Managing Bookable Sessions in CaseRM 📅
Learn how to create, manage, and utilize bookable sessions in case rm to streamline your scheduling and billing processes. This video covers setting up session names, descriptions, billing items, and managing session availability.
Chapters
00:00
What are Sessions?
Understanding the role of sessions in scheduling.
00:34
Creating a New Session
Step-by-step guide to creating a new session.
00:39
Session Details Configuration
Configuring session details like name, description, and color.
01:14
Duration and Billing
Setting up default duration and billing items.
01:47
Editing Existing Sessions
How to edit and update existing session information.
02:01
Deleting and Archiving
Deleting or archiving sessions that are no longer needed.
02:30
Unarchiving Sessions
Restoring archived sessions for future use.
02:54
Benefits of Defined Sessions
Benefits of well-defined sessions for scheduling and billing.
Transcript
00:00
Sessions are the building blocks of scheduling in ksrm.
00:03
They define what is being booked, the default appointment duration, and how the appointment appears in the calendar, right down to the color.
00:10
Sessions can also be linked to billing items like services or products.
00:14
That tells the system exactly what charges to add to the client's case file when an appointment is marked Arrived.
00:20
In this video, we'll walk you through creating and managing bookable sessions.
00:24
Let's get into it.
00:25
From the Calendar module, go to Settings, then click Sessions from the panel on the left to create a new session, click Add Session.
00:33
Start by entering a session name.
00:35
Keep it short and easy to scan.
00:37
We recommend lowercase and something simple like acupinitial.
00:40
for acupuncture.
00:43
Next is the description.
00:45
This is client facing and used in appointment reminders, so be more descriptive here.
00:49
Something like acupuncture.
00:51
Initial assessment should suffice.
00:54
Select the professional discipline.
00:58
Then, choose one or more locations where the session can be booked.
01:04
Pick up color so it's easy to spot in the calendar.
01:09
Then select the default duration in minutes.
01:13
If the session should bill automatically, click Add Billing Item and select the service or product.
01:20
If you need more than one billing item, click Add Billing Item again and repeat.
01:25
You can add as many as you want.
01:29
These billing items will be added as charges to the client's case file.
01:32
when the appointment is marked, arrive.
01:35
When you're done, click Save to make changes to an existing session.
01:39
Hover over the session in the list, then click Edit.
01:43
From the toolbar on the right, update the details of color or duration, Then click Save to delete a session.
01:55
Hover over it and click Delete, then confirm.
02:00
Keep in mind if a session has been used in any booked appointments, the system will prevent it from being deleted.
02:06
If you don't want a session available for new bookings, archive it is set to archive a session.
02:12
Hover over, click Archive, then confirm Archive.
02:19
Sessions can't be booked, but existing appointments remain unchanged.
02:22
If you ever need that session back, you can unarchive it.
02:27
You go to all sessions, then you hover over the archive session.
02:34
Click Edit, then click on Archive.
02:39
Just like that, the session is available for booking again.
02:43
That's it.
02:44
Well defined sessions help keep your schedule predictable, your billing accurate, and your system clean.
02:50
Set them up once and the rest of the workflow takes care of itself.
02:53
Thanks for watching.
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