Adding a new Client using the Add New tool
To add a new client choose the <Client> menu then Add New.
Clients can be added either at the time of creating an appointment (by just taking their first name, last name and phone number) or by using this tool, where you can take all the client's details.
Detailed below is the information for each of the areas in the Add New Client tool.
This is pretty straight forward. Simply type the client's first name and last name. Middle name is there only for when you have a client that has the same name as another and you want to be able to tell the difference. Nickname is also available for those clients that are only ever referred to by their nickname yet you still want their real name.
Again, this is quite straight forward. In Australia, all you have to do is enter the Street and Town and Salon Swift will fill in the State and Postcode for you.
Enter the Home, Mobile or Work phones here. Please note when using the email input it will automatically provide the @ symbol and the dot symbol for you to help speed input. You can simply press the right arrow to continue typing the address or you can press the @ or dot yourself on the keyboard. The choice is yours.
In this area you can choose male or female.
The date of birth input operates in a special way. To use it, simply:
- Click on the day and type the numbers required
- Press the right arrow to move to the month input and type the first letter of the month or the number representing that month. EG: 9 will choose September, A will choose April and pressing A again will chose August.
- Press the right arrow again and enter the year of birth (not required). You can type the full year (EG: 1976) or you can just type the last two numbers (EG: 76) and Salon Swift will turn it into the full year for you.
The Occupation input is blank by default but when you type an occupation it will appear next time you use the tool, remembering anything you type in here. It's recommended you choose broad categories such as Trades person or Professional rather than Bricklayer or Lawyer. This way you can market to similar types of people without being too specific.
Referral Type is how the client heard about you. This input is blank by default but when you type an occupation it will appear next time you use the tool, remembering anything you type in here. Examples include: Walk In, Word of Mouth, Local Newspaper, etc.
Referral Client is very useful when you want to keep track of which clients are recommending which other clients. If new client Joe Smith came in and told you Mary Jones recommended him you would chose Mary Jones from this input so you can keep track of how many clients Mary Jones (and others) recommend you. With this info you can reward your talkative clients for helping you grow your clientele.
Preferred Employee is much as it says. This is optional and only use if the client has requested to visit that employee specifically. If you choose an employee from this list Salon Swift will alert you if you try and book the client with another employee.
Untick the Active checkbox if you want to "delete" the client. Please read Deleting Stuff in Salon Swift for more info on deleting clients.
Tick the "Walk In" checkbox if the client you're creating is considered a special Walk In client. Salon Swift will treat this client a little differently than the others in some reports if ticked.
Untick the Report Visible checkbox if you don't want to see the client's transactions or details in any reports.
These options allow you to stop clients getting marketing they don't want. Please note when you type in a client's email address, mobile phone number or postal address these tick boxes automatically tick. They do this as they assume you have requested permission from the client to send them marketing information. You can simply untick any of these tick boxes if the client informs you they don't want to receive marketing via any of these mediums (post, email or SMS).
Please also note that SMS Marketing and SMS Appointment Reminders have been separated as some clients love getting reminders but not marketing.
Custom Appointment Time Reminder
When sending an appointment reminder to client using the marketing tools you specify a time in the future to look for clients having a service and send them a reminder, such as send all clients with an appointment tomorrow as an reminder. This option allows you to customize the client with what time in the future the sms reminder tool should look ahead for appointments with this client. For example, one client might like their reminder to be sent a week in advance, so this option would be set to 1 week.
If you have permission to see this option you can edit a client's Account Balance here. Sometimes mistakes are made and this tool lets you set the account to what it should be.
You can put a client onto a specific Reward Package or Point Systems by choosing this dropdown box and selecting any Reward Package you have setup. Please click here for more information on settings up Points or Reward Packages.
For those businesses that require them you can enter an Emergency Contact into your client's records. Simply record their name and number here.
When done press the Save button.
After you're entered a client they will stay selected until you select another client. The idea being after adding a client you are probably wanting to do something with that client (eg, enter notes or take them through the POS).