Manage your customers

About the customers section

In the Customers section, you'll find everyone who has booked with you in one place. At a glance, you see how often someone came, when they were last there and how much revenue they brought in. When you open a profile, you get their contact details, their credit balance, upcoming appointments and the complete booking history.

You don't need to create anything for this. Slotlify creates a customer profile automatically as soon as someone books with you. This applies to every booking, including payments on site. If someone registers in your shop, the profile is created immediately as well, even before the first booking has taken place.

There's exactly one profile per email address. If someone books as a guest first and creates an account later, the existing profile is linked to it. The booking history stays complete instead of being split across two entries.

The customer list

You'll find the section in your dashboard under Customers. The table shows you the columns Customer, Contact, Bookings, Last booking, Revenue and Action.

By default, the list is sorted by the last booking. Whoever was with you most recently is at the top. Customers without bookings are at the end.

Using the search field, you can find someone by name, email address or phone number. With the Archived filter, you show archived profiles. Via View, you define which columns are displayed.

In the Bookings column, you see the total number and, below it, how many of them were cancelled. The Revenue column counts paid bookings and bookings marked for payment. Cancelled items are already deducted. The sale of a credit package counts towards revenue at the moment of purchase, and redeeming a credit later generates no additional revenue.

Clicking a row opens the customer profile.

Creating a customer manually

If you take a booking over the phone or someone drops in spontaneously, you can create the profile yourself. Click on + New customer in the top right.

The only mandatory field is the email. It's the identifier Slotlify uses to assign bookings to the right profile. Everything else is optional: first name, last name, phone, company and the full address with street, address line 2, postal code, city, state and country.

In the Notes field, you record whatever you want to remember about this person. These notes are visible only to you, the customer never gets to see them.

With the Consent to marketing emails checkbox, you record whether consent for promotional emails exists. Only tick it if consent was actually given to you.

One important point: A customer created here doesn't get shop access. The person can't sign in and can't view their bookings online. That's intentional, because not every phone customer wants an account. If you do need the access, you can invite them from the customer profile at any time later. The person then chooses their own password.

If you enter an address that belongs to an archived profile, that profile is reactivated and your details are applied to it. The existing history is preserved. Slotlify points this out so that the existing bookings don't take you by surprise.

The customer profile

When you open a profile, you see four tiles at the top:

Bookings – the total number, and below it how many are completed and how many cancelled.
Revenue – total revenue and the average per booking. The average is an indicator and not intended for bookkeeping.
Credit balance – the open credits from credit packages and when the next card expires.
Next booking – date and name of the next appointment.

Below that, you'll find the Contact details and, next to them, your Notes. The Activity block shows you when the first and the last booking took place.

Then follow Upcoming bookings and the Booking history. Cancelled appointments are marked there with a label. The most recent twenty entries are shown initially, and you reveal the rest via Show more. Clicking a booking takes you straight to its detail page.

In the top right, you'll also see since when the person has been your customer, along with the Export data (GDPR) and Edit buttons.

If the person has no account in your shop, a Guest label appears next to their name. In the contact details, Slotlify additionally points out that no shop access exists yet. The note disappears as soon as an account is linked.

Inviting someone to the shop

A profile you created yourself initially has no account. The person can't sign in and can't view their bookings online. If you want to change that, click Invite to shop at the top of the profile.

Slotlify then creates the account, links it to the existing profile and sends the person an email through which they set their own password. The stored address is carried over in the process, so it's already there when they first sign in.

Two things are deliberately set up this way. First, you don't assign a password for your customers. They choose it themselves via the link in the email. That way, nobody but the person themselves has access to their account. Second, the invitation never happens automatically. Not every phone customer wants an account, and an email goes to a real person. So you decide whether and when it's sent.

Once the account is linked, the person also sees their earlier bookings, including the ones you created for them over the phone.

A note for support situations: If someone without an account uses the forgot-password function in your shop, they won't receive an email. There's simply no account for that address yet. In that case, just invite the person using this button.

Editing customer data

Via Edit, you change the stored details. Which fields you can change depends on whether the person has an account in your shop.

For a profile without an account, you can edit all fields. If a shop account is linked, the name and email address are read-only. These details belong to the account the person signs in with. If you changed them here, the two sides would drift apart.

Phone number, address, notes and marketing consent, on the other hand, can always be edited. For a linked account, the address is saved directly where the person sees it themselves. So if you correct a typo in the address, the correction actually reaches them.

The action menu in the Action column gives you several options.

Archive hides a profile from the list without deleting anything. All data is preserved and you can still reach the profile via the Archived filter. The step can be undone at any time. Use it for customers who haven't been around for a long time.

Delete removes a profile permanently. This is only possible as long as not a single booking is attached to it, for instance with an entry created by mistake. As soon as bookings exist, deletion is blocked, because invoices and bookings are subject to statutory retention requirements.

Delete customer data (GDPR) is the route for an erasure request under Article 17 GDPR. Slotlify removes the personal data on both sides, meaning in the customer profile and in the shop account. Name, phone number, address and notes are deleted, and the email address is made unrecognizable. If there are no bookings or orders at all, the entry is removed completely.

Bookings, orders and invoices remain in both cases, because they have to be retained for tax purposes. They contain their own copy of the details as they were at the time anyway.

This step can't be undone and is therefore protected by a confirmation dialog. The person affected can also no longer sign in to your shop afterwards, because the account itself is part of the personal data.

Exporting data

On the customer profile, you'll find the Export data (GDPR) button. With it, you create an export of a single person's data, for example for a request under Article 15 GDPR. This function is available to you on every plan, because it's a statutory obligation.

The CSV export button in the customer list, by contrast, exports your entire customer base, for instance for your own analysis. This function is tied to your plan. If it isn't included in your plan, you'll see the button with a padlock icon, and it takes you to your plan options.

Good to know

The figures in the customers section match those on your overview page, because both use the same basis. Revenue also counts bookings with payment on site that haven't been collected yet.

The Customers section itself is included in every plan. Only the export of the entire list depends on your plan.

And finally a legal note: As the operator of your studio, you're responsible for the customer data in Slotlify. Only store what you actually need, and send promotional emails exclusively to people who have given you their consent for it. The GDPR articles referenced here apply across the EU, but national implementations and marketing rules can differ, so check what applies in your country.

How do I manage my customers?