A client profile holds a person's contact details, consents, private notes and any extra information you want to keep. You can create one from the Clients page or while you book an appointment.
You don't always have to add clients by hand. When someone books on your booking site, Softalon looks for an existing client with the same email address or phone number. If it finds one, the booking goes to that profile. If not, it creates a new client automatically.
Before you start
- Every team member can add and edit clients. You don't need a special role.
- Each email address and each phone number can belong to only one client in your salon.
Add a client from the Clients page
- 1
Step 1 of 7
Open the new client form
In the sidebar, go to Clients and click Create Client.
- 2
Step 2 of 7
Add a photo (optional)
In the top card, click Upload to add a profile photo. You can Change or Remove it later.
- 3
Step 3 of 7
Enter the contact details
Fill in First Name, Last Name and Email Address. These three are required on this form. Add a Phone Number if you have one.
If you only have a phone number, add the client while booking instead (see below). That form accepts an email address or a phone number.
- 4
Step 4 of 7
Add the date of birth and notes
Pick a Date of Birth if you know it. Automations can use it, for example to send birthday messages.
Use Notes for anything your team should know, like allergies or preferences. Only team members can see notes. Clients never see them, even when they sign in to your booking site.
- 5
Step 5 of 7
Record the client's consent
Turn on Transactional Consent if the client agreed to receive messages about their appointments. Without it, Softalon won't send them SMS.
Turn on Marketing Consent if the client agreed to receive promotions. This adds them to connected email marketing tools such as Mailchimp, Klaviyo or Brevo.
Only turn these on when the client has actually agreed. See Client consent explained.
- 6
Step 6 of 7
Add custom fields (optional)
In Custom Fields, type a Key (for example,
Hair type) and a Value (for example,Curly), then click the plus button. Add as many as you need. Click the trash icon to remove one. - 7
Step 7 of 7
Create the client
Click Create at the bottom of the page.
You will see:A Client Created message. The client's profile opens, with the Notifications and Activities tabs now available.
Add a client while booking
When you book an appointment, open the Client field:
- Type a name. If no one matches, choose Create "..." with the name you typed, or choose Create Client.
- Fill in First Name and Last Name, plus an Email Address or a Phone Number. One of the two is enough.
- Add Notes and the two consent switches if you need them, then click Create Client.
The field then says the client will be created once the appointment is booked. The profile is saved when you book. If a client with the same email address or phone number already exists, Softalon uses that profile instead of creating a second one.
If you don't need a profile at all, choose Walk-In (No Client).
If something is off
Client with this email address already exists
Another client in your salon already uses that email address. Search the Clients page for it and update that profile instead. The same rule applies to phone numbers.
I can't save a client who only has a phone number
The Create Client page requires an email address. Add the client from the Client field when you book, where a phone number is enough.
Common questions
No. Notes are only visible to your team.