Adding Clients Manually

In MyTime, clients can be added in many different ways. In this article, we will look at how to manually add a new client on the Clients tab. 

Things to know:

• The ability to create clients is governed by the "Edit Client Information" access control setting. 
• An email address or phone number is required to save the profile, unless the "Client records must have a phone number" and "Client records must have an email address" hidden settings are enabled—in which case both fields will be required.
• If custom client fields have been created and marked as required, those fields must be completed before each client profile can be saved. Learn more about custom client fields here.
• By default, all contact permissions are selected for new client records—this includes transactional email, transactional SMS, marketing email, and marketing SMS. If a client wishes to opt out of any of these communication types, simply uncheck the box next to the corresponding permission. This ensures the client only receives the types of communication they consent to, such as appointment confirmations and marketing campaigns. Learn more about contact permissions here. 
• When viewing clients from the Clients tab without filtering by location, MyTime will display the total number of clients across all locations:
  • Exact counts are shown for totals under 10,000 (e.g., 1,378)
  • Rounded counts are shown for totals of 10,000 or more (e.g., 19.5k)

To add clients manually:

1. Go to the Clients tab
2. Click the + Add Client button
3. Fill in the client details as needed. Key fields include:
   • Associated Locations: Select the locations this client should be linked to. 
     • Associating clients with specific locations ensures they receive relevant marketing messages. 
     • For franchise businesses with global client sharing enabled, each child account can associate the client with its own location when adding a new client. 
     • Learn more about associated locations here. 

   • Client Name: Enter the client's first and last name. The last name is optional by default but will be required if the "Client records must have last name" hidden setting is enabled.

   • Email Address: Client’s email address. This is required if the "Client records must have an email" hidden setting is enabled. If the setting is not enabled, either a phone number or an email address is required to save the client profile.
   • Mobile Phone: Client’s mobile number. This field is required if the "Client records must have a phone number" hidden setting is enabled. If the setting is not enabled, either a phone number or an email address is required to save the client profile.
   • Home Phone: (Optional) Client’s home number.
   • Work Phone: (Optional) Client’s work number.
   • Address: (Optional) Enter the client’s physical address
   • Labels: Apply labels for organization or filtering. Learn more about labels here.
   • Client Since: The date the client’s profile was created. This field is auto-filled but can be manually edited if needed.
   • Date of Birth: (Optional) Select the client's birth date
   • Gender: (Optional) Choose the client’s gender. The default options are “Female” and “Male,” but you can create custom fields. Learn more here.
   • Booking: Enable or disable the ability for this client to book online. Learn more here.
   • Contact Permissions:
     • Transactional Email: Allow appointment-related emails
     • Transactional SMS: Allow appointment-related text message
     • Marketing Email: Allow promotional emails
     • Marketing SMS: Allow promotional text messages
   • Contact Preference: Select the client's preferred communication method: email, SMS, home phone, or work phone.
   • Preferred Location: Select the location the client visits most frequently or prefers to book appointments
   • Preferred Language: Select the preferred language for receiving automated messages. If not set, the business’s default language will be used. Learn more here.
   • Preferred Staff: Assign a primary service provider for the client. Learn more here.
   • Tax-Exempt: Mark the client as tax-exempt, if applicable. This setting allows clients to make purchases without being subject to certain taxes. Learn more about tax exemption here.
   • Custom Services: Set custom pricing and service durations for this client. Learn more here.
   • Invite Client to Book Online: Automatically send the client an email invitation to book via your custom MyTime URL.
4. Click Save to add the client to your Client list

Related Articles:

• Importing Clients via Spreadsheet
• Merging Clients