Contacts · How-to
Work with a client’s card
Read a client’s history, log notes and calls, and keep their details, files and tasks up to date from one screen.
Open the card
Click a client in Contacts. The wide column is “Activity”; the column beside it starts with “Details” and continues with the cards your workspace uses. On a phone they follow one another.
Log a note, call, email or meeting
Type in the box at the top of “Activity”, choose “Note”, “Call”, “Email” or “Meeting”, and press “Log activity”. Entries show newest first with who wrote them; “Load older activity” brings up earlier ones. Logging an email or a call records that it happened; it does not send anything. The box is there for roles that may edit clients.
Change their details
Press “Edit” to change the name, phone, email, birthday, owner, language, contraindications or your workspace’s own fields, then press “Save changes”. Your own fields show in “Details” once they are filled.
The birthday shows in “Details” after “Job title”. When “from the client’s Setvos profile” follows it, the client added it in their own Setvos profile and it replaced what your team had typed; if you change it here, that label goes.
Keep files and measurements
Under “Files”, press “Upload” to attach a document or a photo. The buttons beside a file download it or delete it; deleting asks first, because the file is removed for good. Uploading and deleting need a role that may edit clients. Under “Measurements”, press “Add”, name the “Metric”, such as weight, and fill in the “Value” and “Unit”; the card draws how it changes over time. Each series lists its latest four entries, “Show all” lists the rest, and the bin beside an entry deletes one typed by mistake. A measurement can also be a pet’s or a child’s: pick them under “For whom”, and their series stays separate from the client’s.
Read the other cards
Depending on what your workspace uses, the column also shows:
- “Tasks”: open tasks about this client; the + button adds one already linked to them
- “Loyalty”: their points and lifetime spend, with “Adjust points”
- “Cards on file” and “Consent”: saved cards for no-show protection, and the forms the client has signed, with “Record consent” for a form signed at the desk
- “Courses & recalls”: how far they are through a course of sessions
- “AI brief”: press “Summarise” for three sentences from their history, when AI is switched on for your workspace
- “Children”, “Pets” or “Vehicles”: the children, pets or cars the client books for, once one of your services is booked for them
Find the rest at the top
“Tags” and “Edit” sit beside the client’s name for roles that may edit clients. “Block”, “Export their data”, “Erase personal data” and “Delete” are next to them; on a phone they are under the ⋯ button. Which of these you see depends on your role.
Common questions
- Who can read the notes on a card?
Everyone whose role lets them open this client. There are no private notes on a card, so write as if a colleague at the desk will read it next.
- Where are the client’s appointments and invoices?
Not on the card. Search Invoicing by the client’s name for their invoices, or use “Export their data” to get their appointments and invoices in one file.
- Why does a link to a client say “Contact not found”?
The client was merged into another card, was deleted, or is outside what your role lets you see. A merged client’s history is on the card that was kept, so search for them by name.
- What does a client’s record show on the phone?
Tiles at the top: Call, Text, Telegram, Email, Book and New deal. Text is missing for a client who asked not to be texted or is blocked. Telegram shows only when your salon’s own bot reaches the client: it opens their latest conversation there, or a new Telegram message. Below are the sections your role and modules allow: Details, Visits (coming up, then earlier ones with “Load older”), Activity, AI summary when AI is on, Loyalty, Cards on file, Consents, Files, Measurements, “Courses & recalls” and Tasks. On an iPad the sections sit in two columns.
- What can I do from a client’s record on the phone?
Log a note, a call, an email or a meeting under Activity; Summarise uses one AI credit. Under Files, take a photo or choose one from your photos or Files. “Add a card” opens the payment gateway’s page, and the card shows once the gateway confirms it. “Record consent” shows the form’s full text; the client types their full name, then “Agree and sign”. Under Measurements, “Add a reading”, or remove one reading while the rest of the series stays. “Adjust points” is under Loyalty. ⋯ has Edit, Tags, “Share contact card”, “Export their data” and Delete.
Read next
Tag clients and filter by tag
Mark the clients you treat differently, such as VIP, allergy or do not call, and find them again in one click.
Export or erase a client’s personal data
Answer a client who asks what you hold about them or asks you to forget them, and know how erasing differs from deleting.
Link a task to a client, deal or any other record
Point a task at the records it is about, so anyone reading it knows what it means and can open them in one click.
See, adjust and spend a client’s points
Check a client’s balance and tier, add or remove points by hand, and let them pay with points at the till.
Ask clients to agree to a consent form
Write the forms clients agree to before a service, such as a patch test or a health questionnaire, attach them to services, and record a form signed at the desk.
Switch AI features on or off
AI features stay off until an owner or admin turns them on. Here is what they do, what leaves your workspace, and how credits work.
More in Contacts
- Contacts: your clients and the companies they work for
- Find a client in the list
- Add a client by hand
- Keep a client’s children, pets and vehicles
- Merge duplicate clients
- Block a client from booking online
- Import or export your client list
- Keep a record for each company you work with
- Work with a company, merge or delete one
- Contacts: questions people ask
Open in Setvos
Signed in? This article is also in the Help menu of the app.
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