Contact Permissions

Clients can choose how they prefer to receive communications—via email or SMS. These preferences are managed through contact permissions in MyTime. This article explains how to view and manage contact permissions effectively.

Things to know: 

• The ability to update contact permissions from the client profile is controlled by the "Accessing Client Records" access setting. However, updating contact permissions via import is governed by both the "Accessing Client Records" and "Manage Client Setup" access control settings.
  
• Contact permissions are categorized into four types: 
  • Marketing SMS
  • Marketing Email
  • Transactional SMS
  • Transactional Email.
• For franchise businesses:
  • Contact permissions are created at the global (parent) level by default 
  • Franchisee (child accounts) will inherit their permissions from the parent.
  • Custom fields for contact permission can only be edited or deleted at the parent level 
• Franchise location options:
  • Each franchise location can choose to include or exclude these contact permission fields from their online booking intake form.
• New client profiles:
  • Contact permissions are enabled by default for clients created either online or in-store.
  • Clients who are imported without any specified contact preferences will have no contact permissions selected by default.

Contents:

• Contact Permissions
• How To Update Contact Permissions via Client Profile         
• How to Update Contact Permissions via Import                                   

Contact Permissions

• Transactional Email
  • Automatically sent to clients regarding:
    • Appointment or class bookings
    • Membership purchases
    • Package purchases
    • Gift card purchases
• Transactional SMS
  • Automatically sent to clients with the same types of information as transactional emails, but via SMS.
    
• Marketing Email
  • If this box is checked, the client can receive marketing email campaigns.
    • Clients can unsubscribe from emails at any time on their end, or you can manually uncheck the box on their profile.
    • When sending marketing emails, MyTime will automatically include clients who:
      • Have an email address on file and
      • Have opted in to receive marketing emails
      • Clients who haven't opted in or don’t have an email address will not be included in your recipient list.
      • Learn more about marketing email campaigns.
        
• Marketing SMS
  • Clients must opt-in to receive SMS marketing messages.
  • When the Client Marketing SMS Opt-In template is enabled under Automated Messages, and a new client is created with the Marketing SMS box checked:
    • A confirmation SMS is sent asking the client to reply YES to start receiving marketing messages.
    • Important rules:
      • Clients will not receive any marketing SMS until they reply YES to the confirmation text.
      • If the client replies STOP, they will be unsubscribed from SMS marketing.
      • If the client’s phone number is changed, or if the Marketing SMS checkbox is unchecked and later rechecked, the confirmation process will need to be restarted. Learn more about marketing SMS

How To Update Contact Permissions via Client Profile         

1. Navigate to the Clients tab
2. Use the location filter to select the desired location 
3. Search for and select the client you want to update 
4. In the "Details" section on the client profile, click the edit icon 
5. Scroll to the Contact Permissions section in the "Edit Details" modal
6. Check or uncheck the appropriate boxes to enable or disable permissions.
7. Click 'Save'

How to Update Contact Permissions via Import                   

1. Navigate to the Clients tab
2. Select the Manage Clients drop-down menu  and click "Export Clients" option
3. A CSV file will be downloaded to your device  
4. Open the file and scroll to columns S–V (these correspond to contact permissions). Update values:
   • 1 = enabled
   • 0 = disabled
5. Save the updated file as a CSV
6. Go back to the Clients tab > Manage Clients dropdown > Click Import Clients
7. Click 'Upload' and select the updated CSV file. 
8. Click 'Import' to upload your changes.
   

For more information, contact us at support@mytime.com. 

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