What this guide covers
Find a customer fast, see who needs you today (owes at the desk, a failed payment, forms missing, no recent booking), see how each person pays at your studio, and import a list from your previous system.
Before you start
- Admin access to Customers
- A CSV or Excel export from your previous system, if you want to import (optional)
Step by step
- Open Admin → Customers. Everyone is listed with their next or last booking, how they pay, and what they need. In visit order the list is split into Next 7 days, Later, Nothing booked and Not signed up yet.
- Type in the search box to find someone by name, email or phone. Press / from anywhere on the page to jump to it. The number at the end of the box is how many people match.
- Tap a count above the list to see only the people who need you, grouped as Money (Owes at desk, Payment problem, Credits running low), Paperwork (Forms missing, Not signed up yet) and Coming back (No booking in 30 days). A count only shows when someone is in it. The line under the counts says in words who is showing, for example "Showing 5 of 29 people who owe at the desk, soonest visit first", and Clear filters shows everyone again.
- Use Pays with to narrow the list to people with a membership, credits, a gift card or nothing on file. If everyone at your studio pays at the desk, this filter and its column are hidden.
- Read Needs for what the desk has to do: Owes for 2 visits, Payment failed, or Forms before Wed when someone hasn't done their forms and is in within a week. Missing forms for people who aren't coming in soon just say No forms yet. All set means nothing is owed and the forms are done.
- Order the list by Soonest visit, Latest visit or A–Z. What you pick, the count you tapped and your search stay in the address bar, so Back, a reload or a shared link shows the same list.
- On a wide screen the customer you pick shows beside the list: what they owe at the desk, with Mark paid for each visit (the same form as Payments → To collect), a failed membership payment, their forms, their next visit and how they pay, with how many visits they've kept and when they first came. Open profile opens their ID card, Keep in mind, session notes, transactions and email preferences. On a smaller screen, tapping a row opens that panel straight away.
- Send someone the link to your forms: Send forms link on a picked customer, or Send forms link to N people in the Forms missing view (it asks first). Each gets an email from your studio with a link to your own site's forms page. People who already did their forms, got a link in the last day or have no email address are skipped, and the message after sending says who. Only the owner and admins can send it.
- Use Import a list for CSV or Excel uploads, and Download for intake form ZIP exports when enabled.
More you can do here
Keep in mind sits near the top of a customer's panel: the things your team should know before their next visit. When you write a session note, pick what it's about under File under (for example a formula, materials used, a health caution or a comfort) and leave Show it in Keep in mind ticked. That note becomes the customer's latest entry for that category. Heads up shows as a caution line above the rest.
- Read all notes widens the panel: what you know now on the left, every note on the right. Search them, filter by category, file an older note under a category, or pin it to Keep in mind.
- Edit categories (in Read all notes) renames, reorders, adds or removes your studio's categories for every customer. Your studio starts with a list that fits the business type set in Brand → General. Removing a category keeps the notes already filed under it.
- Only owners and admins see notes. Notes can't be edited once saved; filing or pinning one doesn't change its text.