Wellbeing Hubs for Professionals: Best Practices for Professional's and Important Information

This article outlines the best practices and must-do's when joining our Wellbeing Hubs programme as a Professional.

Joining a Wellbeing Hub with Kara Connect? Great! There are a few things you should know that will help you get the most out of your profile on Wellbeing Hubs.

Open your Availability

• Once you set up your open calendar availability, any bookings are automatically confirmed in your Kara Connect calendar as they come. This is why we encourage you to manage your Kara Connect calendar effectively as the source of truth for running your practice and never missing a session with your clients. To sync your Kara calendar to your Google/MS Outlook calendar, please follow these steps. Just note that the sync right now it is only one way (Kara -> Google) it is NOT both ways, so if you get a booking externally and is blocked in Google is not going to be blocked in Kara Connect. So we advise to either create blocks manually in Kara Connect to avoid double bookings (Here is more information about blocks.)

  • We recommend to use Kara Connect to manage all your clients, so this way you have no issues with double bookings. Kara Connect workstation is fully functional to run your video sessions and manage your clients. We have developed our own video solution that is Peer-2-Peer encryption, highly secure and confidential. As you may know Zoom or video calls are stored in data centres, our calls are run device to device, guaranteeing full confidentiality. For more information click here.
    
    

Booking Flow, Rescheduling and Managing your Clients

• If you need to reschedule any sessions with your Kara Connect clients (which we do not advise unless necessary), you need to contact your client directly via email or phone based on the information they provided. You can find these in the Clients tab in your professional Kara Connect account.

  • Rescheduling is not recommended, as it may create a negative client experience. But sometimes things happen, so make sure to have an open channel of communication with your client.
  • All about Booking Management, how it works, you can go here.

Maximise your visibility, maximise your Availability

• Try to maximise your availability and book-ability in the Wellbeing Hubs in which you're present. 

  • The more availability you have, the more views and choices you offer to potential clients.

    This will hopefully result in more bookings and higher engagement with clients so we highly recommend that you provide as much availability and flexibility as you can.

  • The more availability you have, the more views and choices you offer to potential client

Time Zone Settings

• Make sure your Time zone is correctly set up, this to avoid getting bookings or being booked at different times from where you are actually located. Click here for more information.

• You are out of the office, going on holidays or want to block some time for lunch so clients don't book you at times you are busy? 
  • Simply use our blocking functionality, this will prevent clients from seeing certain times in your Kara Connect Calendar. Here is more information on how to use blocks.

Basic settings to enable users to find you

• Ensure that your profile is complete! The better your profile is set up, the better your chances of getting bookings are. Filters and Categories are how users may search for your services. Learn more here.

  • Here are four articles that should help:
    • Profile photo set up - please see here.
    • Specialties set up - please see here.
    • Primary Work Category and Filters- please see here
    • Profile description set up - please see here.
    • To ensure your profile has the correct information, please refer to this article for guidance on setting up all necessary configurations and ensuring the right setup is in place. Click here for detailed instructions.

Basics of how users will book your services

• The Kara Connect team does not take bookings on your behalf. To better explain this process:

  1. Clients browse through their Wellbeing Hub (which their employer has asked Kara Connect to build).
  2. They will click into your profile and decide if they would like to book a session with you.
  3. They will look at your calendar availability and book a session with you.
  4. You and your client will receive a session confirmation email, and your Kara Connect calendar will show a booked session.

Check your Spam and make sure your email provider is whitelisting KaraConnect.com

• Always check your spam/junk inbox to ensure that emails and bookings are reaching you at all times.

  • If you have been connected to a Wellbeing Hub, when the Wellbeing Hub is live, you will receive a confirmation email. From that point on, make sure to check your spam/junk inbox to ensure that you don't miss out on any potential bookings.

• During a session, you can book the client's next session by using the in-call booking functionality.

  • You can find more information about this here.

Log into your account frequently, use your Workstation

• Log in to your Kara Connect workstation frequently. If you accidentally missed an email (or if it never arrived), we strongly recommend logging in. This way, you can see if there are any bookings in your calendar and ensure that you don't miss anything!

• Should I use my Kara Connect workstation to run the rest of my practice: Absolutely! Kara Connect was born for professionals to effectively run their practice. You can do everything you might be doing today using "pen and paper", digitally.

Ask new clients where they work and crosscheck this information in the booking. (Compliance and GDPR)

• Ask your clients that come from Wellbeing Hubs if they are employees of that specific wellbeing Hub. This is important to ensure the sessions are for actual employees of that organisation. 
• Two important items to highlight is that Kara Connect has invested a lot in two core areas: Security and GDPR compliance. All calls are fully secure with a Peer-2-Peer encryption. To learn more about this, you can go here.

Sessions Paid to you by Kara Connect and Sessions you need to get paid directly by the clients.

• Invoices for all the sponsored credit sessions. This can be processed and sent as per indicated on the first email you received from our Customer Success Manager informing you about your connection to a Wellbeing Hub. For more information about how to invoice us for your sessions click here.
• Any sessions that are processed with your clients (outside the sponsored credits) is your responsibility to collect and make payment arrangements with your clients. For more information go here.