Customer Notes & Tags

Use notes to track customer preferences and history. Organize customers with tags for easy filtering and targeted communication.

Customer Notes

Notes help you remember important details about each customer. These are internal and never visible to customers.

Adding a Note

  1. Open the customer profile
  2. Click Add Note or scroll to the Notes section
  3. Type your note
  4. Click Save

What to Include in Notes

  • Preferences – "Prefers morning appointments", "Likes quiet atmosphere"
  • Medical/Allergy info – "Allergic to certain products"
  • Service history – "Last color: #6B Brown"
  • Special requests – "Always offer coffee on arrival"
  • Communication notes – "Responded well to SMS reminders"
Quick notes during booking

You can add notes when creating or editing a booking. These notes are linked to both the booking and the customer.

Note Visibility

Control who sees customer notes:

  • All staff – Everyone on your team can view (default)
  • Private – Only you can see this note
  • Specific staff – Share with selected team members

Booking-Visible Notes

Some notes appear automatically when viewing bookings for this customer, making it easy to provide personalized service.

Pinned Notes

Important notes can be pinned to appear at the top of the profile:

  1. Click the pin icon next to any note
  2. Pinned notes appear prominently at the top
  3. Use for critical information that shouldn't be missed

Customer Tags

Tags help you categorize and organize customers into groups for easy filtering and targeted actions.

Adding Tags to a Customer

  1. Open the customer profile
  2. Click + Add Tag in the tags section
  3. Select an existing tag or create a new one
  4. The tag is applied immediately

Suggested Tags

Common tags to consider:

VIPRegularNewAt RiskReferralCorporateMember

Managing Tags

Create and organize your tags in Settings → Tags:

Creating Tags

  1. Go to Settings → Tags
  2. Click Create Tag
  3. Enter a name
  4. Choose a color
  5. Add an optional description
  6. Save

Editing Tags

  • Change the tag name – updates across all customers
  • Change the color – for visual organization
  • Merge tags – combine duplicates
  • Delete tags – removes from all customers
Deleting tags

When you delete a tag, it's removed from all customers who have it. The customers themselves are not deleted.

Filtering by Tags

Use tags to quickly find groups of customers:

  1. Go to Customers
  2. Click the Filter dropdown
  3. Select Tags
  4. Choose one or more tags
  5. The list filters to show matching customers

Multiple Tag Filtering

  • Any of – Customers with any selected tag
  • All of – Customers with all selected tags
  • None of – Exclude customers with certain tags

Bulk Tagging

Apply tags to multiple customers at once:

  1. In the customer list, select customers using checkboxes
  2. Click Bulk Actions → Add Tag
  3. Select the tag to apply
  4. Confirm

Similarly, you can remove tags in bulk:

  1. Select the customers
  2. Click Bulk Actions → Remove Tag
  3. Choose which tag to remove

Automatic Tagging

Set up rules to automatically tag customers based on behavior:

  • New customers – Auto-tag with "New" on first booking
  • VIP threshold – Tag as "VIP" after spending $X
  • Inactive – Tag customers who haven't booked in X months
  • Frequent booker – Tag after X bookings
Automation rules

Set up auto-tagging rules in Settings → Automation → Customer Tags.

Using Tags for Marketing

Tags enable targeted marketing and communication:

  • Send promotions to "VIP" customers only
  • Win-back campaigns for "Inactive" customers
  • New customer welcome sequences
  • Service-specific promotions based on history

Next Steps