Contacts · Questions
Contacts: questions people ask
Short answers about who sees which clients, owners, duplicates, deleting and erasing, and where clients come from.
Common questions
- Why can a colleague not see a client I can see?
Their role covers fewer records. With “Own team” a role sees only the clients owned by someone in its holder’s teams, with “Own only” only the holder’s own, and a client who booked online starts with no owner. Give the client an owner your colleague can see, or an owner or admin can widen the role in Settings › Roles & permissions.
- How do I hand a client over to a colleague?
Open their card, press “Edit” and choose the colleague in “Owner”. The list holds only the people your role lets you give clients to. When your role only lets you keep clients yourself, there is no “Owner” field; ask an owner or admin to make the change.
- Does a client who books online get a card?
Yes. A booking on your booking page adds the client to Contacts, or matches them to their existing card, and “Source” on the card says where they came from.
- What is the difference between blocking, erasing and deleting?
Blocking keeps everything and only stops online booking. Erasing removes the person’s details for good but keeps their appointments and invoices on an anonymous record. Deleting removes the card, its timeline and its files entirely, and is refused for a client on an invoice or an order.
- Will importing my spreadsheet create duplicates?
No. Rows whose phone or email is already on a client are skipped. To merge cards that are already duplicated, use “Find duplicates”.
- Where do I add fields of our own, such as a car number?
An owner or admin adds them in Settings › Fields. They then appear in the client form, in “Details” on the card once filled, and, for choices, yes-or-no, numbers, amounts and dates, as filters on the list.
- Where do I keep a client’s birthday?
In the built-in “Birthday” field, in “New contact” or under “Edit” on their card: the day and month, and the year if you know it. It needs no field of your own, and the “Birthday” automatic message reads only this field. A client can also add their birthday in their own Setvos profile: it is copied to their card if they booked with you under a confirmed email or a phone confirmed by a code, and it replaces what you typed.
- Can I delete many clients at once?
Yes. Tick the boxes on the rows and press “Delete” in the bar that appears. Setvos asks first and has you type how many you are deleting. Clients on an invoice or an order are kept, and the message says why.
- Can undoing an import take a client’s visits with it?
No. A client the import created who has a visit since — imported or booked — stays, as does one on an invoice or an order, and the message after the undo says how many stayed. Only the note the import brought is taken back.
Read next
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.
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.
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.
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.
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.
More in Contacts
Open in Setvos
Signed in? This article is also in the Help menu of the app.
Still stuck?
Tell us what you were trying to do — we answer in chat, in six languages. Write to us
Move your bookings off paper, WhatsApp and three spreadsheets.
Bring your clients, services and past visits in from a spreadsheet or your old system’s export, with a preview before anything is written — and help in chat, in six languages, whenever you want it. Most studios are live the same day.