Client Cards

Client Cards



Inspire has multiple ways to add a client to your client list. You may add a new client while you are booking an appointment, checking out, or from the Clients icon in the menu.
 

Add a Client from Appointment Book

  1. Select a time on the APPOINTMENTS calendar, or an option for
    1. FIND APPT
    2. STANDING or
    3. WAITING LIST
  2. A client search window will appear
  3. Click the (+) to add a new client’s basic information
 

Create a New Client Card

  1. Select CLIENTS
  2. Click the (+) button to display a blank Quick Add client card page or the Full Client Card
  3. Complete the required fields
Save changes made to the client record.
Cancel the changes made to the client record.
Delete the client record, which is only allowed when the client has no Appointments or Tickets.
Save and Book saves the client record and immediately goes to the booking screen.
 

Search For A Client Card

  1. Select CLIENTS
    1. Enter text to search for a client by First Name, Last Name, Phone, or Email.
  2. Results will automatically appear
  3. Select a Client to show the Full Client Card
 

Client Info Tab

Client Contact Info the client First Name, Last Name, Address, etc.

Primary Phone is tradtionally a home phone or alternative to a mobile phone.

Mobile Phone is the mobile aka cell phone number to send text aka SMS messages to for appointment notifications, reminders, tec.

SMS Checkbox is a checkbox to show the client gave permission for you to send them text messages. 

Primary Email is the email we will use for the online booking login and default for sending marketing and appointment messages.

Secondary Email is another email you can opt in to receive marketing emails and appointment messages.

Client Notes are to keep notes about the client specifically, like their preferred beverage, familie's names, upcoming events, etc. Our experts recommend putting things like color formulas or specifics in the Service notes area so they can be attached to a date & time. 

Emergency Contact Info is only referenced here. 

Responsible Party references if a different client is “responsible” for this client, as in the case where a mother is responsible for a daughter.
LOOKUP allows searching for and selecting the responsible client. 
 

Client Profile Tab

Gender includes a drop down to choose from Male, Female or Non-Binary.

Client Flag (icon) allows you to identify clients such as “VIP”, “Friends & Family”, etc. Client Flags are managed under SETUP > SETUP CLIENT PREFERENCES. 

Birthdate is a field where you can enter the client's birthdate.

Occupation (icon) provides the opportunity to track client professions.

Referred By shows the person who recommended the business.

Referred lists the people this client has referred.  

Marketing, Notifications and Reminders are enabled with a checkbox. Checking “Opt Out” disables all options for a given grouping.
 

Appointments Tab

Booking Restrictions allow for either ALERT ONLY or DO NOT BOOK. With either type, you will be alerted on the booking screen when attempting to book an appointment. 
  1. ALERT ONLY allows appointments to be scheduled.  
  2. DO NOT BOOK prevents appointments from being scheduled.  
  3. WRITE NOTE displays a custom message on the booking screen with each alert message.

PIN is a 4 digit Personal Identification Number assigned to clients for Online Services login, it can be edited.

Preferred Duration: Checking the box will adjust the time preference for all future appointments, when the same Client, Worker and Service are selected. Unchecking the box disables the preference.

Preferred Price: Checking the box will set a price for this worker service combination to override the setup price. 
 

Services, Products, Classes & Tickets Tab

Click the related tab to see a list of Services, Products or Classes with notes. Additionally, you can click Tickets tab to see all tickets including gift, package or deposit tickets. 
 

Accounts Tab

Rewards will show the reward points and option to add reward points by entering a value in the Adjust Points field.

Memberships will show all active memberships with an option to update the token on file (credit card) used to process the memberships.

Packages will show purchased packages, remaining sessions and expiration details. 

Account Balance will show any times the Account Charge, Deposit, Prepayment or Received on Account options were applied to a ticket for the client. 

Store Credit Card Token is the ability to save encrypted credit card information for future charges. The system will perform a monthly batch job to check for expired credit card tokens and clear the Token Present checkbox. The business owner will be sent a monthly email with the expired card details for the client name, expiration and card type.

To add multiple cards on file, click Add Token or to remove click Remove Token. 
 
Alert
Note: You must be processing credit cards electronically within Inspire in order to store a credit card token.


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