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3.1 ADDING, EDITING AND DELETING CLIENTS
SELECT FROM THE MENU
BAR CLIENTS THEN ADD / MODIFY / DELETE CLIENTS.
You can also access the
Clients screen by selecting the Clients button on the
main switchboard, the button is found on the top row of the buttons on
the main ADVANTAGE Salon Software
and Spa Software screen.
Please note that you do not have to
enter all your clients to start using the ADVANTAGE Salon Software
and Spa Software. You can
add clients as you go. There are short cut buttons in certain screens
like the point of sale screen and the appointment book that allow you
to add clients quickly from those screens. So in essence you can
start using ADVANTAGE Salon Software
and Spa Software and build your client database as you go.
To add a Client,
just begin typing in their information in the spaces provided.
1)
The Client ID can have numbers or letters. You have the
flexibility to use whatever combination of characters you want for the
Client ID. A suggestion is to use the client’s telephone
number as their Client ID. ADVANTAGE Salon Software
and Spa Software has the ability to
Auto-Increment Client ID. If you choose to Auto-Increment Client ID
then AADVANTAGE Salon Software
and Spa Software will automatically assign a number to each client as
you save them into the system, the option is under Clients – Setup on
the menu bar.
2)
If the Client always schedules appointments with the same
stylist/technician, you may select that person’s name from the
Employee list. If no particular stylist/technician is requested,
it may be left blank. You can change this at any time.
3)
It is not necessary that you enter information in the First Visit,
Last Visit, Visit Count fields for New Clients. The
date of their first Point of Sale transaction will be automatically
recorded as their First Visit and ADVANTAGE Salon Software
and Spa Software will begin
counting their visits. If you want to add a Client into the system
who is not new to the salon/spa, you can Right Click in the
First Visit box and select the date when the client first visited
the salon. If this information is not of great importance, you may
leave it blank and let the software record the information from
today’s date forward.
4)
The Address, Telephone numbers and Email fields can be found at the
bottom left portion of the screen. When you enter the Zip Code
the City and State fields will automatically show.
5)
User Field1 – User Field 5, Tan Start, Tan End, Memo Field:
These fields are user-definable, which means that you can label them
whatever you want to name them. For example, if there is additional
information you would like to store that is not already on the Client
screen, you may do so in these boxes. To change the labels for any
one of these User Fields, go to Clients on the Menu bar, then
Setup, the last option is Setup Client User Defined Fields.
You can modify or delete the labels as well as select Yes or No if you
want the box to be Visible. (if you don’t even want these boxes to
show in the Client Screen, you can select No and they will not
appear).
6)
Edit Preferences – If you have setup client preferences (as
instructed in Chapter 2, Section 2.3 on Page 8) then you can enter
each client’s personal preferences.
7)
Along the middle of the screen you will notice a row of tabs. These
are Info, Notes, Series, Cut Codes, Color, Perm, Skin, Massage,
Appointments, Standing Appointments, Gift Certificates, Service
History, Retail History, Photo, and Accounting tabs. These tabs
give you specific information on the topic indicated on the tab. The
info tab keeps general contact information, visit counts and referral
information. The system keeps track of appointments, gift
certificates, service and retail history as they occur. You can enter
specific information on the clients cut codes, perm, color, massage
and skin tabs for future reference. The notes tab is for any other
general notes that you would like kept on that client. The series tab
keeps track of the series sales. You deduct from the amount left in
the series as well as delete a series from this tab.
8)
The Accounting Tab allows you to extend credit to a client and
specify the amount of credit you would like to extend. At the point
of sale that client will have the option to charge to account, as well
as make a payment on account. There is also an accounts receivable
report available under client reports.
9)
The Retail & Service History, Schedule and Gift Certificate
tabs allow you to view these items for each specific client. In the
Point of Sale History screen, select the date and click OK. In
the Schedule screen, you may look up all appointments scheduled for a
client by a specified date range. Select the date and click OK.
10) You
can view a client, add client information and edit previously entered
clients.
To view or edit a
particular Client you must recall the Client record.
1) You may recall the
Client record by using the previous, next, first, and last arrow
buttons located near the top right of the client screen. These
buttons allow you to navigate through your client records in the order
of selected sort search by located to the left of the navigation
buttons. The order sequence can be by Client ID, First Name or Last
Name.
2) You may also recall
a Client by using the Find A Client By Client ID, Phone, Last Name or
First Name option located in upper left-hand corner of the client
screen. To use this option just enter either Client ID, Phone, First
Name or Last Name or a combination of the last name and first name,
then press Enter. This will initiate a find function and if there is
an exact or unique match used for the find a record will appear in the
client screen. If there is no exact match, ADVANTAGE Salon Software
and Spa Software will generate a
select list of possible matches or an empty select screen if there are
no matches. You do not have to enter a full name for the search,
you can put partial names in ADVANTAGE Salon Software
and Spa Software and the search will find all
matches to the partial listing. You can also fine a client by partial
telephone number as well. The search will look for both home and work
numbers at the same time.
You can not delete a
client that has Point of Sale records, you must delete those invoice
records in order to delete the client. You can delete POS invoices
from the Point of Sale – Setup – Setup and Maintain Point of Sale
Files.
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