Creating a Customer in FlexBookz

Introduction

In FlexBookz, the Create Customer feature lets you add and manage client profiles manually. Customer profiles store essential contact information, internal notes, and membership details so staff can link clients to appointments, communications, loyalty programs, and purchase history. Creating accurate customer records improves appointment confirmations, automated reminders, and personalization of services.

How it Works

The Add Customer workflow opens a simple form where you enter the customer's basic details. When saved, FlexBookz creates a profile accessible from the Customers list and available when creating or editing appointments, sending messages, or applying discounts. If a customer books online, the system automatically creates a profile; this manual method is for walk-ins, phone bookings, or backfilling records.

What is stored in a Customer profile?

• Name (required for identification)

• Email (optional but recommended for confirmations)

• Phone (optional; required for SMS reminders)

• Notes (internal; visible to staff only)

• Member Since (system-generated when profile is created)

Step-by-Step Guide

1. Navigate to the Customers section in the left-hand navigation menu.

2. Click the + Add Customer button located in the top-right corner of the Customers screen.

3. A modal or pop-up titled New Customer will appear. Review the form fields.

4. Complete the fields:

   • Name: Enter the customer's full name (for example, Tom Reefman).

   • Email: Optional. Add an email to send booking confirmations, invoices, and email campaigns.

   • Phone: Optional. Add a phone number to enable SMS reminders and quick contact. Use international format when relevant (e.g., +1 555 555 5555).

   • Notes: Add internal notes such as allergies, service preferences, preferred staff, or VIP status. These notes are only visible to staff and do not go to the customer.

5. Optionally, assign tags or membership levels (if your FlexBookz plan uses tags or loyalty programs) to group customers for promotions or reporting.

6. Click Create Customer to save the record.

7. After saving, you’ll see a confirmation message: “Customer successfully created.” The new profile appears in the Customers list with columns for Name, Contact, Notes, and Member Since.

Use cases

• Walk-in customers who pay at the desk and want future appointments: add their details immediately so reminders are sent automatically.

• Phone bookings: create the customer while booking to have their contact available for confirmations and notes.

• Seasonal promotions: add tags to target customers for special offers or loyalty campaigns.

• Record keeping: keep allergy or service preference notes to improve service quality and safety.

Tips & Best Practices

• Collect at least one contact method (email or phone) so the system can send confirmations and reminders automatically.

• Use the Notes field to store actionable details (e.g., "Prefers morning appointments", "Allergic to lanolin"). Short, consistent note formats help staff find information quickly.

• Standardize phone formatting (e.g., E.164: +15555555555) for reliable SMS delivery.

• Use tags to group customers by behavior, services, or campaigns (e.g., NewClient, PackageBuyer, VIP).

• Train staff to search the Customers list before creating a new profile to avoid duplicates—search by email and phone first.

• Regularly review and merge duplicate profiles to maintain accurate counts for reporting and loyalty points.

• If you use integrations (POS, WhatsApp, or email marketing), ensure the customer's contact details align across systems to prevent communication failures.

Troubleshooting

• Customer not appearing in the list: Refresh the page or close and reopen the Customers section. If the problem persists, verify you clicked Create Customer and check your user permissions.

• Duplicate entries: Search by email and phone before creating a new profile. To resolve duplicates, open both profiles and use the merge feature (if available) or export and re-import a consolidated record.

• Confirmation or reminder not received: Confirm that the customer's email and/or phone number were entered correctly and are active. Check your account's SMS/email credits and message logs in Customer Communications.

• Unable to save customer: Ensure required fields are filled and your user role has permission to add customers. If a validation error appears, follow the on-screen message to correct input format (e.g., phone number format).

• Fields missing or disabled: Some fields may be controlled by account settings or integrations. Review your account settings or contact an administrator to enable additional fields or custom fields.

"Accurate customer profiles are the foundation of great service—complete them at the point of contact to save time later."

If you still need help, contact FlexBookz Support or visit the Help Center for detailed guides and videos.