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.
When the phone number is already on file
- A form is never lost. Every form sent is kept in the journal — the 📋 Forms button on Home — exactly as the client sent it.
- The card was bare (only a name and a phone) or the name is the same — the program writes the form onto that card itself. On Home the client is marked “Card updated”; what was replaced stays in the card notes.
- The name in the form is different — the program leaves the card alone and marks it “Number already on file”. You decide: “Update the card” writes the form onto the existing card, “Another person” makes a separate card.
- “Open the form” shows everything the client filled in.
- The number belongs to a student — the form does not stop: it completes the student card, no second card is made, and the student appears in the Clients list.
“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. In the client card they are under 📄 Documents → Instruction. How: Settings → Documents → «+ Add» → Instruction → a name → the 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 options in a client card (under ACTIONS). Download client data is one file with everything held about the person. Delete client → Delete all the client's data (at their request) 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.
The form: every field is required
- The form will not save until the client fills in every field they can see: in the short form the first and last name, phone and e-mail; in the full form and the personal link also the date of birth, address, city, state, ZIP, Instagram and How did you hear about us. A hint appears under an empty field.
- The format is checked too: the whole phone number, an e-mail that looks real.
- A form sent through the client's personal link is also kept in the 📋 Forms journal, marked Card updated.
Inside the program the same article is under Help.