How do I keep count of the sessions a customer has left?

If a customer buys a pack, such as 12 personal training sessions, you can have Peakify count them for you. Each time you mark a job of that kind done for the customer, one session is used. Nobody has to keep a tally on paper.

A business that never sells packs never sees any of this. The Sessions card only appears on a customer once they have sessions.

Add sessions to a customer

1. Open Contacts and click the customer.
2. Click the Jobs tab.
3. Click Add sessions at the top right of the Jobs card.
4. Choose the kind of appointment the sessions are for. Only kinds you currently offer are listed.
5. Enter how many, from 1 to 1000.
6. Optionally pick a Use by date. Sessions can be used on that day and not after it.
7. Optionally add a note. Only your team sees it. Do not add health details.
8. Click Add sessions.

A Sessions card now appears under the Jobs card, with a line such as "Personal training: 12 of 12 left". If you set a Use by date, the line ends with it.

How a session gets used

Mark a job done for the customer, as described in How do I mark a job done?. If the job is of a kind the customer has sessions for, one session is used straight away and the line drops by one.

• A job you record by hand with "Mark a job done" counts as your default kind of appointment.
• If the customer has more than one set of sessions for that kind, the one with the earliest Use by date is used first. A set with no Use by date is used after the ones that expire.
• A set that is past its Use by date on the day of the job is skipped.
• If nothing qualifies, because there are no sessions, or they are all used up or out of date, the job is still marked done. It just does not use a session.

Click Undo on the job and the session goes back.

Use one or undo by hand

If a customer used a session without a job being marked done, click Use one on their Sessions card. A line appears saying it was used by hand, with an Undo button next to it. Undo on that line puts the session back.

A session used by marking a job done cannot be undone from the Sessions card. Undo the job instead.

Change or archive sessions

• Edit changes the total, the Use by date and the note. The total cannot be set lower than the number already used.
• Archive moves the set out of the way. It stays under Show finished, and the sessions already used stay counted.
• Sets that are used up or past their Use by date also move under Show finished, so the card only lists sessions the customer can still use.

You cannot delete a kind of appointment that customers still have sessions of. Archive the kind instead, and the customers keep their sessions.

If you merge two customers

Their sessions move to the customer you keep, along with every session that was already used.

Get told when sessions run low

You can have a message or a staff alert go out when a customer's sessions of one kind get down to a number you choose. Open Settings, then Automations, click New automation and pick "Sessions running low".

1. Under "When this many are left", enter a number from 0 to 10. The rule runs when the customer's sessions of that kind go down to exactly that number. Leave it at 1 to act when they have one left. Use 0 for when the last one has just been used.
2. Pick what happens: a text or an email to the customer, for example asking them to book another pack, or "Notify a staff member" so somebody follows up.
3. Optionally set a delay, to wait a few hours before it goes.

The rule runs when a job is marked done or a session is used by hand. It runs once for each session used, so a rule set to 2 does not run again when the next session takes the customer down to 1. If you undo that session before the message has gone, the message is taken back. A text or email does not go to a customer who has opted out, but a task or a staff alert still runs.

Who can do this

Anyone on your team who can open a customer's Jobs tab can add, edit, archive and use sessions.