Working with Client Fields
The Client Card keeps all information about a client, including bookings, payments, and messages exchanged with that client, organized in one place. The Info tab of the Client Card stores basic client details, such as name, email and phone. In addition, you can add customized fields so you can collect specific information from your clients. For example, you can ask clients to provide insurance information, or ask them to select products that they prefer.
In the following example, the fields at the top are general ones that come with your account. The last three fields are customized fields that were added by the business owner.
This article explains everything you need to know about client fields and how to customize them for your business:
Accessing Client Fields
The fields that appear in the Info tab of the Client Card are determined by the setup of the fields in the Client Card Settings page of your account. You can access this page using either of the following methods:
- Open the Settings menu and click Client Card & Forms.
- From an individual Client Card, open the Info tab and click Add/Edit Fields.
Viewing and Organizing Client Fields
The Client Fields tab of the Client Card Settings page lists all the fields that currently appear in the Info tab of your Client Cards. The fields shown in the figure below come with your account. The words in bold (Phone, Address, Birthday, etc.) are the field names. These names are what your clients will see on intake forms. The field type is the field's category.
The different field types are:
|Single line text||A one-line field in which clients can enter free text. Email, First Name and Last Name are special single line text types.|
|Unique ID||A one-line field 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||A menu from which clients choose predefined options.|
|Date picker||A date picker from which clients can select a date.
Note: The Birthday field is provided, but you can add as many other Date fields as you need.
|Phone number||A field in which clients can enter an alternate number (in addition to the number in the required Phone field provided).
The option to send SMS notifications to the alternate phone number can be set directly from the Client Card of an individual client.
|Checkbox||A checkbox that clients can select or clear. When adding this type of field, you can specify whether or not the box should be checked by default.|
|Opt-in for campaigns||A special type of Checkbox field intended to obtain clients' consent to receive your marketing promotions. For more details about this option, refer to Restricting Promotions to Opted-in Clients.|
When you hover over a row in the Client Fields tab, some action icons appear that let you manage your fields.
The fields are displayed in the Client Card (and on intake forms) in the order in which they are listed in the Client Fields tab. To change the order, click and drag the field to the desired position.
To remove fields that you don't use, click . Email, First Name and Phone are required fields, and cannot be deleted.
Editing Client Fields
Clicking in the row of a client field (or clicking ) opens the Edit client field dialog, where you can view and update the settings of the field. Note that the field type may not be changed.
The table below lists the editable settings that appear in most client fields.
Note: In the required Email and First Name fields, you can update only the Field name. The other settings do not appear.
|Field name||The field's label that clients will see on intake forms, e.g., Phone Number, Birthday, etc.|
|Add this field to your client intake forms||This setting determines whether the field appears on the different intake forms (Leave Details, Scheduling and/or Payment). You can choose all, some or none of the forms.|
|Required field||When this is checked, your clients will not be able to submit an intake form until the field is filled out.|
|Display on forms until filled out by the client||When this is checked, the system will continue to present the field on intake 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 collect the information.|
To update the settings of a client field, make the required changes in the Edit client field dialog, and then click Save.
Adding Client Fields
You can add an unlimited number of customized fields to Client Cards, so you can collect all the information you need to give your clients the best service. Adding a customized field involves choosing the type of field you want to add and then choosing settings for the field.
To add a client field:
- At the bottom of the Client Fields tab, click Add Client Field.
The Add client field dialog opens.
- Open the Field type list and select the appropriate type.
Note: You may create only one Unique ID field type. If you already have one, this field type will not appear in the list.
- On the Field name line, enter a label for the field.
- If you are adding a Checkbox field type and you want the box to appear to clients already checked, select the Checked by default checkbox.
- If you are adding a Drop down list field type, enter the different choices in the box provided. You may add as many choices as you want, but each one must be on its own line. For example:
- If you want the field to appear on your client intake forms, open the list and select the relevant form type(s).
If you don't select any forms, 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.
- Select the checkboxes at the bottom of the Add client field dialog, according to your business requirements. For more information about these options, refer to Editing Client Fields.
- Click Save.
The Add client field dialog closes, and the new field appears at the end of the list on the Client Fields tab.