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Client Management 

The Client search mechanism has been given a face-lift as well as some key enhancements for multi-location businesses.  

Client Search Results List enhancements 

Clients can now be found more quickly and easily using an improved search mechanism: 

  • The Client List will only be populated after you search for a client. 
  • You can immediately search by name, phone or email directly within the search box: 
  • Search by first or last name by typing a minimum of 3 characters. 
  • Refer to your filter options to determine whether you should type the first or last name first.  
  • To keep search results relevant, it will only search from the beginning of the name. For example, searching “ann” will return Anna, Ann, Ann, Ann-Marie, but no Joanna or Hannah. If you come across misspellings regularly, we recommend searching by phone (see below). 
  • Search by phone number by typing at least the first 5 digits. This is fast becoming the preferred search method. 
  • Any automatic phone formatting settings are respected, and formatting characters are stripped for simple and effective searching. If the format is xxx-xxx-xxxx, you do not have to type the “-”, so searching for 555123 returns the same results as searching for 555-123. 
  • Search criteria will automatically be identified as being an email once the @ character is typed in. Before a @ is typed in, it will only search name fields. 
  • Search by barcode or member number by clicking the button and scanning or typing the number and clicking ’Done’. 
  • Use the filter button to access other search options, such as searching inactive clients, or whether to search clients using First then Last name, or Last then First name.  
  • Client email addresses now appear directly within the search results list, to further help you identify the correct client. 
  • The # clients have been moved out of the list and into more appropriate functional areas: 
    • #BUSINESS – this can be accessed via the Point of Sale drop down list instead 
    • #EXPENSE – this can be accessed via the Point of Sale drop down list instead 
    • #GROUP – this can be accessed via the Point of Sale drop down list instead 
    • #WALK IN – this can be achieved by clicking the “Quick Check-in" button instead 
    • #CLASS – use the ‘Schedule a Class’ button instead  
  • Changes when booking tasks or classes: 
    • ‘Schedule a Task’ and ‘Schedule a Class’ options have been moved out of the Client List. These are still easily accessible within the flow of blocking out time slots but are now away from the primary client list and appear as buttons at the top right of the Client screen. 

 

Client Dashboard enhancements 

The Client Dashboard has had some visual enhancements, including: 

  • The selected client’s name appears at the top left of the dashboard. 
  • The selected client’s card and history can be accessed via the ‘Client Profile’ and ‘Client History’ buttons at the top of the dashboard. 
  • Important information about the selected client will be highlighted as icons at the top right of the dashboard: 
  •   Alert – indicates if an alert message has been entered. The alert message will appear in red within the dashboard. 
  •  No Show – indicates if the client has not shown for an appointment in the past. 
  •  Birthday – indicates if the client’s birthday is around this time. The day and month of birth will appear also. 
  •  Member – indicates the client is a member of a loyalty program. 

 

Require phone or email for new client records 

A new setting has been added to the New Client layout setup screen, “Must have at least one contact method”.  

With the setting ON, whenever a new client record is being added (via Fusion, Cloud or Online Booking) a phone and/or email must be entered before the client record can be created.  

 

Global Client Search improvements 

(This section applies to multi-location businesses only) 

The Client Search and Global Client Search screens have been combined. You may search for a client who has visited from another location in the same way as you search for a client who has visited your location. 

  • Clients who have visited other locations can be seen directly in the search results list when searching by phone or email. 
  • When searching by name, it will default to a local database search. Click the “Search other locations” button to search other locations if you cannot find the client you are looking for. 
  • ‘Global clients’ will be identified by a network icon appearing at the top right of their dashboard.  
  • Click on a global client in the list to see their basic details on the dashboard, including which location they last visited and when. 
  • Click on “Client Profile” or “Client History” buttons to view more information about a global client, if needed. Once you do that, the client’s profile card will be quickly accessible within your local database. 

Please note, if your system is temporarily offline, you will not be able to search for clients who have visited other locations, unless their details are already in your local database. A warning message will appear at the bottom of the results list stating “Limited to local searches only”. 

 

Client purchases and visit notes from other locations 

(This section applies to multi-location businesses only) 

A client’s historical transactions and notes from other locations can be seen amongst those from your own location by setting the “Include history from other sites” checkbox ON in the client’s History screen. Visits to other locations are easily identifiable with the icon showing beside the location’s name. 

 

Prevention of duplicate client entry across locations 

(This section applies to multi-location businesses only)  

New checks have been put in place to prevent duplicate clients from being added and to keep the database clean and efficient. When an operator enters a new client’s details, Shortcuts will now check across the entire company to determine if that same client has already visited another location. This will check for the same phone and/or email address, along with the same first letter of the client’s first name (to cater for misspellings). 

If no matches are found, the new client is added.  

If similar clients are found, the user will be presented with any similar matches, where they can choose to: 

  • Keep the existing client – ignore the suggested matches and continue to add the new client 
  • Choose one of the matching clients from the list to continue through the desired process 
  • Ask later – ignore the prompt and add the new client, with the intention of verifying with the client later. 

Please note, if your system is temporarily offline, the duplicate check can only be performed against your local database only. The “Merge” feature can be used to locate and rectify any lingering duplicates within your local database.