Organizing Clients for Easy Categorization
Tired of the "one-size-fits-all" approach with your clients? Learn how to organize like a pro and tailor your business strategies to meet each client's needs.
There are 2 ways to categorize clients:
- Tags: Add to an individual client or a group of clients
- Client Status Automation: Lead, Customer, VIP, Inactive
Adding Tags To Client Cards
Tag client cards to search, filter, and target with ease, saving time and boosting productivity.
To tag client cards:
- Open the platform.
- Click Clients.
- Click the checkbox next to the relevant client(s).
- Click Manage Tags.
- Click Add Tags.
- Enter the tag label (New, Important, allergies etc...) or select one from the list.
- Click Add Tags.
Merging Clients
When you have duplicate clients, you can merge them and keep their information.
Important: Merging clients is permanent and cannot be reversed.
To merge clients:
- Open the platform.
- Click Clients.
- Select up to 10 clients.
- Click Merge.
- Select the "Primary Client" to merge other clients under.
- Click Merge.
Note: You will not be able to merge clients if 2 or more selected clients have any of the following:
- Linked to your Square, QuickBooks, Google Reserve, Stripe, CSV/XLS/XLSX import, or other app import
- The client has more than 1000 messages
- More than 10 clients are selected for merging
- The client's first name contains a link
Client Status
Client statuses are used to categorize your clients based on their relationship with your business.
There are 4 default statuses:
- Lead: Client who has not had any business interactions with you (No payments, appointments, messages etc.)
- Customer: Client who has had at least 1 business interaction with you (Client attended at least 1 appointment, event, or has made at least 1 payment)
- VIP: Client who is especially valuable to your business
- Inactive: A client who is no longer engaged with your business
To add a custom status or change status names:
- Open the platform.
- Click Settings.
- Click Client & Contact Info.
- Click Client Status.
- To add a custom status, next to "Additional Statuses" enter the name. To change status names, enter your preferred title(s) in the relevant space(s).
Client Status Automation
Some client status changes are automated by default. A client's status is automatically changed from "Lead" to "Customer" after:
- The client's first appointment or group event
- The first payment was recorded
- The first invoice was issued
Note: You can revert the status back to "Lead" manually from the relevant client card.
To change client automation settings:
- Open the platform.
- Click Settings.
- Click Client & Contact Info.
- Click Client Status.
- Under "Client Status Automation Status", click
to disable/enable "Automatically Change Lead to Customer".
- Check the box next to the following to disable/enable:
- "After the First Appointment or Group Event Has Been Completed"
- "After the first payment"
- "After the first invoice"
- Click Save.
Manually Updating Client Statuses
You can also update client statuses from a client card.
To update client statuses:
- Open the platform.
- Click Clients.
- Click the relevant client.
- Under "Contact Information" click the
edit icon.
- Under "Status" click the
caret down icon, and select the relevant status.
- Click Save
To update statuses for a group of clients:
- Open the platform.
- Click Clients.
- Select the relevant clients.
- Click Change Status.
- Select the new status.
- Click Save.
Filtering Clients
Under "Filter Clients", you can search for clients with tags applied to message them with important updates and promotions. Only 1 preset filter can be applied at a time.
To filter clients:
- Open the platform.
- Click Clients.
- Under "Filter Clients", select the filters. You can also filter by "Tags" and "Status".
To clear filters, click Clear Selection at the bottom.
You can also add tags automatically when importing clients from a spreadsheet. Add a "Tags column", then list the relevant tags.
Tip: You can also add tags based on your marketing material from Marketing > Delivery History. Look at who “Viewed” or “Clicked” on your fields, then tag using relevant labels such as “Interested in Discounts”.
Advanced Filters
Click "Advanced" for a list of more filters, such as "Source" and "Creation Date". While you can only apply 1 preset filter at a time, you can apply multiple advanced filters. To save an advanced filter, click Save Filter for quick access later.