Add, Merge and Manage Clients

The client record is what turns a pile of tickets into a business you can grow.

Create one

From the client list, from a ticket, from an appointment, or automatically when someone books online. Name and phone is usually enough; Required Client Fields (Booking) decides what online booking insists on.

What is on the record

• Contact details, and a picture.
• Visit history: every appointment and ticket.
• Cards on file, with a default card.
• Memberships and gift cards.
• Reward progress.
• Family or contact-person relationships.
• Notes.
• Attribution — how they found you, unless you have turned that question off.

Duplicates

Duplicates are the natural state of a client list: the same person books online with one email and is added at the desk with another.

Perceny surfaces likely duplicates and lets you merge them. A merge keeps one record and moves history onto it.

Merging is not reversible, so check before you confirm — especially that you are keeping the record with the cards on file. Deleting a client with history is worse still; it leaves holes in your reports.

Who can see whom

Allow Sharing Clients (Features Configuration → Client Settings) lets stylists view and select clients belonging to other stylists. Off, each stylist works from their own book.

This is a business decision. Commission shops that treat clients as the shop's usually turn it on. Booth-rental shops usually do not.

Show Client Contact Person lets stylists see the client's relationship manager — the contact whose phone and email are used for the appointment. Relevant when you book families or companies under one contact.

The Client permission category covers who can create, edit, merge and delete.

Cards on file

A saved card is what makes deposits and fees possible. Always Require Card on File forces one before booking; Require Card After No Show and Require Card After Cancellation force one only from people who have cost you money.

Clients can rename their saved cards, which helps when someone has three.

Requiring a client on a ticket

Require Client Details in Ticket (Ticket Settings) means a ticket cannot be completed without a client attached. Turn it on once your list is in reasonable shape; it is what stops the list decaying again.

Importing

You can import contacts rather than typing them. Import once, at the start, and check for duplicates immediately afterwards rather than a month later.

The reports that use this

Client Retention, Client Growth and Top Clients all read from the client record. They are only as good as the attachment rate — which is the real argument for requiring a client on every ticket.