The client card - beauty card, formulas, photos, consents and deposit

A client card in a notebook holds a phone number and "colour 7.1". In the CRM it holds everything the specialist needs before the visit and the administrator needs at payment. Section by section.

The beauty card

One per client. It holds skin type, hair type, allergies, contraindications and free notes. It is created the first time you write something into it. It is what the specialist opens before a procedure, and what a new specialist reads instead of asking the client all over again.

Formulas

A log of formulas: the formula text, a title, notes, and links to the visit, service and specialist. The latest formula is visible at once; earlier ones stay in the history. A formula written down after the visit saves half an hour of matching two months later.

Before and after photos

Photos are attached to a booking with the label "before", "after" or "other", with a caption. They are visible in the client card and needed in two cases: to show the client the progress, and to protect yourself when a complaint arrives a week later.

Photos are stored inside the CRM and are not shown to the client externally.

Consents

For procedures that require informed consent there are templates. You create a request from a template or with free text, and the system issues a link. You pass the link to the client yourself: in a messenger, or by showing a QR code on a tablet.

At the link the client reads the text and signs: types their name or draws a signature with a finger. What is stored is the text as it was at the moment of signing, the signature type, the signature itself, the time and the IP address. If you later change the template, signed consents do not change.

The client can also decline; that is recorded too.

Deposit

A client can pay money in advance, and it sits on their balance. A top-up is posted to the register as income. At the visit, paying "from balance" deducts the amount without a second register operation: the money already came in earlier. The balance cannot go negative.

If a visit paid from the balance is cancelled, the amount returns to the balance. Money can also be returned in cash, which is an expense from the register. A manual balance adjustment requires a comment: an adjustment without an explanation looks like a mistake a month later.

The balance history is kept in full: every top-up, deduction and return with the date and who did it.

What else is in the card

• No-shows are counted from bookings with the "no-show" status. It is a count, not a separate field, so mark no-shows with the status.
• Total spend and loyalty tier update at every full payment of a visit.
• Birthday is used by greeting campaigns and by "birthday within N days" segments.
• Unsubscribed from mailings stops marketing messages, review requests and retention campaigns. Service reminders about bookings keep going.
• Payment history, bookings, visits, chat messages.