MassageBook Manager gives you access to your client records while you're on the go. From the Clients section, you can add and update client information, review appointment activity, manage intake forms and SOAP Notes, view credits and payment information, manage memberships, and more.
To access your clients:
- Open MassageBook Manager.
- Select the ☰ icon to open the side menu.
- Select All Clients.
Adding and Managing Client Records
To add a new client, select the + button from your Clients list. Enter the client's information, then select Save. To update an existing client:
- Search for and select the client.
- Select Edit.
- Update the client's information.
- Select Save.
You can also delete eligible client records from your Clients list.
Note: A client cannot be deleted if they have accounting activity with your business. Deleting a client who has booking activity but no accounting activity will also remove their past and future appointments from the Schedule.
You can view more detailed instructions here: Managing Client Records (Mobile)
Navigating a Client Record
Opening a client gives you access to information and tools associated specifically with that client. Depending on your business setup and available features, you can use the client's record to manage information such as:
- Contact Details
- Appointment Activity
- Intake Forms
- Cards on File
- SOAP Notes
- Notes and Reminders
- Credits
- Memberships
- Tags
- Client photo
- Message settings
Use the available tabs and options within the client's record to navigate between each area.
Viewing Appointment Activity
The Appointments section of a client record allows you to review the client's upcoming and previous appointments: Viewing a Client's Appointment Activity (Mobile)
Upcoming appointments display by default. You can filter the list to review previous appointments from a specific period or select a custom date range.
Managing Intake Forms
If your business uses Intake Forms, you can access them from the Intake Forms section of a client's record. From here, you can:
- View forms submitted by the client: Viewing a Client's Intake Form (Mobile)
- Send a new form for the client to complete: Sending a Client Intake Form (Mobile)
- Request updated information from a client who has previously submitted a form: Sending a Client Intake Form (Mobile)
- Resend a previously sent Intake Form email: Sending a Client Intake Form (Mobile)
Intake Forms are also sent automatically based on your business's Intake Form settings.
Note: Intake Forms are available only on the Practice and Clinic plans.
Managing SOAP Notes
Select the SOAP Notes tab within a client's record to review or create SOAP Notes for that client.
You can create a new blank SOAP Note and associate it with the appropriate date, time, staff member, and service: Creating a SOAP Note (Mobile)
You can also copy an existing SOAP Note. The information from the previous note will be copied into a new note where it can be reviewed and updated as needed: Copying a Previous SOAP Note (Mobile)
SOAP Notes can also be created directly from an appointment on the Schedule or from the Appointments Without SOAP Notes section of your Dashboard.
Viewing Client Credits
Select Credits within a client's record to review outstanding credits the client has with your business. Depending on the client's purchases, this can include:
- Store Credit
- Pre-Sold Individual Services
- Pre-Sold Series
When an eligible prepaid Service or Series credit is available, you can select Book Now to apply that credit to a new appointment.
Some credit-management actions may require using the web version of MassageBook.
You can view more detailed instructions here: Viewing a Client's Credits (Mobile)
Managing Cards on File
If you use MassageBook Pay, you can manage saved cards from the Card on File section of a client's record. From here, you can:
- Add a new card on file.
- View an existing saved card.
- Delete a saved card.
Saving a card does not charge the client. Once saved, the card can be available as a payment method during appointment checkout or when recording an eligible sale.
You can view more detailed instructions here: Managing Cards on File in a Client's Record (Mobile)
If your business uses Square, cards on file are managed through the client's corresponding Square customer record. Card information saved in Square can then be linked to the corresponding client record in MassageBook: Can I Use my Square Devices, Cards on File, Gift Cards etc. with MassageBook?
Managing Memberships
If your business offers Memberships, select the Memberships tab within a client's record to view and manage the client's membership.
If the client is not an active Member, you can enroll them into an active Membership by selecting + Purchase, choosing the Membership, and adding/selecting an eligible payment method: Enrolling a Client into a Membership (Mobile).
Payment options and card-on-file requirements may differ depending on whether your business uses MassageBook Pay or Square.
If the client is an active Member, you can view their Membership name, enrollment date, date of next renewal, payment details, and number of available credits.
Managing the Waitlist
You can use your client list to add your clients to the Cancellation Waitlist when their preferred time and date are not available. From your client list, you can:
- Add a client to the Waitlist: Adding a client to the Waitlist (Mobile)
- View clients on the Waitlist: Viewing Clients on the Waitlist (Mobile)
- Remove a client from the Waitlist: Removing a client from the Waitlist (Mobile)
- Send a Waitlist notification email to the client: Sending a Waitlist Email to a Client (Mobile)
If an opening becomes available that matches the client's Waitlist preferences, MassageBook can send the client an email with an opportunity to book based on your Waitlist settings. Waitlist Settings are managed in the desktop version of your account: Enabling and Adjusting Waitlist Settings
Managing Client Details and Preferences
A client's record contains additional tools for keeping client information organized and controlling how your business interacts with them.
Notes and Reminders
Add internal notes to a client's record when you need to save information for future reference. You can also use client and appointment reminders to surface important information when working with or booking the client.
You can view more detailed instructions here: Adding Notes and Reminders to a Client's Record and Appointments (Mobile)
Tags
Tags allow you to categorize clients based on information that's useful to your business: Adding/Removing Tags (Mobile).
Client Photo
You can add a photo to a client's record to make the client easier to identify. Existing client photos can also be updated or removed: Adding and Removing a Client's Photo (Mobile)
Message Settings
Message Settings allow you to manage certain communication preferences for an individual client: Editing Message Settings per Client (Mobile)
Depending on the messaging features your business uses, you can manage whether the client receives communications such as:
- Text message appointment reminders
- Review request emails
- Campaign emails
- Autopilot emails