Contacts · Overview
Contacts: your clients and the companies they work for
Keep one card per client with their history, notes, tags and files, find anyone in seconds, and keep the list free of duplicates.
The client list
Contacts lists the clients your role lets you see, newest first. Search by name, phone, email or company, narrow the list by a tag or by one of your own fields, and page through it. Clients arrive here from “New contact”, from an import, and from bookings made on your booking page.
A client’s card
Open a client to see their card. The wide column is “Activity”, a timeline of the notes, calls, emails and meetings your team logs. Beside it, “Details” holds their phone, email, language, owner, anything to watch for and your workspace’s own fields, followed by the cards your workspace uses: tasks, files, measurements, and, when those modules are on, loyalty points, saved cards and signed consent forms.
Companies
If you work with businesses, Contacts › Companies keeps one record per company, with everyone you know there and their open deals. A new client whose email is on a company’s own domain is filed under that company for you.
Keeping the list clean
“Find duplicates” groups clients who share a phone number or an email so you can merge each group into one card. Block a client who should not book online, and use “Erase personal data” when someone asks you to forget them.
Who sees which clients
Your role decides. A role set to “All records” sees every client; “Own team” sees the clients whose “Owner” is you or someone in your teams, and “Own only” just yours. A client you add or import is yours unless you choose another owner. A client who books online or leaves their details on your website starts with no owner, so only roles that see all records see them until someone gives them one. An owner or admin sets roles in Settings › Roles & permissions.
Where to start
Bring your existing clients in with “Import”, or add a few by hand with “New contact”. A first name is enough to create a client; add a phone and an email as soon as you have them, because they are what duplicates are found by.
Read next
Add a client by hand
Create a client record with “New contact”, choose who looks after them, and know which details matter and why.
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.
Merge duplicate clients
Find clients who were entered more than once, choose the card to keep, and fold the others into it with their bookings, invoices, points, files and history.
Keep a record for each company you work with
Group the people you deal with under their company, see each company’s open deals, and let new clients file themselves by their email domain.
Import clients, services or other records from a file
Bring your list over from Altegio, YCLIENTS, EasyWeek, Appointer, Fresha or a spreadsheet. You see what the file would do before anything is saved.
Set up roles and permissions
Use the four ready-made roles or build your own: choose what each role may do in every module and whose records it sees.
More in Contacts
Open in Setvos
Signed in? This article is also in the Help menu of the app.
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