above).

Check the session details to ensure the time and service are correct

Check your session confirmation email or click on the appointment in your Kara Connect calendar (shown below) to make sure the client details and service are correct.

Ensure that you have the correct timezone set in your account

Make sure your timezone is set correctly in your Kara Connect account. You can do this by following these easy steps.

Bookings from Wellbeing Hub clients directly going into your Kara Connect Sessions Calendar

If you receive a booking from a client through a Wellbeing Hub, you will receive a confirmation email from notifications@karaconnect.com confirming the session details, as per the image below.

You can log in to your professional Kara Connect account through the link in the session confirmation email above.

Once logged in, go to the relevant date in your Kara Connect calendar to see the session your client has booked (shown below).

To access the session when it's due to take place, you just need to click on the session in your calendar and click Join session. This will bring you directly to the session, at which point you'll be able to login to the session and join your client.

After your Video Call: Increase your bookings and stay on top of your schedule with our In-Call booking Feature!

For more information, click here.

 

What if a client who is using sponsored credits through a Wellbeing Hub is a no-show or cancels with less than 24 hours notice?

Under our Wellbeing Hubs programme, you are entitled to charge clients for No Shows or Late Cancellations.

If you receive a late cancellation or the client never showed up, please follow the steps outlined in this article.

If you are "On Request" (no availability) in a Wellbeing Hub and receive a Service Request

If you are part of the Wellbeing Hubs programme (or on our waitlist) and you have no set availability but are still accepting clients individually ("On Request"), here is how to handle service requests.

(Please note: It is not recommended to be On Request because this will limit your availability and exposure in Wellbeing Hubs. For more information go here.)

1. In your Kara Connect account, click the Clients tab.
2. Click Requests on the left-hand side.
3. Click the eye symbol on right-hand side of the client's name.
4. Click Accept request.
   
   
   
   
   
5. Now that you have accepted the client's request, please refresh the page.
   
   After refreshing the page, click Clients in the top-left of your screen. The client will now appear in your list of active clients and you will be able to book a session with them.
   
   

When a client requests your services, the client will receive two emails:

- The first email will inform them that they have requested your services.

- They will receive a second email when you accept their service request.

Client Confirmation Emails for Service Requests

Service Request:                                                        

 

Service Request Accepted

Bookings from clients who request your services through a link from your own website using Kara Connect (Outside our Wellbeing Hubs Programme)

Learn more here.

If you have shared your Direct sign-up link with prospective clients (from the Client Access tab in your Settings) on your website or via other methods (as per the image below), clients will request a service from you directly when they click the link.

When the client requests the service from you, they will appear under Pending in the Clients section of your Kara Connect workstation, as per the image below.

When you click Accept request, the client will receive an email to inform them that you have accepted their service request.

You can then go to the client's profile, in which you will be able to find their contact details (email and phone number if they provided it when they created their client account).

You will also be able to create a session for the client by going to Clients and then going to their profile.

Once you're in the client's profile, click +Add and then follow the steps to book a session with the client (as per the GIF below).

Once you have booked the session, the client will receive a session confirmation email with the details pertaining to the session.

How to create a new booking with a client

Creating a new booking with a client is quite straightforward.

1. In the Sessions page of your Kara Connect workstation, click Create session in the top-right.

2. If the client is a current client, select them in the dropdown menu under Client.

Please note: You can also add a new client in the dropdown menu under Client by clicking + Add a new client.

3.  Fill out the respective fields relating to the session: Type of session, Service, Date, Start time, End time, Repetitions (optional), Resources (optional), Notes (optional).

4. Click Save.

Your client will receive a session confirmation email with the details pertaining to the session.

How to cancel a session with a client

While it's preferable to never have to cancel a client session, there are of course occasions where we have to do this. This can be easily done by taking the following steps:

1. In the Sessions tab, click into the relevant session in your Kara Connect calendar.

2. In the pop-up screen relating to the session, click the Bin icon.

3. Choose the reason for cancelling the session (optional) and if you would like to delete information about the session (optional) and click Confirm.

4. You will then be asked if you would like to send a notification of the session cancellation to the client. We advise that you should click Send here to ensure that the client is notified.

How to edit the details of a client session / Re-book or move the session to another date.

If you need to change the date/time/service type for a client session, please do the following:

1. In the Sessions tab, click into the relevant session in your Kara Connect calendar.

2. In the pop-up screen relating to the session, click the Pencil icon.

3. Edit the details that you need to change for the session and click Save.

The client will receive an email notifying them that the session details have been changed.

 

Payments under our Wellbeing Hubs Programme

For information about Payments, Sponsored Credits, and more go here.