The Client Card keeps all information about a client, including bookings, payments, and communications with you, organized in one place. The Info tab of the Client Card stores basic client details, such as name, phone, email and so on. You can either complete this information yourself, or you can have clients fill in it when they contact you. For example:
Once clients have provided contact information, the data is automatically saved in their Client Card.
You can customize your Client Card to include specific information that you would like to collect from your clients. For example, you can ask clients to fill in their health insurance information, or ask them to choose the type of music that they prefer. The following figure shows an example of fields that massage therapists could add to their scheduling forms:
The following topics explain everything you need to know about Client Card fields and how to customize them for your business:
- Accessing Client Card Settings
- Understanding Client Card Fields
- Customized Field Types in the Client Card
- How to Add Customized Fields
The fields that appear in the Client Details section of the Client Card are determined according to what you configure in the Client Card Settings page of the vCita console. You can access this page using any of the following methods:
- From the Settings menu: On the left side of the vCita console, click Settings. Then, at the upper right corner of the Settings page, click Client Card.
- From a main Client Card: If you are already working with a Client Card, click the Info tab. Then, at the top of the Client details frame, click Add/Edit Fields.
- From an auxiliary Client Card: If you are working with a booking, payment, document, etc. related to a specific client, a small-scale Client Card appears on the right side of the page. Click the Info tab, and then click Add/Edit Fields.
Keep in mind that any updates you make on the Client Card Settings page will affect all clients, even if you access the page via a Client Card.
Understanding Client Card Fields
The Client Card Settings page shows all the fields that currently make up your Client Information requirements. The Email, First Name and Last Name fields are pre-configured and required. Some other fields, such as Birthday, are pre-configured but are not required (i.e., you do not have to use them and you can delete them).
IMPORTANT: You may change the labels of the Email, First Name and Last Name fields, but you cannot delete them, as these are required fields.
In addition to the required fields (First Name, Last Name and Email), many other fields can be added to support your specific business needs, and all those fields can be updated or deleted as required.
The table below explains the components that all Client Card fields have in common.
|Type||Category of the field, e.g., Email, Date, Checkbox, etc.|
|Label||The text that your client will see on the form, e.g., Phone Number, Birthday, etc.|
|Required Field||When this is checked, your clients will not be able to submit the form until they fill out the field.|
|Keep asking until completed||When this is checked, the system will continue to present the field on forms until the client provides the information. This option is recommended when you don't want to make the field required, but you would like to have the information.|
|Request from clients online||These checkboxes determine the contexts in which the field will be presented to clients (during booking, when sending you email messages, and/or when clients make a direct payment).
If you don't check any of the options, your clients will not see the field. However, the field will still be added to the Client Card so you can enter the information there manually.
Customized Field Types in the Client Card
vCita allows you to add an unlimited number of customized Client Card fields, so you can collect all the information you need to give your clients the best service. Customized fields include the following types:
|Text Area||Adds a single-line field in which clients can enter free text.|
|Unique ID||A special type of Text Area intended to collect a unique client identifier, such as social security number, customer ID number and so on.
IMPORTANT: This field should be used only for data that is different for every client. Do NOT use this field type to collect information such as age, etc.
|Drop Down List||Adds a dropdown menu from which clients can choose from predefined options.|
|Date||Adds a date picker from which clients can select a date.
Note: The Birthday field is provided by default, but you can add as many other Date fields as you need.
|Phone Number||Adds a field in which clients can enter an alternate phone number (in addition to the Mobile phone setting provided in the default options).
The option to send SMS notifications to the alternate phone number can be set directly from the Client Card of an individual client.
|Checkbox||Adds a checkbox option. When adding the field you can specify whether or not the box should be checked by default.|
|Opt-in for campaigns||A special type of Checkbox intended to obtain clients' consent to receive your marketing promotions. For more details about this option, refer to Restricting Promotions to Opted-in Clients.|
Adding a customized field involves choosing the type of field you want to add and then configuring the field's components and settings. For some end-to-end examples of how to do it, refer to How to Add Customized Fields.