The ID# field is automatically assigned when you create a new account. To change the ID#:

1. Click the Issue ID# link to the right.
2. A pop up window will appear prompting you to scan the ID card.
    
3. You can either can the barcode on the ID card to assign the number, or you can type the new ID# in and click Enter on your keyboard.

If you do not have the Issue ID# link, do the following:

1. Go to Toolbox => Setup => Options => General Setup & Options.
2. Under Client Management, check the box for ID Cards.
3. Click Update.

Use Mr., Miss, Mrs, Ms, Dr, or whatever you would like to appear prior to their first name on mailing address labels.

This is the client's primary name, or what they prefer to be called by.

This the client's surname.

This is the client's middle name.

This is another primary name the client may choose to go by. You can search for a client in your database by nickname, but this name does not appear on class sign in sheets or on the self sign in screen, therefore if the prefer to be called by their nickname at all times, use the first name field for nicknames.

Company is a user defined field for the client contact info screen. You can change the meaning of this field by changing the word displayed here. For example, you can change the word Company to Primary Doctor, or Favorite Candy. It doesn't matter what you change the word to here. To change the field name from Company to something else:

1. Select Toolbox => Setup => Options => Language Settings
2. Under the Consumer and Business Mode section, locate the display word for Company and change the text in the field to the right.
3. Click Update to save changes.
4. Refresh your screen to see changes.

These are fairly straight-forward fields. If you don't use states, disable this drop down list by going to Toolbox => Setup => Business & Location Info, uncheck States/Provinces and click update. You can also change the default state or province under Business and Location Info as well. If the default country is incorrect for your site, please contact support@mindbodyonline.com to correct for you.

 

By default, client profiles are given a single address line and Company profiles are given two. In order to enable a second address line for your clients' profiles, you must enable "Address Line 2 Field for Individuals" on the General Setup & Options Screen.

If you have more than one studio using the same site, there will be a location drop down so you can assign a home studio. This is the studio they frequent the most, or the studio they first signed up with.

The client's email address that they wish to receive correspondence and auto email reminders.

Click the View logs link to view, edit, or add contact logs. The next page will discuss contact logs in further detail.

The mobile phone number appears on class sign in sheets and in appointment details. If no mobile phone number is available, then the home phone appears.

Once a birthday is entered, the age of the client appears to the right. During the week of the client's birthday a blue balloon is displayed on sign in sheets, sign in, and  self sign in.

The first contact date is the date that client first contacted you for services, or the date that you first contacted them such as a sales call.

Click the setup link to add a client mode login for the client. This will enable them to login and check their account details, updated billing and contact information and schedule classes and schedule or request appointments. All passwords must contain at least 1 number and must be at least 6 characters long.

 

Emailing Logins to your Clients

You can send welcome emails to clients after their usernames and passwords are saved. That way, when they open their welcome emails from you, they know how to log in.

 

In order for this feature to trigger for a client:

1. Save an email address into a client's Profile screen
2. Check the client's Email Opt-In checkbox on his or her Profile screen
3. Enable the New Client/Welcome Email for business mode (Toolbox => Setup => Auto Emails => New Client/Welcome Emails (BUSINESS MODE))

Enter in the emergency contact information for the client here. If you use the children's program features enabled through General Setup and Options, the emergency contact information is displayed on printable versions of workshop rosters and the main client lookup screen when more than one search result is returned.

The yellow and red alert fields can be used to leave important notes about a client account. To read the contents of the alert(s), hover your mouse over the icon(s) beside the client's name. When using the Sign In Tab, the notes are displayed in big bold letters so staff can easily see any warnings. These notes do not appear anywhere in client mode or on self sign in. You can look up all clients with alerts by going to the main client lookup screen.

1. Check the Alert and/or Staff Alert Checkboxes on the search filter
2. Type a '%' or enter two spaces in the search field and click search to display only clients with alerts.

Use this section to store your clients' sizes (bust, waist, hip, girth, height, inseam, head, shoe size, and tights) to function with the Costume Tracking Feature.

The Charge House Account checkbox is unchecked by default, restricting clients from making purchases on account. When checked, that client will have the ability to make purchases using "Account" as a payment method.

 

This checkbox appears automatically as the "Account Purchases - Allow All Clients" option is disabled on your General Setup & Options screen. Click here to learn more about managing purchases on account.

If you use AutoPays, you'll notice a new "AutoPay Limit" field on your clients' Profile Screens. If you leave this field blank, your AutoPays function without any limitations. But if you enter an amount into this field (e.g., 100), then anything over that limit will become a negative balance on the client's account with your business. This feature helps clients with banks that enforce a maximum per transaction charge.

 

To see this feature:

1. Lookup a client (Clients => Lookup Client)
2. In the far right column, observe the new "AutoPay Limit" field

Suspending a client account removes online scheduling privileges until the suspend to date is reached.

 

Account suspensions does not prevent auto pays from going through, or online purchases. To suspend an account:

1. Check the Suspend Account checkbox.
2. Select a suspend from start date.
3. Select a suspend to end date, or leave blank for an open-ended suspension.

There are two options for assigning a referral category to a client. The first option is to choose the referral category from the drop down list.

1. Click the top radio button and choose from the drop down list.
2. Click Save Client Information.

All values in this drop down list are editable and can be changed, or added upon:

1. Go to the Clients menu next to Toolbox.
2. Select Referral Categories

The second option is to manually type the referral category.

1. Click the bottom radio button and use the text field to the right to type in the referral category.
2. Click Save Client Information.

Typing in a referral category does not add it to the referral category drop down list.

 

Another Client Referrals

When you choose Another Client as the referral from the referral category drop down list, the screen changes to prompt you to look up the associated client from your active client list.

1. Look up the name of the referrer.
2. Click Add Relationship.
3. The referrer's name now appears under the relationship heading below the referral category.

Relationships can be created between accounts to identify family members, friends, referrals, or package sharing privileges. To learn more about series sharing between clients, click here.

1. Click the Assign link next to the relationship heading in the client contact info page.
2. Look up the related account.
3. Select a relationship type from the drop down list between the two names, such as friend.
4. Click Add Relationship.

If two clients wish to share their class card or another purchase:

1. Click the Assign link next to the relationship heading in the client contact info page.
2. Look up the related account.
3. Select Shares Packages the drop down list between the two names.
4. Click Add Relationship.

The next time you sign the students into class, the software will check to see who has a current package and deduct a session. If both clients have current packages then visits are deducted from their own packages, but if only one has a package, then visits for both are deducted from the account with the current card.

Relationship types are editable and more can be added if you do not see the relationship you need.

To add more relationship types:

1. Select the Clients Menu.
2. Choose Relationship Types.

 

To learn more about shared series, shared memberships, and pays for/paid by relationships, click here.

Client photos are very easy to upload. You need to do absolutely no editing to the picture prior to the upload. All that is needed is a digital camera, or web camera to take the client's photo. Save the photo somewhere on your computer and using the browse button in the client contact info screen to locate and upload it to their profile. The photo then appears at self sign in, sign in, class sign in, workshop sign in, and in appointment details.

1. Click the Browse Link.
2. Locate the photo on our computer and click Open
3. Click the Upload Button

Presto! the picture appears and is automatically resized. If you like, you can delete the photo from your computer after uploading.

 

If you're interested in tracking the progress your clients have made while using your business's services, click the option to Enable Before & After Photos in the Client Management Section of the General Setup & Options Screen. The Self Sign-In Screen, Sign-In Screen, and Class Sign-In Screen will use the after photo instead of the before photo, if an after photo is provided.

Disambiguation: Client Statuses

Your client's Profile Screen gives a snapshot of each client's membership status. On the Profile screen, there's text beneath the client's photo that displays the client's most current status.

 

How do I see a client's membership status?

1. Look up a client (Clients => Lookup Client)
2. On the client's Profile screen, notice the new Member Status information.

 

Why don't I see the Member Status area? You won't see the member status section unless you have a client with at least one active membership series that is sold inside of a contract 

 

Client statuses defined:

• System Status: Automatic statuses based on the client's memberships series.
  • Active: Client has an active membership on file
  • Non-member: Client has never purchased a membership series
  • Expired: Client has purchased a membership series at least once. But the series has either expired or has been completely used
  • Suspended: Client had an active contract. But it's currently suspended on the Account Details screen. Clients are also considered suspended if their Profile screen has a scheduling suspension.
  • Terminated: Client had an active contract. But it was terminated on the Account Details screen
• Custom Status: Statuses that you create and manually assign to a client on their Profile Screen. Custom statuses override system statuses.

To learn more about member statuses and how to create custom statuses click here.

 

Status Log Screen

One of the coolest facets of this feature is that it comes with a status log that allows you to see how a client's membership status has changed over time. Since the status log is brand new, it won't display any status changes from the past. But moving forward, you'll be able to see how clients have drifted in and out of membership statuses over time.

 

Where is the Status Log?

1. Look up a client (Clients => Lookup Client)
2. On the client's Profile Screen, notice the new Member Status information.
3. Click on the [Status Log] Link

If you use the Martial Arts Belt Tracking System, then your clients' assigned belt level will display in this section of their Profile. Use the Belt History Link to review their progress and the Add New Belt Link to manually update their belt level.