Documentation/Customer Management

Customer Management

Manage customer profiles, track booking history, view statistics, handle notification preferences, and export customer data.

Customer List

The customer list displays all your customers in a paginated, searchable view. You can quickly find customers and access their profiles to view details or make updates.

Searching Customers

Use the search bar to filter customers by any of the following fields:

First name
Last name
Email address
Phone number
Notes content

The search supports partial matching, so typing part of a name or email will show all matching results. Results are automatically sorted alphabetically by last name, then first name.

Adding New Customers

Click the add button (+) to manually create a new customer. You'll need to provide at least a first name. Email and phone are optional but recommended for sending notifications.

Customers are automatically created when they make a booking through your online booking page, so you typically don't need to add them manually.

Customer Profiles

Each customer profile stores comprehensive information to help you provide personalized service.

Contact Information

The following contact details are stored for each customer:

First Name — Required field for identifying the customer
Last Name — Optional but recommended
Email — Used for booking confirmations, reminders, and marketing communications
Phone — Used for SMS notifications and direct contact

Personal Details

Additional personal information can be recorded:

Birthday — Useful for sending birthday promotions or remembering special occasions
Gender — Can be set to male or female

Email Validation

Receptioner automatically corrects common email typos when customers are created. This helps ensure your notifications reach customers even if they accidentally mistype their email address.

Common typos like "gmail.con" or "hotmal.com" are automatically corrected to the proper domain.

Customer Statistics

The customer overview displays key statistics to help you understand each customer's relationship with your business.

Available Statistics

Visits — Total number of bookings the customer has made
Spent — Total amount the customer has spent at your business
Customer Since — The date when the customer first joined
No-shows — Number of bookings the customer has missed without cancelling

Use the no-shows count to identify customers who may need reminder calls or stricter booking policies.

Booking History

View a complete history of all bookings a customer has made with your business. The booking history shows past appointments, helping you understand customer preferences and service patterns.

Access the booking history by clicking "Check History" in the customer profile. This opens a modal displaying all bookings associated with the customer.

Use booking history to identify patterns and offer personalized service recommendations based on the customer's previous appointments.

Notes

Add private notes to customer profiles to remember important details about each customer. Notes are only visible to staff members and are not shared with customers.

Common uses for customer notes include:

Service preferences (e.g., "Prefers firm pressure massage")
Allergies or sensitivities
Special requests or requirements
Communication preferences
Important dates or occasions

Notes are searchable from the customer list, making it easy to find customers based on specific preferences or requirements you've recorded.

Notification Subscriptions

Manage which types of notifications each customer receives. Customers are automatically subscribed to relevant notifications when they're created, based on the contact information they provide.

Subscription Types

There are six notification subscription types, divided into email and SMS categories:

Booking Notifications

Booking Email Notifications — Confirmation emails, reminders, and booking updates
Booking SMS Notifications — Text message reminders and booking confirmations

Marketing Notifications

Marketing Email Notifications — Promotional emails and special offers
Marketing SMS Notifications — Promotional text messages

Review Requests

Review Request Email — Email requests to leave a review after appointments
Review Request SMS — Text message requests to leave a review

Managing Subscriptions

Staff can unsubscribe customers from any notification type through the customer profile. Click "Check Subscriptions" to view and manage the customer's notification preferences.

Important

Staff can only unsubscribe customers from notifications. To re-subscribe, the customer must do so themselves through the unsubscribe link in their emails, which provides an option to manage their preferences.

Form Submissions

View all forms that a customer has submitted, such as intake forms, health questionnaires, or consent forms. This provides quick access to important customer information collected through your custom forms.

Access form submissions by clicking "Check Forms" in the customer profile. This displays all submitted forms associated with the customer.

Form submissions are linked to customers automatically when they complete forms during the booking process or via direct form links.

Walk-in Customers

Receptioner supports walk-in customers for appointments that are booked on the spot without prior customer information. Walk-in customers are handled differently from regular customers.

Walk-in Customer Features

Walk-in customers are displayed with a special "Walk-in" label instead of a name
Personal details like birthday and gender are not shown for walk-in customers
Subscription management is not available for walk-in customers
Walk-in customer profiles cannot be edited

If a walk-in customer wants to receive notifications for future bookings, create a new booking with their actual contact information to establish a proper customer profile.

CSV Export

Export your entire customer list to a CSV file for backup, analysis, or import into other systems. The export includes all customer data and can be opened in spreadsheet applications like Microsoft Excel or Google Sheets.

To export customers, click the download button in the customer list. The file will be named with a timestamp for easy identification (e.g., "customers_export_2024-01-15.csv").

The export button is only available when you have customers in your list. If no customers exist, the button will be disabled.