Client Log: Overview

Where to find the Client Log

1

While Scheduling an Appointment

Once you have selected the client, click on their NAME in the top left corner, OR cli the "Client Log" button at the bottom left.

Client Log

2

Within an Existing Appointment

Click on the client's appointment on the Schedule, then click on their NAME in the top left corner, OR click on the "Client Log" button to the right.

Client Log 2

3

During Checkout

Click on the client's NAME at the top of the Sales Ticket, OR click the "Client Log" button at the bottom.

Client Log Checkout

4

Without an Appointment

Go to: Manage > Clients > Search & select the client's name

Client Log Without Appointment

5

Searching the Schedule

Limited View; Only shows part of Profile, Future Appts, Retail, and Services

You can search & select the client's name in the top, right corner of the Schedule screen to see a limited version of the Client Log.

Searching Schedule

Client Log Overview

Profile

Here you'll find Basic Contact Information and Demographics, the client's card on file, any Discounts or Bad Checks, their Communication preferences, manage their Online Scheduling account, and whether or not the client is attached to another as a parent/child.

Basic Information:

• The Email Address cannot be the same as any other client's email address UNLESS the clients are attached as parent/child. See more on Parent-Child Accounts here!

• If you see a red paper airplane icon next to the email, it has not yet been verified. When you see a green check mark, the email has been verified. This is only relevant for use with the New Online Booking Platform. Clients will continue receiving their appointment and marketing emails regardless of verification status.

Account Archived: if a client has not been in recently and you do not want them to appear in your search results, you can archive the client

First Visit: is recorded when their first ticket is closed

Credit Card: A card can only be stored on file if you are integrated with RosyPay.

• You will only be able to have one card stored at a time, and you will only be able to see the last 4 digits of the card for security reasons.

• You can Replace a client's card on file at any time here. However, you cannot delete a client's card on file if they have any current recurring memberships, future appointments, or pending cancellation/member charges.

Discounts: automatically apply discounts to the client's service and retail purchases

Personal Checks: You can turn off the client's individual ability to provide personal checks as payment for any reason you deem necessary.

Referred By: If the client was referred by another existing client, you can enter that client's name here. If you have Rewards Points setup for Client Referrals, that client will receive points.

Originations: allow you to track where the client originated from

Demographics: If you have Birthday Auto Emails setup, you'll enter the client's Birthday here!

Communications: Use the check boxes to control what kind of texts/emails the client receives from you.

Online Client Scheduling: You have the ability to take away any client's access into their Online Scheduling account for whatever reason you deem necessary.

• You can also setup a Username for them to use with Classic OCS and send a password reset email to them.

• If using the New OLB platform, when requesting a password reset please ensure that box is checked. If the box is unchecked, clicking Reset will email a reset link for Classic OCS.

Future Appts

You can view the client's appointments from today, as well as future appointments, and cancel them from this page using the icon.

• Use the buttons at the bottom of their Future Appointments list to Print and/or Email the entire list to the client.

• If the client has any Products Reserved for future appointments, you'll also view that information here.

Retail

View the client's past retail purchase history, and add any products in the list to the client's open ticket, (if they have one), using the icon.

Services

View the client's past service purchase history and cancelled services.

• Click on the name of any service to view their Appointment Log from that day.

• Use the icon to expand any cancellation reasons.

• You'll also manage any Custom Service Durations/Pricing from here.

Packages & Memberships

View all of the client's past and current Package and/or Membership history.

• Click on the package/membership to view any services included in the package/membership, usage history, payment logs, leftover services and rollovers to use, etc...

• View our " Managing Recurring Memberships " article for more details!

Gift Cards

View any Gift Cards the client has purchased and/or used here. Click on the Gift Card Code to expand any usage history.

Rewards

You'll view all Reward Points history here, as well as have the ability to manually Adjust Points if you are a Manager or Owner.

• Remember that rewards are visible to clients when reviewing their profile online. Any custom memo used when manually adjusting points will be visible to them.

Formulas

You'll view and enter any Color Formula History here, as well as who entered the formula and when. If your Employee Permissions allow you, you'll be able to click on the formula itself to edit it, but you cannot delete them once they are entered.

Notes

You'll be able to view and enter any Client Notes here, as well as who entered the note(s) and when.

• Use the icon to delete any notes. You cannot edit any previously entered Notes.

Uploads

(You will not have this tab if you do not have the Client Connect bundle)

Enter, view, and delete any files here. You can also set a Profile photo for the client.

Deposits

If you are using RosyPay and have deposits required for booking, you can track past and current deposits for your clients here.