Client Database

Managing the Client Database in Cosmesoft

Your Client Database is the bread and butter of your business. Storing the correct client data is essential :

• Effective Communication: Ensuring smooth client interactions and appointment scheduling.
• Marketing: Targeting the right clients for promotions, events, and offers.
• Accurate Treatment Notes: Having a comprehensive history for each client’s treatments and preferences.

The Client Database stores the details of all clients from all locations within your business. If you operate across multiple locations, your Client Database will not be separated by location. Instead, it combines all clients from every location. This system enables seamless sharing of client information across multiple stores, ensuring that no matter which location a client visits, you can access their details instantly. 

Permissions Required

All Users can View and add Clients to the Database, but access levels can be refined based on the needs of the business. Permissions and restrictions can assigned for viewing, adding, editing, and deleting. 

2. Searching for Clients

To quickly find a client in the database:

1. Locate the Search Bar: The search bar is located in the top right-hand corner of the Client Database screen.
2. Search by Name or Phone Number: You can search using any part of the client’s name (first or last) or their phone number, or email.
3. Filter Columns for Easier Searching: You can filter the columns by clicking the up or down arrow icons next to the Name, DOB, Active Last Login, and Date Created categories. This allows you to sort data by date or alphabetically (A–Z or Z–A), from the most recent to the oldest, and vice versa.

3. Adding a New Client

You can add a new client to the database at any time. There are two primary ways to do so; manually through the Client Database or during everyday actions like booking appointments or completing a Point of Sale (POS) transaction.

To add a client manually:

1. Click ‘Add New Client’: On the Client Database screen, click the Add New Client button.
2. Fill in the Client's First and Last Name, plus:
3. • Email Address: This is the only mandatory field - it must be correct, and it must be unique.
   • Additional Details: Though not required, it's highly recommended to fill in other fields, being:
   • • Date of Birth (important for compliance)
     • Phone Number
     • Note! The client's address can be added once the client is added and the client file is loaded.
3. Save the Client:
4. • Save Changes: Click Save Changes to add the client and return to the Client Database screen.
   • Save and Load: If you’d like to immediately access the client’s profile, click Save and Load. This will save the client’s details and take you directly to their profile.

Add a Client from a Search Menu:

When booking an appointment or completing a sale at the POS, you'll have the option to add a new client. 

1. Select the Client Search field.
2. Search for the client's name, email or mobile number to be sure they dont exist in your database.
3. If no results are found,  Add New Client will be shown at the bottom of the menu. 
4. Select to open the new client form.

Note: If there is a possibility the client exists, search thoroughly before deciding to add a new client.

4. Best Practices for Managing Client Data

To ensure your Client Database is accurate, up-to-date, and compliant:

• Always include Date of Birth: This is a critical piece of information for ensuring compliance with industry regulations.
• Regularly Update Client Information: Check with your clients when they attend the clinic, or during phone calls, if their personal details are the same. If a client’s contact details or other information changes, make sure to update their profile in the database.
• Ensure Accurate Phone Numbers: Use the correct phone number format and make sure it’s current, as this is key for appointment reminders and communication.
• Add New Clients in Real-Time: Whether it’s during appointment booking, at POS, or while performing other tasks, adding new clients as you go will keep your database current and reduce manual entry later.

5. Viewing Client Profiles

Once a client is added to the database, you can easily view their profile:

• Search and Select a Client: Use the search bar to locate the client by name or phone number.
• View/Edit Client Details: Click on the client’s name to open their profile. You can view their details, make updates, or schedule new appointments.
  Learn more about the structure of a Client File in the next article.

6. Benefits of a Unified Client Database Across Locations

• Centralised Data: No matter how many locations your business has, the client database is shared across all locations, meaning all client information is centralised and accessible to any store.
• Efficient Client Management: If a client visits a different location, their profile will be available to your staff, ensuring that they receive consistent and personalised care.
• Seamless Integration: This integration eliminates the need for duplicating client records and reduces the risk of data entry errors.

To add a new client from the Point of Sale or Calendar Booking, simply use the client search option. Then, choose "Add New Client" at the bottom of the menu to access the form.

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