Customer Management

Your customer database is one of your most valuable business assets. BarberSlot helps you track customer information, preferences, and history to provide better service.

Customer List

Access all customers from the Customers menu. You’ll see a searchable, sortable list showing:

• Customer name
• Contact info (email, phone)
• Last visit date
• Total bookings
• No-show count

Quick actions:

• Click name to view full profile
• Use search to find customers
• Filter by status (active, inactive, flagged)

Customer Profiles

Each customer has a detailed profile containing:

Basic Information

• Name: Full name
• Email: Primary contact (optional for walk-ins)
• Phone: Mobile number (optional, but recommended)
• Verified: Shows if email/phone is verified
• Account status: Active, inactive, or blocked

Booking History

Complete record of all appointments:

• Date and time of visit
• Service(s) provided
• Barber who serviced them
• Booking status (completed, cancelled, no-show)
• Amount paid

Use this to:

• Remember customer preferences
• Identify regular vs. one-time clients
• Track service patterns

No-Show Tracking

Automatic counter of missed appointments:

• Increments when booking marked as no-show
• Visible on customer profile
• Helps identify unreliable customers

After 3+ no-shows: Consider implementing deposit policy for this customer.

Private Notes

Add internal notes only visible to you and staff:

To add note:

1. Open customer profile
2. Click “Add Note”
3. Type note (preferences, special requests, etc.)
4. Save

Example notes:

• “Prefers Marco for fades”
• “Allergic to certain products”
• “Likes to chat about sports”
• “Always runs 5-10 min late”

Notes help provide personalized service.

Creating Customers

Auto-Creation from Bookings

When customers book online, their profile is created automatically with provided info (name, email, phone).

You don’t need to do anything!

Manual Customer Creation

For walk-ins or phone bookings:

1. Go to Customers → “Add Customer”
2. Enter required info:
   • Name
   • Email OR phone (at least one)
3. Optional info:
   • Birthday (for birthday discounts)
   • Address
   • Preferred barber
   • Notes
4. Click “Create”

Soft validation: Email OR phone required, not both (flexible for privacy-conscious customers).

Customer Search

Find customers quickly:

Search by:

• Name (partial match works)
• Email address
• Phone number
• Booking reference

Example searches:

• “John” → finds all Johns
• “555-1234” → finds by phone
• “john@email.com” → finds by email

Customer Segmentation

Filter customers for targeted actions:

Active Customers

• Had booking in last 90 days
• Your core clientele

Inactive Customers

• No booking in 90+ days
• Target for re-engagement campaigns

VIP Customers

• 10+ bookings lifetime
• Deserve special treatment

Flagged Customers

• 3+ no-shows
• Require deposits or extra attention

Privacy & GDPR

Customer Data Rights

Customers can:

• Request data export: Receive all their data in JSON format
• Request deletion: Delete their account and anonymize data
• Update preferences: Change marketing consent

See GDPR Compliance for details.

Data Retention

• Active customers: Retained indefinitely
• Inactive customers: 24 months after last booking
• Deleted accounts: Anonymized (bookings preserved for records)

Account Deletion

When customer requests deletion:

1. Personal data anonymized
2. Booking history preserved (shows “Deleted User”)
3. Payment records kept (tax compliance)
4. Cannot be undone

Customer Communication

Booking Notifications

Automatic emails/SMS sent for:

• Booking confirmation
• 24-hour reminder
• Booking changes
• Cancellation confirmation

Customer controls: They can opt out of reminders (but still receive confirmations).

Direct Messaging

Send messages to customers:

1. Open customer profile
2. Click “Send Message”
3. Type message
4. Customer receives via email
5. They can reply via magic link

See Messaging Guide for details.

Customer Stats & Insights

View customer analytics:

Individual Customer:

• Total spent (lifetime value)
• Average booking frequency
• Preferred services
• Favorite barber
• Typical booking time (weekday, weekend, morning, evening)

Aggregate Stats:

• Total customers
• New customers this month
• Customer retention rate
• Average customer lifetime value

Use insights to:

• Reward loyal customers
• Re-engage inactive ones
• Optimize schedule based on demand patterns

Best Practices

Do’s ✅

1. Add notes after each appointment (remember preferences)
2. Keep contact info updated (ask customers to verify)
3. Respect privacy (don’t share customer data)
4. Track no-shows (protect your schedule)
5. Thank regulars (acknowledge loyalty)

Don’ts ❌

1. Don’t spam (only send relevant messages)
2. Don’t share data with third parties
3. Don’t keep outdated info (clean database periodically)
4. Don’t ignore GDPR requests (respond within 30 days)

Next Steps

• Send customer messages: Messaging Guide
• Understand GDPR compliance: GDPR Guide
• Manage bookings: Calendar Guide

Questions? Contact support@barberslot.com