Customer Notes Overview

Keep detailed records about your customers with the Notes feature.

What Are Customer Notes?

Notes allow you to record important information about customers that staff should be aware of. This includes:

• Service preferences
• Allergy information
• Personal preferences
• Appointment observations
• Medical history (for relevant businesses)

Note Types

General Notes

Standard notes for any information:

• Favorite drinks or music
• Conversation topics to remember
• Gift preferences
• Scheduling preferences

Appointment Notes

Notes related to specific appointments:

• Results of treatments
• Products used
• Staff observations
• Follow-up recommendations

Medical Notes

Important health-related information:

• Allergies and sensitivities
• Skin conditions
• Medications
• Medical history

System Notes

Automatically generated notes for:

• VIP status changes
• Important account updates
• System-generated alerts

Where Notes Appear

• Customer Detail Page - Full notes history in dedicated tab
• Booking Modal - Key alerts visible in client profile
• Quick Reference - Important notes flagged for attention

Benefits

1. Continuity of care: any staff can provide consistent service.
2. Personalisation: remember customer preferences.
3. Safety: track allergies and medical info.
4. Communication: team stays informed.
5. History: complete record over time.

Use case scenarios

Scenario 1: Stylist swap continuity

Anna's regular stylist is on vacation, she's covered by Bella. Bella opens Anna's profile, reads notes: "Prefers warmer water, doesn't like small talk". Bella delivers exactly what Anna's used to. Anna doesn't even notice the swap.

Scenario 2: Allergy in the medical notes

Customer reports a sensitivity to a specific hair-color brand. Stored in medical notes. Six months later, a different colorist sees the warning before opening the appointment, switches brands. Allergic reaction prevented.

Scenario 3: Birthday and life event recall

Receptionist remembers from notes: "Anna's daughter's name is Lisa, just got into university". When Anna comes in next, "How is Lisa enjoying university?" Anna feels memorable, not just a number.

Scenario 4: Treatment progression tracking

A facial salon documents each session: "Skin condition slightly improved, used Vitamin C serum, recommended 2-week interval." Six sessions later, the esthetician sees the full arc and tailors the final treatment.

Scenario 5: Difficult conversation prep

Customer flagged "Difficult about pricing, prefers direct quotes". Staff reads before the appointment, mentally prepares, offers a clear quote upfront. No awkward surprises.

Tips

• Different note types for different uses: don't mix general gossip with medical alerts.
• Read before every appointment: the time it takes to read 3 notes saves the time it takes to recover from a mistake.
• Be respectful: notes are visible to your team. Avoid judgment-laden language ("annoying", "complainer"). Stick to facts.
• Update after every visit: a 3-year-old "Likes cooler temperature" note is useless if her preference changed.
• Use medical type for safety-critical info: it's flagged differently in the UI, you won't miss it.