Client management software: every client with bookings, credits and notes
Find any client in seconds, see their bookings, credits and your notes at a glance, and act right from the client record: book them in, message them, adjust credits.
- Free plan, free forever
- No demo call, start right away
- No credit card
Updated 25 September 2026
Client management at a glance
- included even in the Free plan
- In every plan
- Active, VIP, Inactive, Blocked
- 4 statuses
- with credits, revenue and bookings
- CSV export
- bookings, credits, notes, invoices
- Client record
- servers, GDPR-compliant
- Frankfurt
- for you and your clients
- 7 languages
What is client management software?
Client management software is the list of all your studio's clients with their records: contact details, booking history, credits, subscriptions, invoices and internal notes. In Bookicorn, you find clients through search and filters, adjust credits by hand, message clients directly and export the list as CSV. Clients who stop coming move to the archive or are removed from your studio in line with the GDPR.
- Who it's for
- For studios, schools and instructors who no longer want to hunt for clients in spreadsheets, index cards and chat histories.
- What you get
- A client list with filters, client records with bookings and credits, tags, notes, statuses and archive, direct email, CSV export and GDPR removal.
- What it costs
- Client management is included in every plan, even the Free plan for €0. On the Free plan the number of clients is limited, on the paid plans it is not.
Who still has credits, who hasn't been in for a while?
- How many classes do I have left on my pass?
- I was on vacation, does my pass expire now?
- Did you get my new address?
Every question means: open the spreadsheet, search for the name, count the punch card. Notes live in the instructor's head, vacation pauses on scraps of paper, and nobody notices who hasn't been in for a long time.
You open the client record and see credits, bookings and notes right away. You pause the pass with a reason, and long-inactive clients stand out in the list at a glance.
Find, check, act
Client management in the Manager, explained in three steps.
- 1
Find clients
Search by name or email and filter by status, tags, source, available credits or last activity.
- 2
Open the client record
Bookings, revenue and credits are at the top, below them profile, booking history, credit packs, persons, subscriptions, invoices and notes.
- 3
Act directly
From the record you book them in, send an email, call, change the status or adjust credits.
What client management can do
Everything you need to know about a client and do with them lives in their record. No add-on needed.
All featuresClient list with search and filters
Search by name or email, filter by status, tags, source, credits and last activity. As a table or cards, with key figures on active, new and inactive clients.
Booking history
Every booking with session, booking date and status. From there you open the session or cancel the booking directly.
Adjust credits by hand
Grant credits as a payment, goodwill gesture, gift or refund, top up passes, deduct with a reason, extend validity and see the history of every pass.
Pause credit packs
For vacation or illness, you pause a pack right away or for a period. With an end date it switches back on by itself, and when you resume it by hand, validity is extended by the paused days.
Status and archive
Active, VIP, Inactive or Blocked. Inactive clients disappear from the list into the archive until you filter for them. Blocked clients no longer see your studio in their client portal.
Tags and notes
Assign your own tags, write internal notes with date and author, and pin important ones to the top. Health notes have their own field.
Message clients directly
Send an email with subject and text in your studio's design. When your client replies, the reply comes to you. Calling takes one tap.
CSV export and GDPR
Export selected clients with credits, revenue and bookings as CSV. When removing a client under the GDPR, Bookicorn deletes notes and documents, while invoices and bookings are kept.
Also included
- Edit details: contact, birthday, gender, address
- Maintain the client's saved persons, such as children
- Outstanding amount per client right in the list
- Clients without activity for 90 days shown faded
- View subscriptions and take back cancellations
- Send a password link to clients
- Book clients in right from the record
- Instructors only see the data you share
- Documents on the client with the Documentation add-on
- The client's vouchers with the Vouchers add-on
Start for free, no demo call
Create your account and set everything up in a few minutes. The Free plan stays free forever, and for 14 days you can also try every feature.
- Start right away, no demo call
- No credit card needed
- Cancel monthly
BookicornFree planHow others use client management
Three typical setups from different industries.
Pilates studio
Regulars get the VIP status, Reformer clients their own tag. Before a course starts, the studio filters everyone with credits.
- Status
- VIP
- Tag
- Reformer
- Filter
- with credits
Swimming school
Parents book for their children. The record lists the children as saved persons, and notes can be assigned to each child.
- Persons
- 2 children
- Note
- per child
Fitness studio
A client is injured for six weeks. The studio pauses her 10-class pass with an end date, and afterwards it continues by itself.
- Action
- Pause pass
- Period
- 6 weeks
- Reason
- Injury
What others use together with client management
Core features are included in every plan, add-ons you turn on when you need them.
Adding clients
Add clients yourself in the Manager and invite them by email, or let them sign up when booking. Everyone ends up in your client list.
Learn moreDocumentation
Notes on every session right from the session and a private storage for intake forms, consents and contracts. Only your team sees them.
Learn moreClass packs
Sell 10-class packs and other class packs online. Bookicorn deducts credits with every booking and shows your clients their balance.
Learn moreClient portal
Your studio's client portal: book and cancel sessions, buy credits, manage subscriptions, download invoices. In the browser and in the client app.
Learn moreGDPR and data protection
Servers in Frankfurt, a data processing agreement at sign-up, account deletion by clients and legal pages on your booking page. In every plan.
Learn moreCredit Subscriptions
Sell credits as a subscription: your clients pay monthly or yearly through Stripe or PayPal, and new credits arrive automatically with every payment.
Learn moreFrequently asked questions about client management
Answered briefly. The first sentence is always the answer.
Can't find your question?
Write to usYes, as CSV. Select the clients in the table and tap Export CSV. The file contains name, contact, status, credits, revenue, bookings and last activity.
Still have questions about client management?
Write to us in two minutes. You get a personal reply from people, not from a bot, and we tell you honestly whether Bookicorn is right for you.
Hi, I'm Daniel. Tell me briefly what you offer, and I'll tell you how to set it up in Bookicorn.
Daniel Haenle · replies personally
Ready to manage your clients in one place?
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- 14 days of every feature
- No credit card
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- No minimum term
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