Managing Client Memberships in Programs

Healthie's Programs Feature enables you to automatically distribute pre-loaded content to clients over a cadence of time. Content may include videos, quizzes, handouts, and surveys. Moreover, the programs feature within Healthie enables your clients to access materials within their client portal, and also discover and enroll in programs that may be a fit for their health and wellness needs.

Learn how to manage your program participants within Healthie once their Program ends.

Best Practices for Managing Client Memberships in a Program

If your client was part of a freemium program:

Have them enroll in another program or package: If you offer a freemium program, marketing the rest of your services to participants is an ideal next step in their journey. Now that clients have gotten the chance to experience your services and get a taste of what it is like to work with you, you can push them towards making a purchase and continuing to work with you. The last module of your program can actually include links to other packages or programs, or any other educational resources you want to include about working together. With freemiums like this, the end of your program is your last chance to convert clients.

Push clients to book an appointment: Alternatively, you can link your Healthie calendar within the last module of your program to push participants to book an appointment with you. You can link to your “Free Discovery Call” appointment, if you offer that; this way, clients can speak one-on-one with you about next steps about the program, still without any financial commitment.

If your client was part of an accountability booster program:

Offer them the chance to renew their subscription: Accountability booster subscriptions are great because, unlike an educational or freemium program, you never run out of content. Clients can always benefit from extra support from their provider, and once they’ve seen the value of this support, they will be more likely to continue to pay for the accountability booster. You can link the package again for clients to purchase, or have them fill out a survey as the last module asking whether they would like you to sign them up again manually.

If your client was part of an educational program and works with you regularly:

Let the program end and leverage educational content in appointments: If the client is one of your already existing clients, who books recurring appointments and purchases packages with you, the end of the program can truly be the end of the program. Maybe you used the program as extra support during a progress plateau, or the client just wanted to learn a bit more about a topic you’ve been working on together. In this case, in the last module of your program, maybe include a link to your calendar so your client can book their next session. Or, if it’s likely that their next session is already on the calendar, simply end the program with some resources you will use to continue to work together.

Changing Client Groups at the End of a Program

If you would like a client to no longer have access to their program once they’ve finished, it may be best practice to change the client’s overall group. When you want to change a client's group, you may do so from their client profile. Be sure to note:

When you change their group, they will be prompted to complete any paperwork associated with their new group.

When the group of a client changes, they continue to have access to forms and documents that they currently have access to, in addition to any new forms and documents that are included in the client's new group.

They will NOT receive an email that you have changed their group, only an email prompting them to complete the new paperwork associated with the group.

A client can only be manually removed from a group. Unsubscribing a client from a package or program will not automatically remove them from the group associated with said package or program.

Removing a Client from a Package or Program

If for any reason you no longer want a client to be enrolled in your program, you can manually remove them. Clients should remain in the group associated with the package or program, unless they go on to purchase a program associated with a different group. However, if you manually remove a client from a package that has a program associated with it, the client will not be removed from the program, just the package. Here are some of our best practices for removing clients from a package or program:

Let them know they will no longer have access

Right away, it’s important to let the client know they will no longer have access to the program or package. This avoids any frantic messages coming from clients that something has changed within their Healthie account. You can explain to clients why they no longer have access, whether it be that they’ve finished the program, it was mainly for clients at a different stage of their wellness journey, or you just do not offer that particular package or program anymore.

Upload important materials to their Documents folder

If you include educational documents or videos in your programs, it could be beneficial to upload these to your client’s Documents folder within Healthie so they can still have access if need be. It’s important for clients to have these educational resources to refer back to as you continue to work together. And, if you automatically upload them to the client’s profile upon program completion, you avoid having to email or otherwise send them individually upon client request as they realize they want to use it again.

Advertise other programs and packages

Being that programs are likely a source of additional income for your practice, when a client finishes one program, you can suggest they sign up for another to continue the revenue stream. Depending on how you structure your practice, you may even have a default “next-step” package that clients can graduate to upon program completion. Whatever next program you recommend to a client, be sure it’s the right step for where they are in their wellness journey. Whether it builds upon the content of the previous program or offers an extra layer of accountability, speak with your client about why you’re recommending this particular program and how it will fit into their care plan.