On this documentation page, we will go through how to:
- Edit a client record's details
- Reset a client's password
- Add notes to a client profile
- View a client's appointments
- See client messages
You can find any client's profile by going to the Client Tab, and while under the Client List you can search by their name or email address. Once you have found the client, click on the grey "Client Profile" button to go into the individual client's profile, where you can edit the options mentioned above.
If you know the client you want to edit the client details for, find her in your full client list and click the grey "Client Profile" button:
From here you'll enter into the Client Profile where you can see all the details you have put in for the client:
To change or customize any of these details, click on the "Edit Details" button in the top right:
This will change this section into Edit mode where you can edit their first name, last name, email address, & additional client fields that currently appear. The first name, last name, & email address fields are marked as required by red asterisks for Abigail's information, and in order to save her information these fields must be completed:
To learn more about defining client information fields to include field types, you can check our documentation on defining client information fields. If you're already familiar with client information fields and would like to know how to edit those that currently appear on your Client Quick Add forms, check out our documentation on customizing client information fields. You can also add more client fields from our default list or create custom fields of your own such as a "How did you hear about us?" text area field.
As you can see below, I've added a home phone number for Shailene's client profile. After you've edited the client's details, you can click "Save Changes" and this will save the changes you have made. You'll be able to see these changes reflected on the Client Profile page.
If a client has registered for your scheduler, then he/she already has a password to login to your scheduler to view their appointment history and schedule new appointments. There may be some clients, however, that are having a hard time logging in (maybe they have the caps lock on or maybe they can't remember their password and don't have access to their email to reset it themselves) and so you offer to reset their password for them.
You can reset a client's password either on their client profile or through the full client list. In this documentation we will cover how to reset the password through the client profile. Click here to read how to reset the client's password through the client list.
The first step in reseting the client's password is to find the client on your client list and click the grey "Client Profile" button:
This will take you to the Client Profile screen where you will see the grey "Reset Password" button on the right side of the screen:
Click on the "Reset Password" button to bring up the Reset Password window. Enter in the new password for the client and click "Save New Password":
Please note: For your security, TimeTap encrypts all users' and clients' passwords. Therefore we do not have a way to send your client their password. If you reset the password for your client, you are responsible for communicating that change with them.
Any notes that you add to a client's profile are for internal purposes only. They are not shared with your clients. They can only be viewed by you and your staff on the client's profile.
When you are on their client profile screen, you will see on the Notes section below the "Client Details for Staff Use Only" section:
To add a new note, click the "Add New Note" button:
This will bring up the "Add New Client Note" window where you can type out whatever internal note you want to add to the client's profile and the option to add an alert to the note which will automatically move that specific note to the top of the client's profile to indicate it is an urgent/important note. Once you are done writing your note click "Add Note":
Once the note is added to the client's profile, you will see it display on the client's profile and be able to either Edit it to include more information or delete it if you want to remove the note from the profile all together:
If you have checked the box labeled Alert that client message will also be displayed at the top of the client profile. The note will also include a timestamp and will show which staff member last modified the note:
Now that you've added the note, you can navigate away from the client's profile if you'd like. Each time you come back to the client's profile, the note will be saved there and you can edit it or discard it as you please.
To view a Client's appointments, click Appointments from the side menu in the Client Profile:
This will take you to the Client Appointments List:
From this screen, you can view a list of All Appointments, or appointments by their status. You can also Export this list into an Excel spreadsheet, and click this buttonto select which column headers to show.