Before You Dive In
While Ivorey™ doesn’t natively limit the number of appointments a contact can book, you can still offer fixed-session packages using a workflow workaround. This setup allows you to automatically track usage and manage access without manual admin.
This is done by using a special action inside workflows called "Math Operation" which allows you to add/subtract numbers, which essentially allows you to tally up how many appointments they attend, and then take certain actions when they hit the maximum amount.
This guide is perfect if you want to:
Track how many appointments a contact has attended
Offer packages that include a fixed number of appointments
Prevent clients from booking more sessions than they’ve purchased
Reduce manual admin when managing coaching or service packages
How to Offer a Fixed Number of Appointments a Contact Can Book
Let's use the hypothetical example of managing bookings for a consulting package that includes 6 x calls. You want a way to send booking links and email reminders to your client, but to also ensure that if they've already attended their allowed number of calls, that all of these notifications stop. Here's how you set this up using workflows in Ivorey:
Click here for the written steps
Click here for the written steps
Ensure you've created a calendar based on the appointment type. It's important that any calls within this package has its own dedicated calendar
Create a custom field with a number value. To do this, from the Ivorey™ main menu, go to Settings > then Custom Values
Choose for the custom field to be a number value, and to be attached to the contact. In this example, you could call this custom field "consulting package - calls attended"
From the Ivorey™ main menu, go to Workflows > then click [Create Folder]
Create a new folder with the name of this particular package/appointment type, for example "Consulting Package Workflows". It's a good idea to keep all related workflows in this one place
Now it's time to create a workflow that will start adding up the number of times someone attends this type of appointment. Back in the workflow screen, click [Create New] and set the steps of the workflow as follows:
Name: "When client attends [insert appointment name]"
Trigger: Appointment Status
Filter: In Calendar - [Select your calendar]
Filter: Appointment status is - Showed
Action: Math Operation
Filter: Custom Fields - [Select the new custom field you made]
Add Value = 1
Note: In order for the status above to work, it's important you're manually marking each appointment status to "Showed". If you don't want to do that, then you can change the workflow to be triggered by appointment "booked" instead of "attended". However you may run into instances where people cancel and rebook which would require additional workflows to cater for.
Now you can create a second workflow, which will apply a rule once someone hits a certain number.
Name: "When client has attended all [6] bookings". Change the number to reflect your own unique number of bookings included within the package.
Trigger: Contact changed
Filter: [Select your custom field]
Filter: Has changed to = [Your desired amount e.g. 6]
Action: Add a tag such as: "consulting package - attended all calls"
Action: Any other steps you would like, such as sending an offboarding email or removing them from another workflow.
Need Help?
Hit the support chat widget inside Ivorey™ - we can:
Walk you through any of the steps
Troubleshoot anything that’s not working
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