Contacts · How-to
Add a client by hand
Create a client record with “New contact”, choose who looks after them, and know which details matter and why.
Open the form
On Contacts, press “New contact”. If the button is not there, your role does not allow creating clients.
Fill in the name
“First name” is the only field you must fill, unless your workspace has made one of its own fields required. A “Last name” helps you tell two clients with the same first name apart.
Add a phone and an email
A phone number and an email are what “Find duplicates” compares, and an email lets you send invoices and messages. An email on a company’s own domain also files the client under that company; if you type a “Company” and no company uses that domain yet, a company is created for that domain.
Add their birthday
“Birthday” takes a “Day” and a “Month”; leave “Year (optional)” empty if you do not know it. When the “Birthday” automatic message is switched on, it goes out on that day, in your workspace’s time zone.
Choose who looks after them
“Owner” is the colleague responsible for this client, and it starts on you. The list holds the people your role lets you give a client to: everyone with “All records”, the people in your teams with “Own team”. When your role only lets you keep clients yourself, the field is not shown and every client you add is yours.
Note their language and anything to watch for
“Client's language” is the language they book in: the payment page they see opens in it, while your own messages go out in your workspace’s language. “Contraindications” is for allergies, medication or anything to flag before a service; it shows on the card and when you book an appointment for them.
Fill in your own fields
Fields your workspace has added appear at the bottom of the form. An owner or admin manages them in Settings › Fields.
Save
Press “Create contact”. The client’s card opens, ready for a note, a tag or a task.
Common questions
- Do I have to add every client by hand?
No. A client who books on your booking page gets a card, or is matched to the one they already have, and you can bring a whole list in at once with an import.
- Why can a colleague not see a client I added?
The client is yours, and your colleague’s role sees only the clients whose owner is them or someone in their teams. Choose them as the “Owner” if your role lets you, or ask an owner or admin to widen their role in Settings › Roles & permissions.
- How do I add a client on the phone?
In the Clients tab, press +. Enter the first name, then whatever you have: last name, phone with its country, email, company, job title, the client’s language, the owner (you, unless you choose someone else), source, tags, contraindications, the birthday as a day and a month with an optional year, and your custom fields under “More fields”. If the server refuses a field, the reason shows under it. Adding a client needs a connection.
Read next
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.
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 or export your client list
Bring a CSV file of clients in from the client list, see exactly what will happen before anything is saved, and download your list as a spreadsheet.
Add your own fields to contacts, companies and deals
Add the details Setvos does not ask for by default — a car registration, an allergy, a contract number — fill them in on contacts, companies and deals, and filter lists by them.
Book an appointment for a client
Book a visit from the desk: pick the client, the services, the person and a free time, and Setvos sends the client a confirmation.
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
- Contacts: your clients and the companies they work for
- Find a client in the list
- Keep a client’s children, pets and vehicles
- Tag clients and filter by tag
- Merge duplicate clients
- Block a client from booking online
- Export or erase a client’s personal data
- 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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