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Managing Customers

Learn how to view, search, edit, and delete customers in your system.

Overview​

Once customers are in your system (automatically created when they book appointments), you'll need to manage them regularly. This includes viewing customer lists, searching for specific customers, editing their information, adding notes, and in rare cases, removing customer profiles.

How Customers Are Created​

Important: Customers are automatically created when they book an appointment through your booking system. You don't need to manually create customer profiles.

When a customer books:

  • Their profile is automatically created with the information they provide
  • Name, email, and phone number (if provided) are saved
  • You can then view and manage their profile in the Customers section

Viewing Customers​

Accessing the Customers List​

  1. Navigate to the Customers section in your main menu
  2. You'll see a table showing all your customers with:
    • Customer icon
    • Customer number (ID)
    • Name
    • Phone number
    • Email address
    • View button

Understanding the Customer List​

Customer Icon​

  • Shows a person icon for each customer
  • Helps visually identify customer rows

Customer Number​

  • Unique identifier (ID) for each customer
  • Assigned automatically when the customer is created
  • Useful for reference and tracking

Name​

  • Customer's display name (or automatically generated from firstname/lastname)
  • Clickable link to view/edit the customer
  • Tip: Click on the name to open the customer detail page

Phone​

  • Customer's phone number (if provided)
  • May be empty if customer didn't provide it during booking

Email​

  • Customer's email address (if provided)
  • Used for communications and confirmations
  • May be empty if customer didn't provide it during booking

Searching Customers​

Use the search box to find customers quickly:

  1. Type in the search box at the top of the table
  2. The table will automatically filter to show matching customers
  3. Search works on:
    • Customer name
    • Phone number
    • Email address
    • Customer number
  4. Clear the search to see all customers again

Tip: Use search to quickly find customers when you have many in your system.

Viewing Customer Details​

Opening a Customer Profile​

  1. Click on a customer's name (it's a clickable link)
  2. Or click the "View" button in the rightmost column
  3. You'll be taken to the customer detail page with multiple tabs:
    • Customer Information - Contact details and newsletter subscription
    • Summaries - Booking history and invoices
    • Notes - Customer notes and reminders

Customer Sidebar​

When viewing a customer, you'll see a sidebar on the left with:

  • Created Date - When the customer profile was created (typically their first booking)
  • Number of Appointments - Total count of appointments for this customer
  • Notes Summary - Preview of the first 5 notes (if any exist)

Editing Customers​

Updating Customer Information​

  1. Open the customer you want to edit
  2. Navigate to the Customer Information tab
  3. Modify any fields:
    • Display Name
    • Firstname
    • Lastname
    • Phone
    • Email
    • Newsletter subscription
  4. Click Save to apply changes

See Customer Information for detailed field descriptions.

Managing Customer Notes​

  1. Navigate to the Notes tab
  2. Add note: Click "Add Note" button
  3. Edit note: Click the pencil icon on a note
  4. Delete note: Click the trash icon on a note
  5. Reorder notes: Drag notes using the grip handle (⋮)

See Customer Notes for detailed instructions.

Viewing Customer Summaries​

  1. Navigate to the Summaries tab
  2. View:
    • Online Bookings - Appointment requests and booking history
    • Invoices - All invoices for this customer

See Customer Summaries for detailed information.

Sending Emails to Customers​

Sending an Email​

  1. Open the customer you want to email
  2. Click the "Send mail" button in the top toolbar
  3. A modal window will open
  4. Fill in the email details:
    • Recipient email (pre-filled with customer's email)
    • Subject
    • Message content
  5. Send the email

Note: The customer's email address must be on file for this feature to work.

Deleting Customers​

When to Delete a Customer​

Consider deleting a customer when:

  • They were created by mistake (duplicate entry)
  • They explicitly request account deletion
  • You're cleaning up test or invalid data

Important: Before deleting, make sure:

  • No active appointments are associated with this customer
  • No pending bookings depend on this customer
  • You have a backup of important information if needed
  • Historical data (past appointments, invoices) may still reference the customer

How to Delete a Customer​

  1. Open the customer you want to delete
  2. Click the "Options" button (three dots ⋮) in the top right corner
  3. Select "Delete Customer" from the dropdown menu
  4. Confirm the deletion in the popup dialog

Warning:

  • Deleting a customer cannot be undone
  • This action is permanent
  • Make absolutely sure you want to delete the customer before confirming

What Happens When You Delete​

When you delete a customer:

  • The customer profile is permanently removed from your system
  • They will no longer appear in customer lists
  • They cannot be selected for new appointments
  • Historical data (past appointments, invoices) may still reference them, but the customer profile is gone
  • All notes associated with the customer are removed

Best Practices​

Regular Maintenance​

  • Review your customer list regularly
  • Update customer information as needed
  • Keep contact details current
  • Remove duplicate or invalid entries

Data Management​

  • Keep customer information complete and up to date
  • Add missing contact information when available
  • Verify email addresses are correct
  • Update phone numbers when customers provide new ones

Before Deleting​

  • Check for active appointments
  • Check for pending bookings
  • Consider archiving instead of deleting (if you need historical data)
  • Export important customer data if needed
  • Verify the customer truly needs to be deleted

Customer Communication​

  • Use the email feature to stay in touch with customers
  • Send appointment reminders
  • Share promotions and special offers
  • Respect newsletter subscription preferences

Search and Organization​

  • Use search to quickly find customers
  • Keep customer names consistent
  • Update information when customers provide corrections
  • Use notes to track important information