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Advantage Salon Software and Spa Software Support Page 13

13) Adding/Editing/Deleting Clients in Advantage Salon Software and Spa Software Management System


You can also access the Clients screen by selecting the Clients button on the main switchboard.  This button is found on the top row of the buttons on the main ADVANTAGE Salon Software and Spa Software screen.

Please note that you do not have to enter all your clients to start using the ADVANTAGE Salon Software and Spa Software program. You can add clients as you go.  There are short cut buttons in certain screens like the point of sale screen and the appointment book that allow you to add clients quickly from those screens.  So in essence you can start using ADVANTAGE Salon Software and Spa Software and build your client database as you go.

To add a Client, just begin typing in their information in the spaces provided.

1)       The Client ID can have numbers or letters.  You have the flexibility to use whatever combination of characters you want for the Client ID.  A suggestion is to use the client’s telephone number as their Client ID.  ADVANTAGE Salon Software and Spa Software has the ability to Auto-Increment Client ID.  If you choose to Auto-Increment Client ID then ADVANTAGE Salon Software and Spa Software will automatically assign a number to each client as you save them into the system, the option is under Clients – Setup on the menu bar. 

2)       If the Client always schedules appointments with the same stylist/technician, you may select that person’s name from the Employee list.  If no particular stylist/technician is requested, it may be left blank.  You can change this  at any time.

3)       It is not necessary that you enter information in the First Visit, Last Visit, Visit Count fields for New Clients.  The date of their first Point of Sale transaction will be automatically recorded as their First Visit and ADVANTAGE Salon Software and Spa Software will begin counting their visits.  If you want to add a Client who is not new to the salon/spa, you can Right Click in the First Visit box and select the date when the client first visited the salon.  If this information is not of great importance, you may leave it blank and let the software record the information from today’s date forward.

4)       The Address, Telephone numbers and Email fields can be found at the bottom left portion of the screen.  When you enter the Zip Code the City and State fields will automatically show.

5)       User Field1 – User Field 5, Tan Start, Tan End, Memo Field: These fields are user-definable, which means that you can label them whatever you want to name them.  For example, if there is additional information you would like to store that is not already on the Client screen, you may do so in these boxes.  To change the labels for any one of these User Fields, go to Clients on the Menu bar, then Setup, the last option is Setup Client User Defined Fields.  You can modify or delete the labels as well as select Yes or No if you want the box to be Visible.  (if you don’t even want these boxes to show in the Client Screen, you can select No and they will not appear).

6)       Edit Preferences – If you have setup client preferences (as instructed in Chapter 2, Section 2.3 on Page 8) then you can enter each client’s personal preferences.

7)       Along the middle of the screen you will notice a row of tabs.  These are Info, Notes, Series, Cut Codes, Color, Perm, Skin, Appointments, Standing, Gift Certificates, Service History, Retail History, and the Photo tabs.  These tabs give you specific information on the topic indicated on the tab.  The info tab keeps general contact information, visit counts and referral information.  The system keeps track of appointments, gift certificates, service and retail history as they occur.  You can enter specific information on the clients cut codes, perm, color and skin for future reference.  The notes tab is for any other general notes that you would like kept on that client. The series tab keeps track of the series sales.  You reduce the amount of the series as well as delete a series from this tab. 

8)       The Retail & Service History, Schedule and Gift Certificate tabs allow you to view these items for each specific client.  In the Point of Sale History screen, select the date and click OK.  In the Schedule screen, you may look up all appointments scheduled for a client by a specified date range.  Select the date and click OK.

9)       You can view a client, add client information and edit previously entered clients.

To view or edit a particular Client you must recall the Client record. 

1) You may recall the Client record by using the previous, next, first, and last arrow buttons located near the bottom of the client screen.    These buttons allow you to navigate through your client records in the order of selected sort search by located to the left of the navigation buttons.  The order sequence can be by Client ID, First Name or Last Name.

2) You may also recall a Client by using the Find A Client By Client ID, Phone, Last Name or First Name option located in the upper left-hand corner of the client screen.   To use this option just enter either Client ID, Phone, First Name or Last Name or a combination of the last name and first name, then press Enter.  This will initiate a find function and if there is an exact or unique match used for the find a record will appear in the client screen.  If there is no exact match, ADVANTAGE Salon Software and Spa Software will generate a select list of possible matches or an empty select screen if there are no matches. You do not have to enter a full name for the search, you can put partial names in ADVANTAGE Salon Software and Spa Software and the search will find all matches to the partial listing. You can also fine a client by partial telephone number as well.  The search will look for both home and work numbers at the same time.

You can not delete a client that has Point of Sale records, you must delete those invoice records in order to delete the client.  You can delete POS invoices from the Point of Sale – Point of Sale Setup Screen.



Advantage Salon Software and Spa Software Support Page 13

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