At vcita, we understand that your clients are at the heart of your business.

We also realize that in today’s world of overflowing inboxes, notifications and data, it’s getting harder to stay focused, keep track, and leverage customer information to grow your business.

That’s why we’re revolutionizing your client management experience with a brand new Client Card that’s sleeker, more robust, and easier to use than ever before.

Here’s an overview of what’s in store for you:

Overview of Changes

• Sleek new design. Your Client Card is getting a modernized look, with a beautifully branded and bright color scheme that’s easy on the eyes. 

• Complete 360° view. We’re consolidating all your client information & contact information into one single screen, distributed neatly across 3 main sections. You’ll get easy access to more important client information and insights, like stored payment information (Cards on File), a new activity highlights and recent client note section, as well as a brand new, dedicated, Notes tab. Multi-staff accounts will also be able to see their client’s assigned staff members. 

• New Conversation page. Your Conversation page will move to the front of your Client Card tabs for quick and easy access, and will display a single, consolidated thread of all your client interactions. This means that you’ll be able to scroll through all client messages, booking, payments, forms and from one central screen without a single additional click. 

• Better access to more actions. With the Conversation tab at the front, more common client actions will be available from the get-go, such as the ‘Remind me in...’ and ‘Invite via Email’ actions. You’ll also get immediate access to the conversation bar and quick actions shortcuts so you can send direct messages, appointment invitations or payment requests in seconds. You’ll also be able to quickly add a client note without navigating to a separate notes section for easier record keeping.  

• Improved activity management. To help you track activities and take follow-up actions faster and more easily than before, we’ve organized and upgraded your Booking and Payment tabs. Your Booking tab will be conveniently organized into Upcoming and Past bookings, and your Payments tab will give you an organized view of all your client’s payment items, and not just the most recent ones, so you never have to navigate away to get what you need.

• Better teamwork. If you are working with staff members in vcita, you’ll be able to enjoy greater collaboration and teamwork with a new Shared view permission. Setting a staff member to Shared view allows them to see all client interactions for any client they have worked with in the past, or are working with in the present from the new Conversation view. To learn more about the upcoming staff related changes, visit our Staff Assignment and View Permissions article. 

Here's a breakdown of each of the upcoming changes:

A complete 360° view: your client story, at a glance

Here’s a quick tour of your new Client Card page:

Layout & Design: The new sleek and modernized design is easier on the eyes and provides you with a 360° view of your client’s info & activities in one single screen, divided neatly across 3 panes:

Here’s what you’ll find on each pane:

Client information pane [#1]: Gives you all your important client info, the most recent note taken or updated on your client & a client activity highlights section including important past or future activities like an upcoming booking or pending payment. Multi-staff accounts will also see the client’s assigned staff member.

Client activity pane [#2]: Opens on your client Conversation tab with all your client interactions in one single, ongoing thread. The remaining tabs give you all your usual client activities (Bookings, Payments, Documents) with an improved and more organized design, as well as a brand new, dedicated Notes tab.

Contact information pane [#3]: Gives you all your client’s contact information and details, so you can quickly get in touch, as well as your client’s status and the rating they’ve given you (if applicable). You can also use this pane to manage and store your client’s payment information (Cards on File).

You can still easily manage client information fields straight from your client card. Just click on the pencil icon above the client information or contact information panes to add or edit client fields and forms.

Here’s a view of your new compact Client Card from your Documents page:

A new & improved Conversation page

This is definitely a feature highlight of your New Client Card.

Up until now, each time a client interacted with your business, whether by booking an appointment, sharing a document, or just contacting you online, your inbox and conversation tab displayed a new and separate conversation item for that interaction.

You’d have to scroll through activity titles to enter that conversation and respond, message, or take direct follow-up actions:

We saw the need to gather all your client interactions - no matter the type of interaction or when it happens - all in one central location: a new Conversations tab right at the very front of your new Client Card page.

The new sleek look: 

From now on, all your client’s interactions will flow into one single view and will be stored and updated in an ongoing thread, for the complete 360° view of all your client interactions:

• Bookings
• Payments 
• Messages
• Documents
• Client reviews
• Contact forms 

From now on, your inbox will also gather all engagements per client, so you have one inbox item per client and much less clutter. Click on your client engagement in your inbox and go directly to your new and single Conversations page for that client.

Drive better teamwork

Working with staff?

Up until now, a staff member could only see their own interactions with a client, and could only engage with their client through a previous interaction they had with that client or by starting a new interaction.

For example, a staff member could not take a payment for an appointment booked with a different staff member.

From now on, thanks to the new single conversation page, any assigned staff member can follow up with any interaction if they are set to the Shared view mode. 

More information & insights, right from the get-go 

Because we know you have limited time, we’ve made sure you get more information, and more critical information faster. 

Conversations: The Conversation tab is now the front page of your client card, so all the interactions between your client and your business are always right before your eyes, and taking follow-up actions is a jiffy.

Client info: You’ll get more client information with a single glance. 

• More info at a glance: We’re bringing all your Main & Info tabs and your client’s contact information to the front page by combining them into the left and right-hand side panels: Find client info, tags, status, social media profile info, and more right from the get-go.
  
  
• Brand new info: The new client card info pane highlights the most recent client note, new client activity highlights, and assigned staff members (if applicable). The contact info panel gives you your client’s stored payment information (Cards on File).
  

Activity highlights: This is a new section on the client info left-hand pane, providing you with key insights, so you know the next action you need to take and never miss a beat. 

The activity highlights section will include: 

• # of credits left in each of the client’s purchased packages
• Total paid: amount received by the client up until this point
• Open & overdue payments
• Last booking
• Upcoming booking 
• # of no shows

Better access to more actions 

With the Conversation tab at the front, more common client actions will be available to you from the get-go, meaning less unnecessary clicks, navigations, and overall less hassle: 

• Add a note right from your main client toolbar for improved record keeping.
  
• The client toolbar actions are available from your client card’s front page: Remind me in... Invite via Email, Mark as Spam and Delete client under the More menu.
  
• + New: Quicker access to the New button for important client actions like New invoice, New estimate, Record payment, etc.
  
• Immediate access to the conversation bar and quick action shortcuts + icon, so you can send direct messages, appointment invitations or payment requests in seconds.
  

Improved activity management

The new Client Card helps you stay on top of your client management tasks, and to locate and record important information in an organized way.

Here’s how: 

• The 360° view with the new 3-pane design 
• The Single Conversation thread with all interactions at the front
• Direct access to conversations, messaging, direct actions and other client management actions, like the Remind me in... for setting internal reminders.
• The new activity highlights section 
• The new recent note 
• The new Add note button available from the client toolbar
• You can easily edit client and contact information, and/edit client field & form settings directly from your new client card.
• Each activity tab is now organized under convenient categories for quick views and searches instead of a general list view as before.

Newly organized activity tabs: 

You can track and manage your client activity better than before using improved Bookings, Payments and Documents tabs.

We’re also introducing a brand new, dedicated Notes tab for more efficient record keeping.

Here's an overview of each of the new activity tabs:

1. New Notes tab:
   
   Up until now, you had to add and manage notes from your Main client card section. Each note only displayed a small amount of text at a time, so locating and scrolling through notes took longer.
   
   From now on, you will enjoy a dedicated Notes tab so you can create, update, and track client notes in a more organized and spacious environment for improved record keeping:
   
   
   
   
2. Bookings tab:
   
   Up until now, your Bookings tab displayed just a list of bookings, with no status categories: 
   
   
   From now on, your bookings will be organized under 2 main statuses for quick views and easy scanning:

• Upcoming bookings: displays appointments that are either Scheduled or Pending approval and future registered events that are Confirmed. 

• Past bookings: Displays only appointments with the status: Completed and past registered events with the status: Confirmed.

3. Payments tab: Your payment list will be sorted and organized like before, with a much better and more convenient design: Pending Payments, Payments Received, and Estimates.

• Up until now, you could only see the most recent payments directly from your Client Card payment tabs. In order to view all payment items, you would have to click on the status bar and get routed to your main Payments page. There, you needed to filter by client name to get a full view of their payments. 

• From now on, your new payments status bar will not be clickable because all your client’s payment information can be found inside this very tab without exiting the client card payments tab at all. Find all your payment items on your clients, and take action, from one single location. 

• From now on, your Cards on File section will no longer be located under your Payments tab. For your convenience, we have placed it under your contact info pane so it’s available from your client card’s front page. 

4. Documents tab: Your Documents tab continues to display a list of shared documents between your business and your clients, with an improved and more convenient design.