Program & Group Session Management

Run programs and group sessions from registration and milestones to attendance, assignments, evaluation and reports, with independent monitoring for each participant. The group program is the highest margin service in counseling centers—one specialist for ten participants—but it is the most difficult to operate, which is why most centers run it with side tables in which individual follow-up is lost.

Request a system demo University & Community Counseling

Anxiety management skills programme 8 meetings · A. Mona

4/8 Fourth meeting – TuesdayTraining hall · 90 minutes Next

Capacity 12 of 14 participants2 seats available · 3 on waiting list Available

Attendance Average attendance11 of 12 · 1 recorded apology Regular

Evaluation Interim evaluation after the fourth meetingIs sent to each participant individually Scheduled

Standalone file: For each participant Collection documentation: Separate from individual

A program with clear stages

The program is built with stages, sessions, tasks, and pre-, interim, and final assessments, while monitoring the progress of each participant individually. The difference from a side table is that the program here is an entity with a recurring structure: you run it in the next session with a click instead of rebuilding it from scratch.

Program design

The number of meetings, their duration, topics and outcomes, the tasks associated with each stage, and a template for documenting the meeting.

Pre-evaluation

Is sent to each participant before the program begins, creating an individual reference point against which results can later be compared.

Encounters and quests

Implementing meetings, recording attendance, documenting the group, and assigning tasks that appear to each participant on his portal.

Final evaluation and closure

Post- and pre-evaluation for each participant, a combined program report, and then closing the course.

Stages are not an administrative form. A program with a clear structure is marketed at a higher price and presented to a contractor with declared outputs, while a “set of sessions” without stages is difficult to price or prove its impact.

Registration, capacity and attendance

The system manages registration, capacity, participant rosters, schedules, attendance, drop-offs, and rescheduling. This is precisely where a program’s profitability is made or lost: an empty seat in a group means a fixed cost spread among fewer people, and spotty attendance means a program that doesn’t show results.

Registration and Terms

Registration from reception or self-registration from the portal, with enrollment conditions determined by your facility: age group, pre-assessment, or specialist referral.

Capacity and queue

Minimum and maximum participants, and a waiting list that is called automatically when a participant withdraws before the program begins.

Schedule of meetings

Fixed appointments are created at once, reserve the room and the specialist, and appear for each participant in their appointments.

Attendance and apology

Quick group attendance recording, pre-recorded apology, and commitment indicator for each participant across meetings.

Reschedule a meeting

Postponing a meeting moves the rest of the chain if necessary, and notifies all participants at once.

Program fee

Price for the entire program or per meeting, with discounts from contracting parties and a link toBilling.

Economics of group software

Numbers are shown in Reports And determines whether the program is worth repeating:

The percentage of seat occupancy in each session and its average across sessions.
Attendance rate across meetings and most frequent dropout point.
Percentage of participants who completed the program and completed the post-evaluation.
Revenue per Program Specialist Hour versus individual sessions.

The session participant and the individual

This is the finer point of group software: what is documented about the group should not reveal the status of a particular participant, and what is documented about an individual should not be read into the group’s record. The system separates them and links each to its rightful place and validity.

Content type Where is it registered? Who can see it?

Documenting the group meeting

The topics of the meeting, what was implemented in it, and the tasks assigned to the group, without names or details of the individual case.

Program facilitator and supervisor

Participant Note

An individual note of a participant’s interaction or progress, kept in File No in group record.

The specialist in charge of his file

Attendance and commitment

A record of each participant’s attendance and completed tasks, linked to both their file and the programme.

Specialist and Management

Evaluation results

An individual score in each participant’s file, and an aggregate score for the program with no metadata.

Individual for specialist · Group for management

Ask to test this point in the offer. Open the program log and ask: Does the name of the participant appear in it along with a note about his or her status? Then open a participant’s file and ask: Does it contain what others said in the meeting? The correct answer is “no” in both cases.

Fixed or customizable?

The system supports both modes, and choosing between them is an operational decision for your facility, not a technical restriction. Many centers operate both: fixed programs marketed to entities, and flexible programs built around the need of a specific group.

Firmware phases

A stated curriculum that is repeated without change

Is designed once and runs in successive cycles with the same architecture.

The number of pre-defined encounters, hubs, and missions for each stage.
Standardized pre, interim and final assessments allow for comparison of courses.
Facilitates pricing, marketing and presentation to a contracting party.
The next cycle runs a copy of the same program.

Most suitable: Software sold to third parties And recurring preventive programs.

Flexible software

Structure adapted to the group

The course is adjusted according to the needs of the participants.

Add a meeting or modify an axis after reviewing the group’s progress.
Different tasks for different participants within the same program.
Linking an individual care plan to the program for those who need additional follow-up.
Modifications are saved as versions and the effect of the professional decision remains.

Most suitable: Therapeutic groups With varying needs.

Test a program from start to finish

Demo Order a complete software cycle compressed into minutes: create, enroll participants, execute a meeting, withdraw a participant, then measure results and close. Withdrawal is precisely the test that most systems fail.

Create and append

The program is built in stages, participants are attached to it according to the conditions of enrollment, and a pre-evaluation is sent to each of them.

Executing an encounter

Attendance is recorded, the meeting is collectively documented, tasks are assigned, and an individual note is written to a participant in his or her file.

Participant withdrawal

The reason and date of withdrawal are recorded, it is settled financially, and what was documented for him remains preserved in his file.

Measuring and closing

Post-evaluation of each participant, combined program report, and closing of the session with readiness for the next run.

Describe one program of your work

We prepare it inside the system before the meeting, so you see your program, not a general example:

The name of the programme, the number of its meetings, the duration and capacity of the meetings.
Current conditions for admission and registration method.
Assessments you use before and after the program.
Pricing method: for the entire program or per meeting.
The report you submit about the program to your department or your contracting party.

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Questions about group programs

Three questions program directors ask before accreditation.

Is it possible to run individual and group programs?

Yes, and at the same time for one client. The participant may be in a group program and also have… Individual care plan With his specialist. The file is one, the two sessions are independent with their goals, sessions, and evaluations, and the specialist sees the two images together within his authority. This arrangement prevents common confusion: counting attendance at a group meeting as an individual session, or vice versa, in reports and invoices.

How does the platform deal with a participant’s withdrawal?

The withdrawal is recorded with its date and reason, so the participant is removed from the upcoming meetings and attendance lists without his trace being deleted: the meetings he attended, what was documented for him, and the tasks he accomplished remain in his file. Financially Your facility’s policy applies — credit for attendance, partial refund, or transfer of credit to an upcoming session — with an authorized credential. If the withdrawal occurs before the start of the program, the next person from the waiting list will be automatically called to keep the seat occupied.

Do individual reports differ from group reports?

Yes, they are two different reports for two different audiences. The individual’s report presents his or her attendance, assignments, and evaluation results before and after the program, and is made available to the responsible professional and to whomever the client has authorized. The program report displays aggregate indicators – seat occupancy, attendance rate, completion rate, results trend – without identifying data, which is appropriate for the administration and the contracting party. The permissions on the two types are completely independent, and each export is registered in Audit log.

Run your group programs without side tables

If you manage your programs today with an Excel file and a WhatsApp list, you know where individual follow-ups are lost and where seats leak. Send us a description of one program, and we will show you its complete course within the system.

Your program is built before the meeting.
Testing the separation between group documentation and the individual file.
The program report that you will submit to your contracting party.

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