- LAST UPDATED: 11/11/2014
PRICING TIER: All
APPOINTMENT VERSION: Single & Multiple
The Account field is used for customer account numbers, membership numbers, or any other unique identifier you use for your customers.
If you would like the account number to display next to the customer's name on the appointment grid, set the following preference:
If any data is entered into the Alert field, a red box with an exclamation point in it will display next to the customer's name on the appointment grid. You can then roll your cursor over it to see the data you had entered in the Alert field.
The purpose of this field is to quickly alert you to any key information about a particular customer. Examples might be a customer with a high no-show rate, or a customer who is a late payer or had a check bounce. Or, it could be an alert about a customer who is difficult to deal with.
- Allow to Login
If this field is set to "no" for a customer, that customer will not be allowed to log into the Customer View portion of the system. If they try to log in, the system will display a message saying they are not authorized to log in.
One way of using this field is to turn on the preference to require customers to be "approved" before being able to log in and make appointments (preference #2 in the "Customers" section of Preferences). So, when a customer registers, normally they can log in immediately and set appointments. But, if you have this preference set to "yes", the system will not allow them to log in until you change their Allow To Log In value to "yes".
This field can also be used to disallow certain customers from making appointments. An example would be if a customer has an overdue balance with the company and you want to disallow them from making appointments until their balance is paid. You would set their Allow To Log In field to "no" to temporarily stop them from accessing the customer view.
- Assigned To
The Assigned To field can be used if you would like to assign customers to staff members.
One important preference related to this field is only allowing a customer to make appointments with the staff member to whom they are assigned (preference #11 in the "Customer View" section of Preferences). If this is set to "yes", when the customer logs into the customer view they will not be able to select a staff member; their assigned staff member will be preselected for them.
Two preferences in the "Staff Members" section of Preferences (preferences #1 and #2) deal with controlling if staff members can view customers assigned to other staff member and if they can view unassigned customers.
If the customers of your organization are businesses and you prefer to access their data by company name as opposed to a person's name, you can turn on preference #4 in the "Customers" section of Preferences. By turning on this preference, you customers will be listed by their business name (Company Name) in the Select Customer drop down list when making appointments.
Even if you don't turn on this preference, you can still use the Company field as part of the data you keep on your customers.
- Customer ID Unique
The system generates a unique number for every customer created. This is how the system identifies the customer. If you have a need for having access to this unique number, enabling this field allows for that.
This field is not editable; you cannot change the unique number assigned to the customer.
- Customer Status
When you first create an account, the system automatically creates three statuses: New, Active, and Inactive. You can add as many customer statuses as you like via the Lists section of Site Administration. You can also delete the three default statuses, although it is not recommended because they have significance in the system. For example, preference #7 in the "Customers" section of Preferences allows you to hide "Inactive" customers from the Customer drop down list when making appointments. You would have to use the default "Inactive" Customer Status provided by the system for this feature to work correctly.
- Customer Type
The Customer Type field is completely user-defined. You can make the values for this field anything you like. When it displays in Site Administration, it displays as a drop down list. To create the values for this drop down list, click on the Lists tab. Next, click on the Add New Customer Type link on the left side of the page. To view the current Customer Types, you would click on the Customer Types link, after selecting the Lists tab of Site Administration. Examples of Customer Types might be: "VIP" and "Regular customer". Or, for a physical therapy business, they might be: "Work-related injury" and "sports injury".
In the Customer Report, you can filter by Customer Type, so you can run a report showing all customers of a certain type.
The Gender field is a drop down list that includes 2 options: Male and Female.
- Lead ID/How Found
The "Lead ID Types", or "Heard Via Types" field is used to track how customers found out about you. This field displays to the user as a drop down list. You can add as many entries to this drop down list as you like. To do so, click on the Lists tab, then, click on the Heard Via? Types link at the top left corner.
You can also run a Customer Report filtered by the Heard Via? Type field. This would allow you to see which customers found you by which type.
- Okay to E-mail/Mail/Call/Contact
The Okay To E-mail field, along with the Okay to Mail, Okay to Call, and Okay to Contact fields are informational-only. There are no system processes that factor in this information. For example, if you have the Okay to E-mail field set to "no" for a customer and you send out a mass e-mail (via the Customer Reports E-mail feature), it does not refer to the Okay to E-mail field. All of these field types are yes/no selections - not free text fields.
- Signup Date
The Signup Date is the registration date for the customer. If you create the customer in Site Administration, their Signup Date is the date you created them. If you are using the Customer View part of the system and a customer registers, the date they register is recorded as their Signup Date.
NOTE:Any of the default fields can be changed to a field name of your choice. To do so, click on the Settings Tab > Customer Fields/Terms, and change the "Display Name" of the field name you would like to modify. Please be aware that some fields like First/Last Name, Address, City, etc are specifically formatted in other areas of the system like reports and receipts. We recommend using the fields that are not generally tied together when customizing the Customer Fields/Terms section of preferences.
If you need additional fields outside of the ones listed, please contact our technical support department.