Customers Tab Overview
PRICING TIER: All
APPOINTMENT VERSION: Single & Multiple
The Customers tab is used to add, view, edit, and delete Customer profiles and provides you with a complete database of your Customers. This allows you to maintain contact information, Appointment history, notes, payment history (if applicable), and other important information you may need maintain about your Customers.
Searching for a Customer
To search for a Customer, click on the Customers tab. When you do that, the Customer Search page is displayed. From this page, a search can be performed on a number of criteria:
Alphabetically: By clicking on a letter, all Customers whose Last Name begins with that letter will be displayed. Note that if you have multiple Locations, the alphabet search will only apply to the Location you are viewing.
List all: This link will list all Customers alphabetically. If you have over 300 customers, this link will not display.
Search By fields: Search for Customers by a specific field, chosen from this dropdown field. Partial text searches can be done on all fields. For example, if you were searching for a Customer with the last name "Smith", you could type in "smi" and choose the Last Name field option. The results will show all Customers that have "smi" in their last name. Click the dropdown field to see available fields by which to search.
Adding a New Customer
A new Customer is added by clicking on the Add New Customer link in the left navigation menu. The Customer's information is entered into the applicable fields to create a profile without first booking an Appointment. Customers can also be added during the Appointment booking process.
Bold fields are required and normal text fields are optional. The ability to make fields required or optional, as well as hiding fields and creating new fields is done in the Customer Fields/Terms page in the Settings section. This is explained in more detail below.
Customers are also added to the system when they register on the Customer View.
Merging Customers
The Merge Customers link on the left of the page is used to merge duplicate Customer profiles. You can search for Customers that you believe have duplicate accounts. As an example, search by email address to locate profiles that contain the same address.
Once you have selected a Customer and click the Find Versions button, a list of possible duplicate accounts will be displayed. Select the duplicate profiles and, upon merge, the separate accounts will be merged into one profile, without any information being lost.
When the system merges the duplicate accounts, it keeps the most current information. So, if one account for John Smith has a an address of "123 Main Street" and a newer account for John Smith has an address of "333 Maple Drive", the more current address is the one the system will save when it merges the duplicate profile into one single, master profile.
NOTE: Merging Customer records cannot be undone. Please be sure you want to execute the merge before you Merge the profiles into a single record.
Deleting Customers
To delete a Customer's profile, use the search options to locate the appropriate Customer profile. The far right column will have a delete option. Click on the delete link and confirm this action to eliminate the profile from the system. Note that when you delete a Customer, it deletes their entire Appointment history, so be very careful when deleting Customers.
Changing Customer Information
Customer information can be edited after searching for and clicking on the Customer's name. This will display the Customer's profile form. Changes can be made to any of the optional or required fields. When all changes have been entered, Update the profile to save them to the database.