We have multiple coaches, which each have multiple clients.
All clients are in one board (linked to some other boards), but the main board we need help with is the one wherein we track their appointments and payments.
Iām looking for advice on the best way to do this, whether it be with marketplace apps or just out-of-the-box Monday automations.
What we need to track and other requirements:
- Each appointment a client has, added by coaches as they go
- Whether theyāve prepaid at all
- Whether they have outstanding invoices
- Running count of all appointments the client has ever had
- Whether theyāve paid, and for which appointments
- Limit visibility of payment info to coaches
- Ability to add invoice files as needed, restrict visibility to coaches
- Ability to sort by Coach (currently doing this with a dropdown and using Group By)
One concern is that it needs to be simple enough for coaches to navigate. We also donāt want appointments to build up too much and create lag.
How weāre currently doing it is terrible, and Iāve been designing a new workflow that involves using subitems as the appointments, which are then automatically tracked in the parent item. They are recorded once paid to the parent item (client item) updates so we can archive the subitem (appointment) eventually/as needed. This doesnāt feel like a perfect solution though so I wonder if thereās a better way to do this.
We donāt want to have too many boards talking to one another either as it confuses the users. The previous way we were doing it involved having columns for each month.. you can imagine how clogged up that got and how hard it was to track!
Thanks for any input!