Clients

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Introduction

The Clients section serves as your comprehensive database for client management. Easily add, update, search, import, and organise client profiles to keep all contact and history information at your fingertips, supporting smooth and efficient operations.

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Key Features

• Client List View: See all clients in a table, including Name, Phone, and Client Since.
• Client Statistics: View total revenue, appointment count, cancellation count, and no-show count for each client.
• Add Client: Create new profiles with full contact and notification preferences.
• Search: Find any client instantly by name or phone number.
• Import: Bring in multiple clients at once using a CSV spreadsheet.
• Export: Export your client list to CSV for backups or external use.
• Edit & Details: View and update client information, files, and appointments using an interactive side panel.
• Delete Client: Remove unwanted clients safely, with confirmation.
• Document Management: Upload, view, and delete files attached to client profiles.
• Family Members: Link dependents and family members to a client’s account, manage relationships, and book appointments on their behalf.

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Step-by-Step Usage Instructions

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1. Adding a New Client

1. Go to the Clients section in the main sidebar.
2. Click the Add client button (top-right).
3. In the side panel, enter:
   • First Name (required)
   • Last Name (optional)
   • Email (optional, for appointment notifications)
   • Phone Number (optional, for appointment notifications)
   • Notes (optional, for internal business notes)
   • Notification Preferences: Select whether to send booking reminders via SMS and/or email for this client.
4. Once all fields are filled, click Save at the bottom of the panel.
5. The new client now appears at the top of your client list.

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2. Viewing and Editing a Client’s Details

1. Locate the desired client:
   • Use the Search bar at the top to type part of their name or phone number.
   • Or, navigate through the paginated list with Next/Previous.
2. Click any client row in the list. This opens the side panel with five tabs:
   • Details: View/edit personal info, notes, and notification settings. Make changes and click Save to update.
   • Files: Attach files (e.g., consent forms, photos) to this client’s profile by clicking Add.
   • Appointments: See a list of the client’s past and upcoming appointments.
   • Activities: View a chronological history of all activities related to this client, including appointment creation, confirmations, reschedules, cancellations, and notifications sent.
   • Family: Manage family members and dependents linked to this client. Add, edit, or remove family relationships.

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Client Statistics

When viewing a client’s details, you can see key statistics at a glance: These statistics help you:

• Identify your most valuable clients by total spend
• Track appointment history and patterns
• Monitor cancellation and no-show rates per client
• Make informed decisions about client management

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3. Importing Clients (CSV Upload)

1. In the Clients section, click the Import button.
2. Download the provided template CSV to see required fields and formatting.
3. Fill in your client data in the CSV. Save the file.
4. Back in Bella Booking, upload the completed CSV file.
5. Review the mapped fields, resolve any validation issues, and confirm import.
6. Newly imported clients will appear in your client list.

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4. Deleting a Client

1. In the client list, find the client you wish to delete.
2. Click the Toggle menu (three dots) next to their row.
3. Select Delete.
4. A confirmation modal appears. Confirm the action. The client is now removed from your list.

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5. Managing Client Files and Documents

Each client profile can have attached files such as consent forms, photos, or any relevant documents.

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Viewing Client Files

1. Click on a client to open their side panel
2. Navigate to the Files tab
3. You’ll see a list of all documents attached to this client, including:
   • File name
   • File type
   • Upload date

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Uploading Files to a Client Profile

1. Open the client’s side panel
2. Go to the Files tab
3. Click Add to browse for files on your computer
4. Select a file to upload
5. File Requirements:
   • Maximum size: 5 MB per file
   • Allowed file types:
     • Documents: PDF, DOC, DOCX, TXT
     • Images: JPG, PNG, WEBP
     • Spreadsheets: XLS, XLSX
6. Wait for the upload to complete
7. The file appears in the client’s file list

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Downloading Client Files

1. In the Files tab of a client’s side panel
2. Find the file you want to download and click on it to open the preview window
3. Click the Download button to download the file
4. The file will download to your device

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Deleting Client Files

1. In the Files tab
2. Locate the file you want to remove and click on Toggle menu (three dots)
3. Click the Delete
4. Confirm the deletion
5. Note: Once deleted, the file cannot be recovered

File Management Tips:

• Use clear, descriptive file names before uploading (e.g., “consent-form-2024.pdf”)
• Organize files by date or type for easy retrieval
• Regularly review and remove outdated files
• Keep file sizes under 5 MB (the system limit)
• Ensure sensitive documents comply with privacy regulations

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6. Managing Family Members

The Family tab lets you link dependents and family members to a client\u2019s account. This is useful for parents booking on behalf of children, partners sharing an account, or any situation where one client manages appointments for others.

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Relationship Types

When adding a family member, you choose a relationship type:

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Adding a Family Member

1. Open a client\u2019s side panel and go to the Family tab.
2. Click the Add button (or Add Family Member if no members exist yet).
3. In the dialog, fill in:
   • First Name (required)
   • Last Name (optional)
   • Email (optional)
   • Phone Number (optional)
   • Relationship select from the dropdown (defaults to Child)
4. Click Add Family Member to save.
5. The new family member is created as a separate client record and linked to the primary client.

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Viewing Family Members

Each family member card shows:

• Name and relationship badge
• Email and phone number (if provided)
• A View Profile link to open the family member’s own client record

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Editing a Relationship

1. Click the three-dot menu on a family member card.
2. Select Edit Relationship.
3. Choose a new relationship type from the dropdown.
4. Click Save.

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Removing a Family Member

1. Click the three-dot menu on a family member card.
2. Select Remove from Family.
3. Confirm the removal.

Removing a family member unlinks them from the primary client but does not delete their client record. They remain in your client list as a standalone client.

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FAQs

Q: Do I need all fields to add a new client? A: Only the first name is required. Last name, email, and phone are optional. Q: Can I customise notification settings per client? A: Yes. While adding or editing, use the notification toggles for SMS and email notifications. Q: How do I correct a bulk import mistake? A: You can edit or delete individual clients after import. Q: What happens if I delete a client? A: Deleting permanently removes the client and their history. Always confirm before deleting. Q: Can I filter by more than name or phone? A: Currently, the search is by name or phone only. Q: Can I export my client list? A: Yes! Click the Export CSV button at the top of the clients table to download your entire client list including names, emails, phone numbers, and join dates. Q: How do I attach a document to a client? A: In the side panel, go to the Files tab, then click Add to add documents or photos directly to that client’s profile. Q: Is there a quick way to see all of a client’s appointments? A: Click on a client and open the Appointments tab in the side panel. Q: How can I see what actions have been taken for a client? A: Click on a client and open the Activities tab in the side panel. This shows a chronological history of all activities including appointment creation, confirmations, reschedules, cancellations, and notifications sent. Q: What file types can I upload to a client profile? A: You can upload PDF, DOC, DOCX, TXT, JPG, PNG, WEBP, XLS, and XLSX files. Each file must be under 5 MB. Q: Can I recover a deleted client file? A: No, once a file is deleted from a client profile, it cannot be recovered. Always double-check before deleting important documents.

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Additional Tips

• Use the Import function for fast migration when first setting up your account.
• Regularly update client notes for personal touches that always impress.
• Double-check notification preferences if clients are missing reminder emails or texts.
• Use Search for rapid access, especially during busy shifts.

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With these tools, managing your clients in Bella Booking will be seamless and efficient. If you ever need further help, use the in-app chat (bottom right) to contact support.