Adding a new or walk-in client

Staff members can add new clients or walk-in clients to your business. When adding a client, staff members must enter the client’s name and contact information, set a home location, and configure the client’s notification settings. You can add a new client from the App Drawerthe schedule when booking an appointment, the attendance list for a class or event, or the store when processing a purchase for a client. However, you can only add a walk-in client when processing a purchase for a client from the store or when booking an appointment from the schedule.

After creating a client profile, the client’s profile information and notification settings can be changed at any time. For more information, see Modifying a client’s profile details and Changing a client’s notification settings.

When adding a new client or a walk-in client, keep the following information in mind:

  • If you have enabled the welcome email notification, a new client will receive this email when their client profile is created. By default, the welcome email includes all the sign in information the client needs to access WellnessLiving. To customize this email template, see Customizing automated notifications.
  • As a security measure, staff members won’t be able to set a password for a new client when creating their client profile. After you have finished creating their client profile, you can instruct the client to open the welcome email, sign in to the Client Web App using the credentials provided in the email, and change their password.
  • Each day, a business can add up to 2000 new clients and up to 50 clients who have registered with the same email at other businesses that use WellnessLiving. For more information on adding clients who have registered with other businesses that use WellnessLiving, see Adding a new client who is registered with another business.
  • After you add a new client, it can take a few minutes before they appear in search results, reports, and the client list. However, the client will be displayed immediately in the RECENTLY ADDED list when you click the Search button in the Top Nav Bar.
  • Multiple client profiles cannot be created using the same email address in one business. If the email address entered for a client is associated with an existing client profile in the system or with a guest, a prompt will appear. Clicking YES, THIS IS THE CORRECT USER will bring you to the client or guest profile. To finish creating a client profile for the guest, you will need to fill out the required fields.
  • If a client’s email address has already been registered by another business using WellnessLiving, you’ll be asked to confirm if it’s the same person. Click YES, THIS IS THE CORRECT USER to add the client to your business using their existing client profile details.
  • When you add a new client to your business, all their notification settings will be set to ON by default unless they have Notification Opt-In enabled under their Client notifications. Notification settings configured in other WellnessLiving businesses will not affect your clients’ notification settings.

In this article:

    To add a new client from the App Drawer:

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Add Client. You can filter the list by entering Add Client into the Search field.
    4. Enter the client’s information in the appropriate fields. For more information, see Default client profile fields.
      • Click Additional Information to display more client information fields.
    5. Click Create Account.

    To add a new or walk-in client when booking an appointment from the schedule:

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Schedule. You can filter the list by entering Schedule into the Search field.
    4. In the top left corner of the schedule, click +Add, and select Book an Appointment. The booking wizard is displayed.
    5. Under CLIENT(S), add a new client or walk-in client.
      • To add a new client to WellnessLiving and book them into the appointment, click Add New Client, enter the required profile information in the fields provided, and then click Save Client.
      • To book a walk-in client into the appointment, click Add Walk-In Client. You can choose to convert the walk-in client to a new or existing client when or after booking an appointment.
        • To convert the walk-in client to a new client during appointment booking, expand the CLIENT(S) field and click Convert to Client. Next, enter the client’s information in the appropriate fields, and click Additional Information to display more client information fields. Click Save Client, and then click Return to Booking to continue with the booking process.
        • To convert the walk-in client to a new or existing client after the appointment booking has been made, click on the appointment, and then click the More button . You have the following options:
          • Convert to new client – Select this option if the walk-in client does not have an existing client profile. Next, enter the client’s information in the appropriate fields, and click Additional Information to display more fields. Click Create Account.
          • Convert to existing client – Select this option if the walk-in client already has an existing client profile within your business. Next, select an existing client and click CONVERT. The appointment booking is displayed on the existing client’s profile.
        • If you book an appointment for a walk-in client, the client will be listed as Walk-in on all Attendance reports.
        • You can only book an appointment for a walk-in client if Clients can purchase individual sessions is selected under the appointment’s Price For more information, see, Appointment Type general information settings.
    1. To continue the appointment booking process, follow steps 5 to 10 in To book an appointment from the schedule.

    To add a new client from the attendance list of classes and events:

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Schedule. You can filter the list by entering Schedule into the Search field.
    4. Find and select the class or event for which you want to view the attendance list.  You may have to adjust the schedule’s filters and date range to find the class or event.
    5. Click View Attendance List.
    6. Click +NEW CLIENT.
    7. Enter the client’s information in the appropriate fields. Required fields are marked with a red asterisk. For more information, see Default client profile fields.
      • Click Additional Information to display more fields.
    8. Create a client profile and complete the booking process. You have the following options:
      • Create Unpaid – Create a client profile and book the service without requiring payment from the client.
      • Create & Pay – Create a client profile and pay for the service through the store. For more information, see Making a sale.

    To add a new or walk-in client from the store:

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Store. You can filter the list by entering Store into the Search field.
    4. Under Location, select the location where the sale occurred.
    5. Add a new client or walk-in client.
      • To add a new client, click ADD CLIENT. Enter the client’s information in the appropriate fields and click Create Account. For more information, see Default client profile fields.
      • To add a walk-in client, click WALK-IN. This will make the sale anonymous and doesn’t require you to create a client profile.
    6. To complete the sale, follow steps 5 to 10 in Making a sale.
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