Your customer list
Customers is the record of everyone you deal with, and every booking, invoice, package, and note hangs off it. Getting one clean record per person - rather than three near-duplicates - is the single most useful habit in the system.
The Customers page
Open Customers from the sidebar. The page has tabs across the top:
| Tab | What it shows |
|---|---|
| Customers | Everyone, with search and filters |
| Subscribers | Customers on a membership plan |
| Packages | Who holds which prepaid pass, and what is left on it |
| Progress Reviews | Reviews that are due and recently completed |
The Subscribers, Packages, and Progress Reviews tabs appear when your plan includes those modules.
Add a customer
- On the Customers tab, choose New customer…
- Fill in the name and contact details. An email address is what lets them use the customer portal, so capture it if you can.
- Save.
Customers can also add themselves by booking online or signing up on your portal, which is usually less work than typing them in - see Your online booking portal. If you are moving from another system, import them instead of retyping: How to import from another booking system.
Find someone quickly
Search matches name, email, or phone, so a partial mobile number or the first few letters of a surname is enough.
To work a list rather than find one person, use the filters:
- Tags - your own labels, such as
injury-historyorcorporate - Status - active by default, so archived customers stay out of your way
- Has Packages - only customers holding a prepaid pass
Filters live in the URL, so a filtered list is a link you can bookmark or send to a colleague.
The customer profile
Click a row to open the full profile. What you see depends on your plan and business type, but typically:
| Tab | Use it for |
|---|---|
| Overview | Contact details, upcoming and past bookings, spend, and side cards |
| Memberships | Plans they are on, freezes, and billing state |
| Progress Reviews & Metrics | Measurements and review history |
| Levels | Skill and level progress where you use them |
| Logbook | Logged sessions, for training workspaces |
| Account | Portal access and login state |
| Notes | Staff and clinical notes |
| Forms | Intake forms and waivers, signed and outstanding |
Keep records useful
A few habits keep the list worth having:
- Tag as you go. Tags are how you segment later for campaigns and reports. See Tags and categories.
- Write notes in the profile, not on paper. Notes can be marked private where your workspace needs that - see How to add customer notes.
- Set marketing consent honestly. Consent lives on the customer record and controls who Reach can email or text. It is not a suggestion - see Revively Reach.
- Archive rather than delete. Archiving takes someone out of your active list while keeping their history, so your reports stay truthful.
Merge duplicates
Duplicates happen when someone books online with a different email to the one at the desk. Fix them as you spot them - a customer with their history split across two records will see the wrong package balance and get the wrong reminders.
Related
- The customer portal
- How to build intake forms and waivers
- Meet Emma - ask her to find a customer, tag them, or log a note without leaving the chat