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How to add a new client record

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Timely makes it super easy to add and manage information about your clients, such as: contact details, appointment history, sales history, current balance, and any detailed notes or alerts you have entered. In this guide you will learn how to add a new client record.

 

 

How to add a new client record

You can add a variety of information to a clients record. This doesn't have to be done all at once, so you can click save at any point to apply your changes. 
 

Important note: please be mindful of Timely's restrictions regarding storage of sensitive information, to learn more you can refer to our help guide GDPR: keeping your clients information secure.

 

Step-by-step instructions

1 Head to the customer section from the drop down menu in your dashboard.

 

2 Click the add customer button. This will then show a pop up window with the details section selected; this allows you to enter basic information about your client - such as:
  • First and Last name
  • Telephone and Mobile number
  • Email
  • Occupation
  • Customer type
  • Pronouns
  • Privacy policy acceptance
  • SMS/text marketing opt in/out
  • Covid-19 vaccination status
     
3 If you want to send SMS or email reminders, you will need to make sure that the email and SMS number fields are completed. We will automatically add the international prefix to the SMS Number - to make sure that your SMS messages are sent, remove the "0" from the beginning of the number e.g. "21400641".

 

4 Click the addresses tab in the pop up, to enter a physical address and postal address (this will be used on the customer's invoices). Click the copy physical address link to populate the postal address fields (or vice versa).

 

5 You can then click on the more information tab to add further detail to their record, such as:
  • Gender
  • Date of birth
  • Who they were referred by
  • Any alerts or contra indicators (however please be mindful of sensitive information limitations)
  • A custom time zone (where the customer is based if different from business)
  • VIP status
     
6 Under the cards tab you can save your clients card on their behalf so that you can use our cardless checkout or charge cancellation fees. Please be sure to operate inline with our PCI DSS (Payment Card Industry Data Security Standard) requirements, you can find more about this in our help guide PCI compliance: protecting client's credit card information.

 

7 To set individual notification and reminder settings for a specific customer, navigate to the notifications tab. For more information, see our help guide How to adjust client SMS and email settings.

 

8 You can also add a photo of your customer. Select the photo tab, click the upload new photo button and follow the on screen instructions.

 

9 When you are ready, click save to apply your changes.

 

Timely tip: need to import customers in bulk? We can help! See our help guide, How to import your customers into Timely. For a full list of all your customers, head to reports and run the customer list report.

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