Customers

How to find a customer#

Anyone who books online is added to the list automatically. You can also add or import customers yourself.

1. Open Customers in the menu.
2. The list shows Name, Phone, Email, Appointments and Last appointment.
3. Click the name or Open to see the customer card.
4. The card shows Appointments, Revenue (planned/completed), Customer since and the Appointment history.
5. All customers takes you back to the list.

In the web admin, the list shows the 300 most recently created profiles. In the app you can search the list.

How to add a customer#

1. Open Customers in the menu.
2. Click Add customer at the top.
3. Fill in Name, e.g. Anna Keller.
4. Enter Phone or Email – at least one, e.g. anna@example.com.
5. Optional: add preferences or allergies under Note (optional).
6. Click Add. The new customer card opens.

If the email address or phone number already exists, no second card is created. Click Open existing card instead.

How to save notes about a customer#

1. Open Customers in the menu, then the customer card.
2. In Notes, write e.g. preferences, allergies or remarks about the last visit.
3. Click Save note. Saved appears briefly.

Notes are only visible in the admin, never to the customer.

How to import customers or appointments from a CSV file#

Handy when you move over from another booking system or from Excel.

1. Open Customers in the menu and click CSV import at the top.
2. Under 1. What would you like to import?, choose Customers or Appointments.
3. If needed, click Download template to see the expected columns.
4. Under 2. Choose CSV file, click Choose file and select your file.
5. Check under 3. Preview what will be created, filled in or skipped, and which rows have errors.
6. Click Import. Import complete appears afterwards.

Existing details are never overwritten, only empty fields are filled in. For appointments, services and staff must already exist with the same name. No messages are sent during the import. At most 2 MB and 5000 rows per file.

How to handle a data access or deletion request#

If someone asks for access to their data or for it to be deleted, find them by email address or phone number. This is available in every plan.

1. Open Settings in the menu and scroll all the way down to the Data protection requests card.
2. Enter the person's full email address or phone number and click Search.
3. For an access request, click Export data. You get a file with all stored details that you can send to the person.
4. For a deletion, click Delete person and confirm with Delete permanently.

Deleting means anonymising: name, contact details, notes and reviews are removed permanently. Appointments and receipts stay anonymous for revenue and bookkeeping. If the person still has upcoming appointments, cancel them first. With customer profiles, Export data and Delete person are also right on the customer card.

How old customer data is deleted automatically#

People whose last appointment is older than the retention period you set are anonymised automatically every night. This also applies to people without appointments who were created before the start of that period. At most 200 people are anonymised per night; any others follow in the next nights.

1. Open Settings in the menu, then the Privacy section.
2. Under Keep booking data, choose 12, 24 or 36 months after the last appointment.
3. Click Save.

Accounting records are kept for 10 years as required by law.