Packages — selling and redeeming prepaid sessions

Go to Sidebar → Packages. A package is a block of sessions a client pays for up front — such as six grooms — and uses over time.

Owners and managers build, sell and schedule packages. Other team members with the View services permission can see the list.

The tabs are All, Active, Inactive and Sold.

Build a package

1. Press Add Package.
2. Enter a Package Name the client will recognise on an invoice, and a Description if you like.
3. Under Included Services, tick each service and set a Qty. Only appointment services can be included.
4. Total Sessions fills in from your choices. You can change it.
5. Enter the Package Price ($). Original Value ($) is worked out for you, and the saving shows as "Save $…" on the package card.
6. Set Valid For (days). It starts at 365. A blank value also saves as 365.
7. Press Add Package.

Sell a package

1. Press Sell Package at the top of the page, or choose Sell Package from a package's … menu.
2. Search for the Client and pick the Package, then press Next.
3. Choose a Payment Method: Cash, Card, Check, Account credit or Invoice later.

• Account credit takes the money from the client's credit balance. It is only offered if the balance covers the price.
• Invoice later creates the invoice but leaves it unpaid.

1. Check Amount Paid ($).
2. Press Sell Package.

Every sale creates an invoice, so it shows in your revenue.

Sold it earlier, on paper? Set Purchase date to the real date (it can't be in the future) and enter Sessions already used. The expiry date counts from the purchase date.

Client has account credit? On the client's profile, the Account credit card has a Convert to package button. It opens the same sale with Account credit chosen.

Schedule (redeem) sessions

1. Open the Sold tab.
2. Find the purchase and press Schedule.
3. Pick the Pet and the Number of Sessions to Schedule.
4. Choose Recurring Pattern (Weekly, Every 2 Weeks, Every 3 Weeks or Monthly) with a start date and time, or Pick Dates Manually. Pick a staff member for each session if you like.
5. Press Next to review, then Create All Appointments. Alaga books the appointments and takes the sessions off the package in one step.

You can only schedule from a purchase that is active, not expired, and has sessions left. If any of those is not true, the Schedule button is greyed out.

Each session is booked as a confirmed appointment with the note "Package session 1/6" (and so on). The service itself is booked at $0.00, because the client already paid for it when they bought the package. At checkout, Alaga charges only what was added to the visit, such as extra services or products. If nothing was added, the visit checks out at $0.00.

Staff commission on a package visit is worked out from what the client paid per session: the package price divided by its number of sessions. For example, a $350 package of five grooms counts as $70 per visit.

Keeping track

The Sold tab shows each purchase: client, package, sessions used and left, status, purchase date, expiry date and amount paid. Status can be Active, Fully used, Expired, Cancelled or Refunded. Check it before telling a client "you have two left".

A client with sessions left on an expired package can't use them. Be ready to have that talk kindly — and remind clients before their sessions expire.

Removing old packages

• Delete a package that has never been sold and it is removed for good.
• If it has been sold, Delete becomes Deactivate. The package stops being offered, and clients who bought it keep their sessions.
• An inactive package can be Archived from its … menu to hide it. Turn on Show archived to see archived packages again. Sold purchases can be archived the same way on the Sold tab.

What packages are not

• Not memberships. Nothing renews or charges monthly on its own. When the sessions are used up, the client buys another package.
• Not account credit. Sessions are for the services in the package, not money to spend on anything.