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Managing Client Info & Activity

Take control of your contact and client relationships by learning how to create and edit client cards, track activity seamlessly, and stay on top of every interaction.

A contact is someone you haven't yet done business with. A client has completed at least 1 business transaction with you.

Creating and Editing Client Cards

A client card is automatically created for every client you add to your account, or when a lead contacts you via widgets or business pages.

To access a client card:

  1. Open the platform.
  2. Click Clients.
  3. Click on the relevant client.

To edit contact or client information, click the relevant client, then next to the relevant field click the edit icon  .

Understanding Client Cards

Client information: A summary of client information including the most recent notes, payments, and bookings. Multi-staff accounts will also show the client’s assigned staff member.

Client activity: The client "Conversation" tab has all your client interactions in one thread

Contact information: Your client’s contact details, the client’s status, and the rating they’ve given you (if applicable). You can also manage your client’s payment information under "Cards on File".

Managing Client Activity

To manage client activity:

  1. Open the platform.
  2. Click Clients.
  3. Click the relevant client.
  4. Click the relevant field. (Bookings, Payments, Documents etc.)
  5. Click the desired action. (Invite client to book, overdue payment reminder etc.) 

Managing Nested Clients

All clients associated with a contact or client are listed under the "Contact information" panel. 

To nest someone under a contact or client: 

  1. Open the platform.
  2. Click Clients.
  3. Click the relevant client.
  4. Under "Contact Information" and next to "Clients", click the plus icon .
  5. Enter the client's information.
  6. Click Save.

Adding & Editing Fields 

Fields are items you add to customize your client data and forms.

To edit fields and client card settings:

  1. Open the platform.
  2. Click Settings.
  3. Click Client & Contact Info.
  4. Click Add Client Field or Add Contact Field.

Field Types

Client fields: Business-related client information, like weight, blood type and interests. 

Contact fields: General contact information, including phone number, email, and address. 

You can add both fields for both contacts and clients. Contact fields will appear on the right of your client card, and client fields on the left.

When creating a new field you'll need to enter: 

  • Field type: The type of information you want to store, like text, an address or a date.
  • Field name: The label that appears on your intake forms. Make sure it's sufficiently descriptive enough that your clients know what to enter.
Field TypeDescription
Single line textA one-line space, where clients enter fields such as "Email", "First Name" and "Last Name".
Unique ID

The client's ID information, such as their Social Security Number, customer ID number etc.

Important: This number must be different for every client. Do not use it to collect information such as age.

Dropdown listClients select one option from the list you create.
Date 

Clients select a date on a calendar. 

Note: The "Birthday" field is a date field.

Phone numberClients can enter an alternate number in addition to the number in the required Phone field provided. You can select which number is the default.
CheckboxChoose if the box should be checked by default.
Opt-in for campaignsIf checked, clients have consented to receive marketing promotions.

When you hover over a Client Field tab, action icons will appear:

  • To edit a client field, click the edit icon
  • To reorder, click the drag handle icon and drag the field to the desired location
  • To delete, click the trash icon

You can also add fields to other forms:

  1. Open the platform.
  2. Click Settings.
  3. Click Client & Contact Info.
  4. Next to the relevant field, click edit icon .
  5. Under "Add this field to your intake forms", click the caret icon .
  6. Select the relevant form.

  • Required field: Set field to mandatory. The form won't be submitted unless the client fill it out.
  • Display on forms until filled out: The field will keep appearing on forms until filled out. Recommended if you don't want to make the field required, but you want to collect the information.  

FAQ

How do I manage spam or block a client from contacting me?

If you're getting unwanted messages or bookings, you can block a client by marking them as spam.

To mark a client as spam:

  1. Open the platform.
  2. Click Clients.
  3. Select the relevant client.
  4. Click More.
  5. Click Mark as Spam.
  6. Click OK.

The client will still appear in your clients' list, but they will not be able to contact you from the email address listed on their client card. To block additional email addresses, you'll need create a new client card for each one.  

To unmark a client as spam:

  1. Open the platform.
  2. Click Clients.
  3. Select the relevant client.
  4. Click More.
  5. Click Unmark as Spam.
  6. Click OK.

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