Overview
The Clients section is your customer relationship management hub. It helps you view, manage, and organize clients, offering a complete overview of customer profiles, booking history, and segmentation to deliver personalized service and improve retention.
Key features include:
- Detailed client profiles
- Search and filter functionality
- Client status tracking (Guest vs. Existing)
- Customer segmentation
- Easy client addition and management
System Impact
Changes in the Clients section affect:
- Booking Process: Client info is used during bookings.
- Communication: Email and SMS notifications are sent to clients.
- Reporting: Client data is part of business analytics.
- Marketing: Enables targeted campaigns via segmentation.
- Customer Service: Detailed history supports personalized service.
- Billing: Client info is used for invoices and payments.
Clients are categorized as:
- Guest: New clients with no bookings yet.
- Existing: Clients with at least one booking.
Example Use Cases
Onboarding a New Client
- Add a new client’s name, email, and phone number.
- The client appears with "Guest" status.
- Status updates to "Existing" after their first booking.
Identifying Loyal Customers
- Filter for "Old Customers" (over 30 days).
- Export the list to run appreciation campaigns.
Following Up with New Clients
- Filter by "New Customers" and "Guest" status.
- Reach out to encourage first bookings.
- Track how many convert to existing clients.
FAQs
Q: How is duplicate client information handled?
A: The system prevents duplicate email addresses.
Q: Can I import clients from a spreadsheet?
A: Currently, clients must be added individually.
Q: How is client data protected?
A: Data is securely stored and accessible only by authorized users.
Q: What happens when a client is deleted?
A: Data is marked inactive for reporting purposes. Full deletion requires admin action.
Q: Can clients update their own information?
A: Clients will be able to update info via their portal in a future update.
Best Practices
- Keep client information up to date.
- Use consistent naming conventions.
- Complete profiles for better service.
- Periodically clean up client data.
- Use filters for targeted marketing.
- Comply with privacy regulations.
- Respect communication preferences.
- Track notes and tags for context.
- Monitor booking patterns to identify opportunities.
- Establish a standard onboarding process.
Client Status Management
- Guest Clients:
New clients with no bookings.
Use special offers to encourage their first booking.
- Existing Clients:
Clients who have booked before.
Focus on retention and upselling.
Data Privacy Considerations
- Obtain consent before storing personal data.
- Limit access to authorized personnel.
- Define data retention policies.
- Store data securely.
- Follow regulations like GDPR, CCPA, etc.
Performance Tips
- Use specific search terms for faster results.
- Apply filters to narrow large lists.
- Set appropriate page sizes.
- Keep client data current to prevent duplicates.
- Perform similar updates in batches.
Troubleshooting
- Unable to add new client:
- Ensure email isn’t in use and required fields are complete.
- Client not found in search:
- Check spelling and filters.
- Client status not updating:
- Status updates automatically based on bookings. Contact support if needed.
- Phone number format issues:
- Use the country code selector.
- Duplicate records appear:
- The system prevents email duplicates. Check for different emails used for the same person.