Your client list holds everyone who has booked or bought from you, across every location. Add people as they come in, find anyone in seconds, and keep one record per person.
Before you start
- Who can do it: anyone who can manage clients. Team members who can only see their own clients see the people they're assigned to or have an appointment with.
- Some details may be hidden for your role, such as contact details or lifetime spend. See Why is a field hidden?
Add a client
Open the form
Go to Clients and select Add Client. You can also add a client from the booking panel with New client.
Fill in the profile
Enter their First name and Phone, which are required. With more than one location, choose their Home location too. Add an Email and Birthday (month and day, with the year if you know it) if you have them.
If the email or phone already belongs to a client, the form says so straight away, such as Jordan Hayes already uses this email, with Use this client to open their record instead. A phone number can still be shared, since families often share one.
Add anything else
Use Additional info, Address and Emergency contacts as needed. Under Notifications, choose what they're sent: Appointment emails, Appointment SMS, Marketing emails, Marketing SMS and Birthday messages.
Save
Select Save at the top. They appear in your list straight away.
Find a client
Go to Clients and type in Search name, email, or phone…. To find someone from any page, press Ctrl K (⌘ K on a Mac).
Narrow the list with the tags under the search, such as returning, or Blocked. All locations shows everyone; choose a location to see clients who have booked there.
Select a client's name to open their profile. The ⋮ on each row offers View client, Book appointment, Edit, Send Form and Delete.
Work on many clients at once
Select them
Tick the box beside each client, or the box at the top to select everyone on the page.
Choose what to do
The bar at the bottom offers Tag (add or remove a tag), Send Form, Send to campaign, Export and Delete.
Export clients
Select Export at the top of the list. It downloads all your clients as a spreadsheet file, or only the ones you've selected.
Merge duplicates
When the same person has two records, for example one from an import and one made at the desk, their history is split. Merging puts it back together. Only admins and owners can merge.
Open the record to keep
Open the client's profile and select Actions → Merge profiles.
Find the duplicate
Search for the other record by name or email and select it.
Check the merge
The review shows which record you're Keeping and which you're Merging & removing. Where details differ, the kept record's value wins. To keep the other record instead, select Swap, keep and their name.
Merge
Select Merge profiles.
Appointments, sales, forms, emails, memberships and wallet balances move to the record you kept, and the duplicate is removed. If you merged the wrong pair, select Undo in the message straight after.
Bring in a list from elsewhere
Don't type them in one by one. Import at the top of the list matches the columns of a spreadsheet from your old system and skips people you already have. See Import your data.
Check it worked
The client appears when you search for them, and their profile opens with everything you entered. See Read a client's profile.
If something goes wrong
"A client with this email already exists"
Someone already has that email address, and the form named them as you typed it. Select Use this client, or search for them, instead of making a second record. If it really is a different person, use a different email.
I can't find a client I know exists
Check that no tag or Blocked filter is on, and that All locations is selected. If you only see some clients, your role shows the clients you're assigned to.
Phone numbers or spend show as hidden
Your role doesn't include that information. Ask an admin.