5.0 Managing Clients and Histories
Manage your clients and client history files using
the client manager. The client manager can be found on the sales
module menu.
Sales Module Menu
Client Manager List Tab
Double click on a client in the list to
select the client and display their name above the tabs. Select
the address tab to enter or edit address information.
Click on the other tab to enter or edit
other information about the client.
Client Manager Address Tab
Client Manager Other Tab
Click on the save icon after entering
or editing any information on the address or other tabs. Note
that you can e-mail the client directly from the other tab. You
may also do this from the phone list viewer from the sales manager
reports menu or from the appointment module. Note the client
alert status flag for notice that there is important information
on the client in the client profile.
The client histories pull down tool is active for the
client currently selected, select a history to view or print.
The pull down list or buttons at the
bottom of the form accesses all of the other
client histories and records for the selected client. The tools
available are as follows:
more on new client
Click the Delete icon to mark the
client record for deletion. When you mark a client record all related
service history records, tan records and the client profile are also
marked for deletion. Deleted records do not show in lists or reports.
The records are not removed from the system and may be
restored. Reorganizing the file will remove the records
permanently.
Click the Restore icon to return the
client to active status.
more on service
histories
more on formulas
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Client tan history
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Client profile
more on profiles
more on service
histories
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Client spa history
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Client points history
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Client photos
more on photos
5.0.1 Client Searching
Client search dialogs are used for searching for
clients throughout the program where required. A typical dialog is
below.
Search Dialog
5.0.2
Entering a Client Profile
A client profile contains a
large amount of information about the client and his or her preferences.
One profile can be kept for each client. When the client is displayed in
the form click on the Client Profile icon in the tool bar. If a profile
is on file it will be displayed. If on is not then you may create one by
entering the data and clicking on save. Also click on save if you
are editing or changing the information. Information contained on the Alert
tab can be flagged in the client file for display on the appointment
screen to alert staff prior to undertaking the work.
Client
Profile Screen
Profile information may be printed by
clicking on the print button when the profile is being viewed. The
profile will also print in the client summary report.
Note:
If you want to print client lists for individual stylists you must enter
their staff code in the client profile under the Stylist Tab.
You may print a blank client
profile by clicking on the Print Blank Profile button when the profile
window is open.
5.0.3
Viewing/Adding Service Histories
You may view and manually enter
service history information from the Client Manager as well as from the
Sales Screen. With the client displayed in the client manager click on
the Client History icon or the Add New History icon on the tool bar. You
may print the history once it is displayed.
Client Service
History Screen
Add Service History Tool (manual)
5.0.4
Viewing/Editing Client Formulas
Each client may have a formula.
Formulas are normally edited to maintain the most recent available. Each
time you enter or save it the date will be updated. You may copy
formulas to the client service history for historical purposes.
Client Formula Tool
5.0.5
Client Photographs
Client photos may be
accessed where ever you see the camera icon. The help dialog
outlines the manner in which to save the photos. The naming
convention is as follows, have your camera save in jpg format.
Before Picture Client
Number b.jpg
After Picture Client Number a.jpg
For client
number 1
1b.jpg
1a.jpg
5.0.6 Adding/Editing
New Clients
Adding new clients may be done from many
areas of the program. The tool used is always the same as shown
below.
New Client Tool
You may edit client information using
the Client Manager or from different areas of the program using the
client edit tool.
Client Edit Tool
5.0.7 Client Referrals
You may record the client who has
referred this client to you. Later in the Current Reports
section you can view or print a list of the clients referred by any
other client. This is useful in providing incentives for
referrals. Click on the referral button in Client Manager.
Referral Tool
5.0.8 Other Client Tools
The client tools shown below can be
accessed from the Client manager tools menu.
Client Manager Tools Menu
Client files are more useful when
they are in alphabetical order. After adding new clients sort
the file to move the new clients into position from the end of the
file.
After deleting clients from the
system this tool will remove them from the database. All
history records will be removed as well.
This tool allows you to edit or
delete the client service histories.
Edit Client History Tool
See more on
managing tanning programs.
See more on managing
spa programs.
Client Mailing Label Tool
This is used to export your client
name and address file to another program.
Export Tool
See more on managing
the loyalty and incentive programs.
After a few years the number of service
records will become very large and you may wish to delete some of the
records. You may individually delete service histories using the history
edit tool or do a mass deletion using this menu selection. If there is no advantage to deleting the
older client histories the system will advise you. Select the date
for deletion. All histories older than that date will be
deleted.
This tool will reverse the deletions
you may have made above. The records can be restored as long
as you have not removed them using the reorganize tool.
5.0.9 Client Reports Menu
This reports menu access the current
year reports for access to the client section of that report
set. As well the phone list viewer can be accessed. This
tool can be found in the tools menu of both the Sales manager and the
Appointment manager.
Client Phone List Viewer
Printing of telephone number
lists from this viewer can be disabled by checking Turn Off
Telephone List Printing on the Security Tab in Preferences. This
feature is provided if you do not wish your staff to print client
telephone lists as this list can be accessed outside of password
protected areas of the system.
Client view section of the current
reports menu.
Client
Reports Menu
Reports available are:
Provides a list of all your clients
with addresses and telephone numbers. This report may be selected
for all clients or for each of the stylists if you have set up
profiles for each of your clients.
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Telephone lists
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Birthday lists
Provides a list of clients, their
addresses and telephone numbers who have birthdays on days which you
can select. If you mail out special promotions or invitations to
your clients on their birthdays, this report will locate them in
advance for you. Select the dates for the report using the
date dialog.
Provides a list of new clients with first visits after the date you
specify.
Provides a list of clients who are specified as tanning clients.
Provides a list of clients, with telephone numbers, for clients who have
not been into the shop for some time. You may select any date you wish.
This report is useful for locating clients who for some reason have not
come back, you can then follow up to encourage them to return.
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Client referrals
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Salon Client Statistics
Provides a list of your clients and the number of service history
records, formula records and if a profile exists for the client.
5.0.10 Client E-Mail
To use e-mail you must be
using Microsoft Windows 98SE or better and have an e-mail provider and
an always on internet connection. Enable client e-mailing in
preferences. Set up either Microsoft Outlook or Microsoft Outlook
Express to send and receive e-mail from your account. Click on the
e-mail button and an email will open with the client address
entered. Type your subject and message and click send. Client
e-mail is available from the client manager screen, the client
telephone list or the appointment detail screen.
5.0.11 Client Barcodes
Salon & Spa uses the 3 of 9
barcode format to print client barcode strips. 3 of 9 codes can be
alpha-numeric and up to 14 characters long. Note that scanners
must know the length of a barcode. We suggest that the lengths be
set similar to the product codes that you are using. In
Preferences you may select 10, 12 or 14 character codes. You can
then use the barcodes to search for clients in the system by scanning in
their card.
Client
Barcode Printer
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