You can collect more than just Customer contact information. In this article, we'll review the additional ways you can customize your account to gather more information about the Customers of your Appointments.
The account field is used for Customer account numbers, membership numbers, or any other unique identifier you use for your Customers.
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. 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 person will not be allowed to log into the Customer View application. 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 an additional preference in the Classic application to require Customers to be "approved" before being able to log in and make Appointments (preference #2 in the Customers section of Settings in the Classic application). Normally, when a Customer registers, they can log in immediately and can create Appointments. However, 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 and you want to prevent 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.
Customer ID Unique
The system generates a unique number for every Customer created. This is how the system identifies the Customer profile. If you have a need for having access to this unique number, enabling this field allows for that.
This data for each Customer is not editable; you cannot change the unique number assigned to the Customer.
When you first create an account, the system automatically creates three statuses: New, Active, and Inactive.
Status options are currently managed in the Classic application. To manage the list of status options, return to the Classic application and access the Customer Status Types section of Lists. You can edit the name of the three default statuses, and, while it is possible to delete one of these three, it is not recommended, because parts of the system rely on these types. For example, preference #7 in the Customers section of Settings 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.
The Customer Type field is completely user-defined. You can make the values for this field anything you like. The options for this field are displayed in a dropdown field for users who have access to set or edit this information. One way to use this information is in reports. For the Customer Report, you can filter by Customer Type, so you can run a report showing all Customers of a certain type.
Type options are currently managed in the Classic application. To create the values for this drop down list, return to the Classic application, click on the Lists tab and then on the Customer Type link on the left side of the page. 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."
To create a new Customer Type, click the Add New Customer Type button from this page. Enter the name in the description field and Save.
The Gender field is a drop down list that includes 2 options: Male and Female.
Lead ID/How Found
The Lead ID or Heard Via fields are used to track how Customers found out about you or your business. 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 on the left navigation. For more information on how to manage this information, read our Capturing Customer Referral article.
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.
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. This cannot be edited.
Editing Field Labels
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 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.
Article published January 16, 2019
Supports Single and Multiple Appointments versions - Available on all pricing tiers