Managing Clients

Adding a New Client

Clients can be added automatically when creating a reservation, or you can add them manually.

Manual Client Addition

1. In the Clients section, click the New Client button
2. Fill in basic information:
   • Name - client's name (required)
   • Email - email address (optional, but recommended)
   • Phone - phone number (optional)
   • Marketing Consent - whether the client consents to marketing emails
3. Click Save

The new client will be added to the database and you can create a reservation for them.

Editing a Client

Clicking on a client in the list opens their details, where you can edit:

• Personal Information - name, email, phone
• Status - client status
• Notes - notes about the client

Changing Personal Information

1. Click on the client
2. In the Personal Information section, edit the necessary fields
3. Click Save Changes

Warning: Changing the email may affect notifications and communication with the client.

Client Statuses

Each client has an assigned status that helps organize the database.

Status Types

New

• A client who hasn't had any appointments yet
• Automatically assigned to new clients

Regular

• A client with at least two appointments
• This status is automatically assigned to the client after completing the second appointment

Problematic

• You can mark clients with this status who cause problems (for example, frequently cancel reservations or arrive late)
• You must mark it manually, and when you see them in the calendar, you can verify if they'll come by writing a message

Blocked

• Clients with this status cannot create reservations on the booking page
• You can mark it manually, for example if they don't show up multiple times

Changing Status

1. Click on the client
2. In the Status section, select a new status
3. The status is saved automatically

Client Notes

You can add notes about a client that will help you better remember important information.

Adding a Note

1. Click on the client
2. In the Notes section, enter text
3. The note is saved automatically

Notes are visible only to you and your team. Clients cannot see them.

Reservation History

In the client details, you can see all of their reservations.

Viewing History

1. Click on the client
2. In the Reservation History section, you'll see a list of all reservations
3. You can click on a reservation to see reservation details.

Client Import

You can import clients from a CSV file.

Import from CSV

1. In the Clients section, click Import
2. Select a CSV file
3. Select the file format
4. Click Import

The CSV file must contain columns: name, email, phone, status, marketing consent.

Warning: Import may take several minutes with a large number of clients.

Removing a Client

If you want to remove a client:

1. Click on the client
2. Click the Remove Client button
3. Confirm removal

Warning: Removing a client is permanent. The client will be removed from the database, but their existing reservations will remain preserved (with anonymized data).

Marketing Consent

You can set whether a client consents to marketing emails. This consent is automatically set based on whether the client allowed marketing materials when booking an appointment.

Setting Consent

1. Click on the client
2. In the Marketing Consent section, enable or disable consent
3. The change is saved automatically

If a client does not consent to marketing emails, you won't be able to send marketing messages, but you can still send reservation notifications.

Important: never change this setting unless the client has allowed you to send marketing materials.

Frequently Asked Questions

Can I have multiple clients with the same name?
Yes, you can have multiple clients with the same name, but each must have a unique email. Email is the unique identifier.

Is email required? What happens if a client doesn't have an email? Email is not required when creating a reservation manually. However, the client will not receive automated reminders and notifications about appointment changes via email (they may receive them via SMS).

What happens if I change a client's email?
The email change takes effect immediately. Notifications for that client will be sent to the new email. We recommend not changing the email, as notifications may end up in spam.

Can I remove a client who has active reservations?
Yes, you can remove a client even with active reservations. Reservations will remain preserved, but the client's data will be anonymized.

How does automatic status change work?
Status automatically changes from "New" to "Regular" after several reservations. Other statuses must be set manually.

Can I import clients from another system?
Yes, you can import clients from a CSV file. We support standard format and Reservio format.