Clients

A client record holds a name and, when provided, email and phone details. Appointments reference that client. The Property Manager can therefore find a returning client’s visits without relying on a name typed into every booking. The client number gives the desk another way to distinguish people who share a name. Before making a new appointment, the team should look for an existing client and check that the contact details are still useful.

The client record is intentionally simple. The operational history lives in linked appointments, treatment bookings, charges and payments. A front desk team member who needs to understand an upcoming visit should open the appointment and its related work, while the directory helps locate the right person. If a client changes their phone number, update the client record rather than creating a new identity just to hold the new number.

• Identify. The Property Manager selects or creates the client before recording an appointment.
• Contact. The team keeps the client’s email and phone current for visit coordination.
• Follow through. The appointment links the person to treatment work, charges and receipts.

The directory supports the point where a client calls about a reservation. Find the client by name or client number, then move to the related appointment to discuss the requested time, station and service. The same path helps the Finance Officer check which visit a received payment belongs to. Contact information should not be used as a substitute for the appointment link when identifying a charge.

Agree who may add and correct client details. The configured Property Manager manages Clients; the Front Desk Agent and Finance Officer can view them. Decide which contact method the studio uses for ordinary booking communication and how the desk verifies a correction to a client’s details. Keep that practice distinct from any external messaging service the studio may connect later.

Decide how duplicate client records are handled before importing existing customer lists. A name alone is not a safe match. The team can compare the client number, contact details and known appointment history before correcting a duplicate. Record a clear owner for that cleanup so future treatment and payment records continue to point to the intended client.

A returning client calls for another visit but gives a new phone number. Find the existing client record, confirm it is the same person using the contact details and prior appointment, and update the number. Create the new appointment with that client selected. When the Front Desk Agent adds a nail treatment booking, check that its appointment still leads to the same client. If a payment is recorded later, the Finance Officer should use the reservation link to identify the visit rather than inferring it from the caller’s name.

• Client Directory — Locate a client and review the contact details used for booking coordination.
• Appointment Schedule — See the client’s planned visit in its station and time window.

See appointment handling for the client-to-visit handoff and final account review for the linked payment record.