Creating and Setting Up Group Programs

🧑‍🤝‍🧑 Creating and Setting Up Group Programs

The Group Programs feature in Wellifiy allows Team Members to coordinate structured, multi-session programs for patients. This article explains how to create a new Group Program, configure what patients will see, and set up actual session dates that appear in calendars and power attendance tracking.

✅ Step 1: Create a New Group Program

1. Navigate to Group Programs in the sidebar.

2. Click the + New button in the top-right corner.

3. Complete the form. The only required field is:

   • Program Name – e.g. “Mindfulness 101”

   All other fields are optional and can be filled in if you want them displayed to patients or for internal tracking:

   • Clinicians – Select one or more facilitators

   • Start Date / End Date – Overall program timeframe

   • Start Time / End Time – Indicative session time

   • Duration – Length of each session (e.g. 1 hour)

   • Session Total – Number of sessions planned

   • Day – Default day of the week sessions occur

   • Location and Room – If the program is delivered in person

   • Description – Optional program description

   • Internal Notes – For team member use only

   • Commencement / Completion Assessments or Forms

4. Click Save to create the program.

🛠 This step defines the Program Info and how it appears to patients. It does not create calendar appointments — that’s handled in the next step.

🧑‍💻 What Patients Will See

The following fields (if filled in) are visible to patients in their mobile app and web portal as part of the program overview:

• Start Date / End Date

• Start Time / End Time

• Duration

• Session Total

• Day

• Location and Room

• Clinician Names

📌 These are display-only fields that help patients understand the program structure. They do not control scheduling or attendance tracking.

📆 Step 2: Add Session Dates

After saving the Group Program:

1. Open the program and navigate to the Session Dates tab.

2. Click + New Session.

3. In the modal, enter:

   • Start Time / End Time

   • Start Date / End Date

   • Repetition pattern (e.g. every 1 week)

4. Click Save to generate session dates.

🗓 These sessions power:

• Calendar visibility

• Attendance tracking

• (If enabled) Video call functionality

👁️ View and Filter Related Patients

While patients are assigned to a Group Program via their Patient Profile, you can view all related patients by clicking on the Group Program and name and opening the Overview tab to:

• See a list of all patients related to the program

• View each patient’s:

  • Booking Status (e.g. Booked, Waitlisted, Recommended)

  • Assigned Clinician

  • Program Start Date

  • Attendance Progress

• Use filters to narrow the list by:

  • Status

  • Primary Team Member

🧠 To learn how to assign patients to a Group Program, see the article:
👉 Assigning Patients to a Group Program