Clients and the client card
The card is everything about a client: contacts, form, photos, appointments, contracts, deposits and debts.
How a card appears
- The client fills in the form — by the link or QR code “Client Form Link” on Home. The form opens in the language for clients.
- An employee creates it — “Clients → New client”.
- From a request — in “Leads” a request can be turned into a client.
No duplicates
When a phone number that already exists is typed into the form, the program stops the form and shows “Please contact the administrator”. So one client never appears twice. Find their card in the search and work with that.
“How they found us”
In the form the client ticks where they came from: Instagram, Google, Referral and so on. For a referral there is a Who referred field — later it is easy to see who brings clients.
Inside the card
- Contacts and notes — phone, email, date of birth, allergies and wishes.
- Appointments — the whole visit history; a new appointment can be created from the card.
- Purchases — everything the client bought in the salon: the goods invoices from Sales, what was paid, what is owed. The + Sale button writes a new sale to this client straight away; a sale takes the goods off the Inventory.
- Take deposit — a prepayment for a future visit; it is counted when the visit is paid.
- Contracts — send a contract for signature by email: the client reads and signs on their phone, the signed copy is kept in the card. The contract text can be edited.
- Photos — the client's work, before and after.
Instructions
Besides contracts, a client can be given an instruction to sign — aftercare rules, for example: no invoice, no amounts, only the text and an “I have read it” signature. The client card has its own INSTRUCTIONS button for them (next to INVOICES). How: “⚙ Forms” → “Add form” with the kind Instruction (no invoice) → “Edit text” and write the instruction. Then as with a contract: open the instruction from the card, press Send for signature — the client gets an email, reads, signs on the phone, a copy goes to both of you, and the signed document stays under the Instructions tab. Instructions never count as revenue or in analytics.
Search
The search box looks through name, phone and email. A few digits of the number are enough.
Export everything or delete for good
The owner has two buttons in a client card. Download client data is one file with everything held about the person. Delete for good is more than removing the card: photos, documents, letters, SMS and the name on every appointment are wiped, only the sums for reports remain. This is the answer to a client's request to be removed from the base. It cannot be undone.
Inside the program the same article is under Help.