Manage customers
Everyone who has booked, bought or registered with you is listed in the Manager under Customers. Here you find the customer list and, for each customer, a customer sheet with bookings, credits, invoices and notes.
The customer list in the Manager
You open the customer list under Manager → Customers (app.bookicorn.net/kunden). On a phone, Customers is a separate tab at the bottom.
The list is available as Cards or Table. You switch at the top above the list.
Above the list are the key figures Active Customers, New this month, With Credits and Inactive Customers.
Which columns does the customer list show?
In the table view on a wide screen, the customer list shows these columns:
| Column | Content |
|---|---|
| Name | name with picture, with the email address below. For business customers the company is on top, with the contact person and email address below |
| Status | Active, VIP, Inactive or Blocked, and Guest for guests |
| Bookings | number of bookings, with how many of them are still upcoming below |
| Credits | available credits (shown with your studio's term) |
| Open amount | total of open invoices |
| Last activity | when the customer was last active |
On a phone and on narrow screens, the list only shows picture, name, email and status. On wide screens you sort the table via the column headers.
Search and filter customers
The search field searches name, company, contact person and email address.
Under Filter you find:
- Status: Active, VIP, Inactive, Blocked
- Tags: once you have given customers tags
- Source: how the customer came to you, for example via registration or an online booking
- Has Credits
- Last activity: in the last 7, 30 or 90 days
Customers with the status Inactive are hidden by default. You see them if you set Status to Inactive in the filter.
Export the customer list as CSV
You export the customer list in the table view:
- Set the view above the list to Table.
- Select the rows you want.
- Tap Export CSV.
The file contains, among other things, name, company, email, phone, status, available credits, revenue, number of bookings, last activity and registration date. Email and phone are only included if you are allowed to see this data.
The customer sheet: everything about a customer
Tap a customer in the customer list to open their customer sheet. At the top are the name, status and email (for business customers the company with the contact person below) as well as the figures for bookings, revenue and credits. Below are these sections:
- Profile: email, phone, date of birth, address, customer since, last activity. With Edit you change the details. This is also where you assign Tags.
- Bookings: all bookings with offering, date and status. Via a row's menu, you open the booking or cancel it.
- Credits: the customer's prepaid cards. With Grant Credits manually you add credits, see Manage credits.
- People: companions the customer can book along. Requires the "Group Booking" addon.
- Vouchers: the customer's vouchers. Requires the "Vouchers" addon.
- Subscriptions: running subscriptions, only if your studio offers subscriptions.
- Invoices: the customer's invoices.
- Notes: internal notes, health notes and documents.
At the bottom of the customer sheet are the actions Add participant (book the customer in), Email, Phone, Change status and More. Under More you find Edit, Reset password and Remove from Studio.
Notes and health notes about a customer
In the Notes section of the customer sheet you record internal information. Customers see none of it.
- Health Notes: a text field that you save with Save.
- Notes: a history with dates. You can Pin a note, Change date or remove it with Delete note, at least your own notes. If the customer has companions, you choose under For whom? who the note belongs to.
- Documents: with the "Documentation" addon, you store files such as forms or consents here, see Documentation.
Notes and health notes don't require an addon. Trainers only see them if they have the right to do so.
Customer status: Active, VIP, Inactive, Blocked
You change the status in the customer sheet with Change status. Inactive customers are hidden in the list, and blocked customers can no longer join your studio. What exactly the status does and what happens when you remove a customer is described under Remove or block customers.
Book customers in
You book a customer in directly from the customer sheet: Add participant opens booking in with this customer as the preselected person. How booking in continues is explained in Book in participants.
Frequently asked questions
Which columns does the customer list show? In the table view: name with email, status, bookings, credits, open amount and last activity. On a phone, only picture, name, email and status.
Why is a customer missing from my list? Maybe they have the status Inactive. Under Filter, set Status to Inactive. If they were removed from the studio, they only appear in the list again when they book or buy again.
Can I export the customer list? Yes, in the table view: select rows and tap Export CSV.
Where can I see what a customer has booked? In the customer sheet, in the Bookings section.
Do customers see my notes? No. Only your team sees notes, health notes and documents.