Your client base: how clients get in and how to find them

A client appears in your base automatically after booking online, or when you add them by hand. You can search by name, phone or email and filter by status and source.

Who sees what: the owner, “Full access” and “Manager” — the whole base; a “Master” — only their own clients, finding other salon clients by their full phone number. A “Viewer” has no “Clients” section.

Where clients come from

• Online booking: the client appears automatically with the source “Website”. If a client with the same number is already in the base, the booking is linked to them — however the number was typed: “+380 50 000 00 00” or “050 000 00 00”.
• By hand: “Add Client” in the “Clients” section, or in the new booking form in the calendar.

How to do it

Add a client

1. Open CRM → “Clients” and click “Add Client”.
2. Fill in “First name” and “Phone number” — they are required. Everything else is optional: last name, email, source, assigned staff, tags, status, social media, notes.
3. Click “Save”.

On a phone: “Add” at the bottom of the screen → “Client”.

Find a client

• The search in “Clients” looks through names, phone numbers and emails; upper or lower case doesn’t matter.
• “Filters”: “Status” (“Active”, “VIP”, “Inactive”) and “Source” (“Website”, “Facebook”, “Instagram”, “TikTok”, “Google”, “Referral”, “Phone call”, “Walk-in”).
• “Sort”: “Last visit”, “Name: A → Z”, “Total spent”, “Date added”.
• “Card” and “List” views.

The CRM calculates “Spent”, “Visits”, “Last Visit” and “Next Booking” from the bookings itself. Archived clients aren’t in the list — the “Archive” toggle shows them (see Removing a client: archive instead of delete).

One number, one card

You can’t create a second card with the same number — neither in “Clients” nor in the booking form. Numbers are compared ignoring spaces and the country code. The CRM doesn’t merge two cards of one person with different numbers: keep one as the main card and move the other to the archive — its bookings and payments stay.

If something goes wrong

“A client with this phone number already exists.”

The base already has a client with this number. In the new booking form there’s a “Book this client” button next to the message — choose the existing card. In “Clients”, search for that client by the number: a full number finds archived clients too.

“Enter the client’s first name.” or “Enter a phone number.”

The name and the phone number are required. Other hints in the form: “Check the email address.” — the email has a typo; “Up to … tags.” — too many tags; “Fix the highlighted fields and save again.” — fix the fields marked in red.

“No clients found”

“Nothing matches the current search and filters.” Click “Reset filters” or change the search. If the client is still missing, they may be archived — turn on “Archive” or search by the full phone number.

I can’t see a client my colleague added

If your level is “Master”, you see only your own clients. You’ll find another salon client by their full phone number: “A salon client — becomes yours once booked”.

“Could not load clients.”

Or “Could not refresh the list. What you see may be out of date.” Check your internet and click “Try again”. If that doesn’t help, write to us. Write any time — we reply during working hours.

Related articles

• Client card: bookings, history and notes
• Removing a client: archive instead of delete
• Exporting your client base
• Importing clients from another app or a spreadsheet
• Leads: requests from your page, board and archive
• Staff access levels in the CRM