STX Desktop: Client Cards

Client Search

Purpose

The Client Search window will normally open with all of your clients listed. This window is used to look up, add, and delete clients, and also shows the number of current clients.

Searching for a Client

Type a name (full or partial), phone number (full or partial), or email address (full or partial), in the search field. You will narrow the list down to clients matching the entered criteria. It is not necessary to enter the full name, phone number or email address to search for the client. Part of the criteria will return results.

To search for a client by name or initials, click inside the Search field and simply type part of the name, or type the last name initial, a comma, then the first name initial, without any spaces. For example, Cyndi Adelizzi would be typed A,C and press the Return key on your keyboard. You can also replace the comma with a space. 

Double-click on a name and that client's card will open. To show all clients after narrowing the list, clear the text from the Search field and press the Return key on your keyboard.

To search for a client by phone number, click inside the Search field and simply type all or part of the number and press the Return key on your keyboard. We recommend you type only the last 4 digits of the phone number because the entire number might not be formatted the same way on each client card. Using only the last 4 digits when searching produces more accurate results.

Double-click on a name and that client's card will open. To show all clients after narrowing the list, clear the text from the Search field and press the Return key on your keyboard.

To search for a client by email address, click inside the Search field and simply type all or part of the email address and press the Return key on your keyboard.

Double-click on a name and that client’s card will open.

The client’s card shows that the email address matches what was typed in the Search field. Note: the part of the email address you typed to search for will not be highlighted once the client card is opened. 

Once you are finished with the client card, save and close the window. You will be returned to the Client Search screen. To show all clients after narrowing the list, clear the text from the Search field and press the Return key on your keyboard.

Adding a New Client

Click the New Client icon in the upper left corner of the Client Search window.  This will open a blank client card for entering a new client. It is not necessary to type the new client’s name in the Search field before clicking the New Client icon.

Enter all appropriate information. When finished, click the Save icon found in the upper right corner and then Close the window.

Deleting a Client

Highlight the client’s name you wish to delete from the Client Search list. Click the Delete Client icon. One of the following alert messages will appear, depending on if the client has existing historical data or not, such as past service appointments or product purchases.

If this client is attached to appointments or ticket transactions, you will get this sheet and will be unable to delete the client. Click OK to continue. Clicking OK will take you back to the Client Search screen. Remember, you will not be allowed to delete this card because the client has historical data.

If the client has no historical data and can be deleted, you will get this sheet to make sure you really want to delete the client. Click Delete to delete the client, or click Cancel to keep the client card intact. 

Please note: It is not advised or recommended to delete clients that have historical information, such as ticket transactions and/or appointments. Deleting the historical information, and then the client card, will have an adverse affect on reports, employee commissions, total sheets and other financial information for your business. 


Client Info

Purpose

The Client Info tab allows you to store contact, personal and promotional information for the client, as well as specific alerts you might wish to display when the client is scheduling an appointment.

Name and Address

Enter the client's Name and Address. Please note that the second address line is not intended for the City, State/Province or Postal Code. That information is automatically entered when you type in the Postal Code below the 2 address lines. 

It is important to have accurate addresses to use in marketing, so remember to double-check your entries. 

Other Information

Select the appropriate Gender

Enter an Email address so you will be able to contact the client in this manner for appointment confirmation and marketing. It is especially important to get the Email address if you use the Online Services function with STX, as this is how appointment reminder emails will be sent to the client.

Enter the client's Drivers License number for check writing/cashing protection.

If this client was referred to you by another client, enter the referring client's name in the Referred By field. In the above example, Renee Smith was referred to your business by Cyndi Adelizzi. Cyndi is the referring client and her name would be put on Renee's card in the Referred By field.  Any client who refers a client to you must already be an existing client in your client database. This information can be used in the Client Marketing section of STX for referral tracking purposes. (See Client Marketing)

If the client card you are creating is for one of your employees, please check the box This Client is an Employee. Select the employee name from the popup menu. Please note, this information is for your viewing purposes only and will not be displayed on any reports or other areas of the program.

Booking Restrictions

This section is used when you need a reminder or an alert to drop down when an appointment is being made for this particular client. 

Alert Only – if this is clicked, an alert sheet will drop down when making an appointment for this client, but will allow you to continue booking the appointment.

Do Not Book – if this is clicked, an alert sheet will drop down when making an appointment for this client, but will not allow you to continue booking the appointment. Until this is deselected on the client card, no appointments will be able to be made for this client.  

STX gives you two preset reasons for Booking RestrictionsPersistent No Show and Unpaid Returned Check. STX allows you a third option customizable for each individual client.

An example of how this works would be if you have a client with a returned check and you would like to be notified when the client attempts to schedule an appointment with your front desk staff. Select between the options of Alert Only or Do Not Book. Check the Unpaid Returned Check box and also check the customizable field. Enter the information such as the amount of the returned check along with the date the check was returned to you, as well as the amount of the returned check.

Depending on which restriction option you chose, Alert Only or Do Not Book, one of the following two alert messages will appear when attempting to schedule an appointment for the client.

Alert Only 

Click Don’t Book if you do not want to schedule the appointment for the client until the returned check is cleared up. Click Book Anyway to proceed with scheduling an appointment for the client, regardless of the returned check.

Do Not Book

Click OK to return to the booking calendar, or the appointment builder, whichever you were using to schedule the appointment. The client’s appointment will NOT be scheduled until you turn off the Booking RestrictionsDo Not Book option. 

Telephone Numbers

You may enter up to 5 phone numbers for the client. The first 3 are preset for you – Evening, Daytime, and Cellular. STX gives you two fields that you can customize for each individual client. Some examples would be an alternate work number, a fax number, an answering service, or a family member’s number.

Emergency Contact

Enter the Name and Phone number of the person to contact in the event of an emergency.

Promotions

New Client – You may select the promotion (if any) from the popup menu that originally brought the client to your company.

All Products and All Services – These promotions are used to give an ongoing discount to a client. For example, you would like this client to always receive a discount of 10% on all retail purchases every time the client comes in. This is not used for one-time discounts, which can be taken directly on the client’s ticket transaction. Simply select the promotion (if any) from the popup menu you would like to assign to either services or products. This is an excellent way to give ongoing discounts to students, senior citizens or VIP clients, among others.

Note: A suggestion would be to assign employee discounts. After creating a promotion named something like Employee Discount, you would select it here on your employee's client card.  Each time the employee receives a service or purchases products from you, STX will automatically apply this discount to the ticket. (Please see Setup: Marketing: Promotions for information on how to create promotions.)

If you have assigned a promotion to a client card and later wish to remove it, select the blank line at the top of the popup menu. Your client’s card will no longer have a promotion attached.

Reward # – The Reward # is the number you have assigned to the client so he/she can participate in the Rewards Programs you have established. 

Scan a Reward Card if you have one, or enter the Reward # you have pre-assigned to the client. Hit the Return key on your keyboard. The following will appear.

Click Create Account. The number you assigned to the client will now appear in the Reward # field. You must Save the client card before the account will become active. This option is perfect for manually loading pre-existing account / tracking numbers for reward programs you already have in place.

Please see chapter 04 Marketing Setup of this manual for more information on creating and setting up a Rewards program. See chapter 09 Transactions of this manual for more information on awarding and redeeming the points associated with the client’s Reward # account. 

NOTE: If you would like more information on purchasing the Rewards Program Module, go to Registration under your STX menu and click on Renew / Upgrade Online… Or call our Sales Department at 800.766.4778 and a member of our team will be happy to assist you.

Duplicate Client Names

When filling out the Client Info tab for a new client card, and the name you are entering already exists in the client database, the following warning will appear.

You are provided with two choices - Ignore or Show Possible Duplicates. It is recommended you select Show Possible Duplicates. The client may already exist in the database and you can select the proper client card, or it just might be a coincidence. Either way, it is best to be sure.

When selecting Show Possible Duplicates, STX will open the duplicate client card(s) on top of the new one you are creating. Check to be sure the new card you are creating and the duplicate card are not the same client.  

If you find both records do indeed reflect the same client, simply close out of the new client card without saving. If it is NOT the same client, it is recommended you add a middle initial to the new client card to distinguish it from the client name already in your database.

The Ignore button can be chosen when you are certain the client is indeed a new client. However, since the warning appeared saying there is a client with that name already, you should add a middle initial to the new card to distinguish it from the client name already in your database. You will be able to continue entering the information for the new client.

Saving the Client Information

Click the Save icon in the upper right corner to save the client card. An alternative to clicking the Save icon would be to use the keyboard shortcut related to the Save function. The Save keyboard shortcut is performed by holding down the command (Apple) key on the keyboard and typing an S. Release both keys and the Client Card will be saved.

If you are finished entering information, close the client card by clicking on the RED gumdrop in the upper left-hand corner of the card. If you closed the Client Card before saving the information, the following alert will appear.

Click Save and your changes will be saved and the client card will close.

Click Cancel to go back to the card and continue working.

Click Don't Save and the card will close without saving any of the new information just entered.

Appointments

Purpose

The Appointments tab on the client card allows you to view any appointment the client has scheduled - both past appointments and appointments that are scheduled for the future. There are many different pieces of information you can view about appointments as well as many functions that can be performed from this screen. Functions such as editing an appointment, rescheduling, canceling, and printing a listing of the appointments for the client can all be performed from the Appointments tab of the client card.

Confirmation Preferences

Confirmation Preferences are used to set which numbers should be used when making confirmation calls.  Use the Confirmation Preferences popup menus to select the phone numbers or email address to use when confirming appointments during a specific time of the day.

Future Appointments

Use the popup menu to select Future Appointments. This shows you the view of all future appointments the client has scheduled. Check the Show Cancellations checkbox to have all cancelled future appointments included. 

The list of future appointments shows the date, starting time, current status and the employee performing the service(s) of each future appointment listed. Clicking the small black triangle next to each appointment will open, or expand, the appointment’s details and reveal more specific information about the appointment.

Double-click on a specific appointment date to open the Appointment Detail window for the individual appointment. From there, you can reschedule an existing appointment, cancel it, delete a service, etc. (Please see the chapter 

08 Appointments: Appointment Detail for more specific information on the Appointment Detail window.)

To print a listing of all future appointments for the client, click the Print Appointments button at the bottom of the screen. 

This printout is especially beneficial for clients who would like to have all future appointments printed so they can note them on their calendar at home or work.

Past Appointments

Use the popup menu to select Past Appointments. This shows you the view of all past appointments the client had scheduled. Check the Show Cancellations checkbox to have all cancelled past appointments included.

The list of past appointments shows the date, starting time, current status and the employee performing the service(s) of each future appointment listed. Clicking the small black triangle next to each appointment will open, or expand, the appointment’s details and reveal more specific information about the appointment.

Double-click on a specific appointment date to open the Appointment Detail window for the individual appointment. From there, you can reschedule an existing appointment, cancel it, delete a service, etc. (Please see the chapter 

08 Appointments: Appointment Detail for more specific information on the Appointment Detail window.)

To print a listing of all past appointments for the client, click the Print Appointments button at the bottom of the screen. 

This is especially beneficial for clients who would like to have a history printed for tax purposes.

Show Cancellations

Check the Show Cancellations box to show appointments that were cancelled, whether future or past.

The Cancelled appointment will show in the list of Future Appointments. Clicking the small black triangle next to each appointment will open, or expand, the appointment’s details and reveal more specific information about the appointment.

Double-click on a specific appointment date to open the Appointment Detail window for the individual appointment. From there, you can either create a standing appointment or delete the appointment completely from the database. Please see the chapter 08 Appointments: Appointment Detail for more specific information on the Appointment Detail window.)

The Cancelled appointment will show in the list of Past Appointments. Clicking the small black triangle next to each appointment will open, or expand, the appointment’s details and reveal more specific information about the appointment.

Double-click on a specific appointment date to open the Appointment Detail window for the individual appointment. From there, you can either create a standing appointment or delete the appointment completely from the database. Please see the chapter 08 Appointments: Appointment Detail for more specific information on the Appointment Detail window.)

New Appointments

At times, when speaking to a client and viewing the appointment tab on their client card, it may be necessary to book a new appointment.  

To book the new appointment, click the New Appointment button in the lower right corner to open the Appointment Builder.  

The Appointment Builder screen will already have the client’s name filled in with all of the appointment history for the client showing. 

Appointments Booked and Modified

Highlight an appointment in the list, either future or past, and you will see the booked and modified information regarding the highlighted appointment. You can see the date, time and employee logged in when the appointment was created and last modified. This information is shown just below the listing of appointments.

Date Booked - when the appointment was originally made and which employee did the booking.

Date Modified - the last date the appointment was modified for any reason. Please note: While multiple modifications could have been made to the appointment, the Date Modified will only show the date for the last time that particular appointment was modified and by whom.

Marketing

Purpose

The Marketing tab stores unique information relating to that client on their client card. This information can be gathered in various marketing reports and mail marketing through the Client Marketing feature. (Please see the 11 Client Marketing chapter for more information.)

Marketing Info

Occupation - From the popup menu, select the Occupation of the client. (Occupations can be set up in Setup: Marketing: Occupations)

Birth Date - Enter the client’s birth date formatted in MM/DD/YYYY style. If, for some reason, your client does not give you the birth year or does not wish to give you the birth year, you can enter one of your choosing. The Client Marketing feature can select birthdays based on a birth month and/or birth day, in addition to choosing the filter based on month/day/year.

Last Mailing Date - Generated automatically through STX and will show the date the last mailing with this client's name was done. (Last Mailing Date is only generated when mailing labels are printed)

Client Referrals - Tracked automatically through STX and the clients that this particular client refers to your salon. (Please see the section Client Card: Client Referrals for information how to enter the referring client’s name for the tracking to take place.) 

New - Shows the number of New referrals. This number will increase as they refer more new clients. This number can also be decreased, or reset to 0 (zero), through the Client Marketing feature.

Total - Shows the lifetime referrals by this particular client and will only change to a greater number when a New referral is made. In other words, this number will never decrease. It will only stay the same or increase.

Primary Employees

A Primary Employee is the one employee the client goes to most often for services in that department. Select a Primary Employee, if applicable, for each department from the popup menu following the department name. Please note, this information is for your viewing purposes only and is not shown on reports or other area of the program.

Client Flags 

Client Flags are used to further define unique information about a particular client. Perhaps, in the future, you would like to direct a specific mailing to all your clients that are considered VIP clients. Creating a VIP flag (Setup: Marketing: Client Flags), will allow you to select these clients through the Client Marketing section of STX. There is no limit to the number of client flags you can create, and you can check as many as necessary for a client on the client card.

Online Email Marketing Events

One of the functions of the Online Services subscription is Email Marketing. If you subscribe to the Email Marketing portion, you will be able to see the status of each marketing event you sent to your clients. This client shows that 3 different marketing events were sent, and gives information about each of the events right on the client card. You can see which ones were read and when, which ones had a specific link clicked in them and when, as well as when each event was sent to the client. You will even be able to see if the client unsubscribed to your email marketing, so they will not be selected for future ones.

Clicking the small black triangle next to each email event will open, or expand, the event’s details and reveal more specific information. For more information about subscribing to the Online Services, please contact our Sales Department at 800.766.4778.


Pictures

Purpose 

The Pictures tab of the client card allows you to store an unlimited number of pictures for each client. You can record before and after pictures, new styles, or pictures of styles the client likes from other sources. You can even store pictures of the client’s family members if you would like. All pictures will be listed in alphanumerical order, depending on the name you give to them after adding a new picture.

Adding Pictures

Click the New button in the lower left corner to add a new picture.

A drop-down sheet will appear. Navigate to the file or folder you have stored your picture(s) in.

Once you have found the picture you wish to add to the client card, select the picture by clicking one time on the name and click Open.  Click Cancel to go back to the Pictures tab of the client card without choosing a file.

After selecting the picture, you will receive the Large Image Warning if the image it too large. Click Reduce & Add to shrink the image before adding it to the client card. Click Just Add Image to add the image the size it currently is. Please note: adding an image that is too large could inflate the size of your STX database. Click Cancel to return to the client card without adding the new picture.

The picture will show on the client card and be stored in your STX database. Because it is now stored in the STX database, you can delete the picture from the folder where it was originally saved.

When the picture is added, you will note in the upper left part of the client card a light blue box around the words New Picture. This is the “title” of the picture and you may change this to whatever you wish.

The Date field shows the current date by default. You can change this date to reflect the date the picture was taken. Add comments to the Comments field describing the picture.

The Camera button is used for taking a picture of the client ‘right now’. Using the built-in camera on the Mac computers, you can take a picture of the client on the spot. Instead of clicking the New button to add a picture, as described above, click the Camera button and the following sheet will appear.

A sheet will slide out to the side of the client card with the image your camera is showing. Click the Take Snapshot button to have the picture immediately put onto the client’s card. 

When the picture is added, you will note in the upper left part of the client card a light blue box around the words New Picture. This is the “title” of the picture and you may change this to whatever you wish.

The Date field shows the current date by default. You can change this date to reflect the date the picture was taken. Add comments to the Comments field describing the picture.

Deleting Pictures

Highlight the name of the picture you wish to delete. Click the Delete button.

Click Delete to delete the highlighted picture. Click Cancel to keep the picture intact.

Printing Pictures

Click Print at the bottom of the screen to print the picture. 

The picture will print along with the title, date and comments about the picture.

Click the Save icon to save the picture(s) you have just added.

When you are finished with the client card, Close the window by clicking the RED gumdrop in the upper left corner of the window. If you close the window prior to saving the changes, the following alert will appear.

Click Save and your changes will be saved and the client card will close. 

Click Cancel to go back to the card and continue working.

Click Don't Save and the card will close without saving any of the new information just entered.

Profiles

Purpose

The Profiles tab allows you to store any information pertinent to each client. Here you can store client specific likes and dislikes, general notes, booking notes or any other information about the client that you wish to track.

Client Profile – can be any information relevant to the client. This information is for your viewing purposes only and is not shown on any reports or other areas of the program.

General Notes – can be any information relevant to the client. This information will print on the Client Information report, found in Reports: Appointments: Client Information. This is the only report where the General Notes will print.

Booking Profile – can be any information relevant to the way the client books appointments, including the frequency if you so desire. This is a wonderful place to manually track any No Show appointments for the client. This information is for your viewing purposes only and is not shown on any reports or other areas of the program.

Custom Profile – can title individually for each client and use to store any relevant information. This information is for your viewing purposes only and is not shown on any reports or other areas of the program.

Product Log

Purpose

The Product Log displays the client's historical product purchases and can be used to recommend products. Double-click on any part of the product history to open the ticket transaction where the product was originally sold.

Date: Date of the sale. 

Ticket #: Ticket number. 

Employee: ID of the employee who was credited with the sale. 

Stock #: Stock number of the product.

Product/Size: Product description and size. 

Pk: Abbreviation of word Package. Column will show a T if sold in a package, stands for True. Column will show an F if sold as an individual item, stands for False

Promotion: Promotion attached to the sale. 

Pymt: Abbreviation for word Payment. Column will show the word paid if the transaction containing the product was paid. Column will show the word part if the transaction containing the product was only partially paid. Column will be blank if the transaction containing the product has not paid been paid for yet. 

Amount: Price the product was sold for on the transaction. 

At the bottom of the window, the Product Summary shows how many total products the client has purchased historically, as well as the total dollar amount spent for all products purchased historically.

Service Log

Purpose

The Service Log displays the client’s historical service purchases, as well as store service Notes, and can be used to recommend services in the future. Double-click on any part of the service history to open the ticket transaction where the service was originally sold.

Date: Date of the sale. 

Ticket #: Ticket number. 

Employee: ID of the employee who was credited with the sale. 

Service: Service description. 

Note: Click on the note icon to open the note template and enter notes on the service. Notes with data entered have lines on the icon to look like writing, indicating something is ‘written’ on the note.

Pk/Se: Abbreviation for words Package/Series. Column will show a T if sold in a package or series, stands for True. Column will show an F if sold as an individual item, stands for False.

Promotion: Promotion attached to the sale. 

Pymt: Abbreviation for word Payment. Column will show the word paid if the transaction containing the service was paid. Column will show the word part if the transaction containing the service was only partially paid. Column will be blank if the transaction containing the service has not paid been paid for yet. 

Amount: Price the service was sold for on the ticket transaction. 

Below the listing of the individual services sold, the Service Summary shows how many services the client has purchases historically, as well as the total dollar amount for all services purchased historically.

The bottom of the Service Log shows any Unused Prepaid Services for the client. 

Date: Date of sale.

Ticket #: Ticket number.

Unused Prepaid Services: Prepaid services not yet redeemed.

Below the listing of Unused Prepaid Services, the Prepaid Summary shows how many services the client has purchased in advance, as well as the total dollar amount for all unused prepaid services. This could be services from either Service Packages or Service Series.

Billing

Purpose

The Billing tab allows you to store information about the client's billing methods. 

Important note: Storing complete credit card information for a client is in violation of your merchant agreement. STX Software maintains no liability for any violations you have incurred against your credit card merchant agreement. In order to be compliant with PCI Data Security Standards, STX does not allow the storage of complete credit card information.  NOTE: All merchant agreements prohibit the storage of credit card security codes.

Billing Info and Member ID 

Enter the client's name and the billing address as it appears on their credit card statement. The Member ID is reserved for future use, however, you can use this area for hotel room information, Preferred Client numbers, etc., if you choose to do so.  This information is for your viewing purposes only and is not shown on any reports or other areas of the program.

Billing Notes

Use the Billing Notes area to enter information about the client’s billing habits. This information can be used for mail order information or notes for securing payment for cancelled or no-show services.

House Charge

All House Charge activity will show here. You also have the ability to change what the Opening Balance on the house charge should be, if necessary. If you have a client who owes you money prior to your using STX, you will enter the amount the client owes into the Opening Balance field. The Current Balance will automatically reflect the amount the client owes. The next time you enter a Client Visit ticket transaction for the client, the amount owed will automatically be added into the transaction total for the client to pay. 

Points  

See chapter 09 Transactions of this manual for more information on awarding and redeeming the points associated with the client’s Reward # account. NOTE: If you would like more information on purchasing the Rewards Program Module, go to Registration under your STX menu and click on Renew / Upgrade Online… Or call our Sales Department at 800.766.4778 and a member of our team will be happy to assist you.

The Points area tracks all points, either manually adjusted, awarded or redeemed through the client’s reward account number. 

Changing Accounts

In the following examples, the client has 2 accounts assigned. Account #1006 is the Default account. All points awarded will go into the Default Account #1006, as seen below.

Ticket #435 for this client earned 11500 points. 

Open the appropriate ticket number and change the Reward # to the other account you wish to have the points awarded to.

Looking back on the Billing tab of the client’s card we can see Ticket #435 has transferred the points to the other account, which is NOT the Default account.

Adjusting Points

Highlight the account you wish to make adjustments to and click Adjust Points… This can be used to add pre-existing points for the client to later redeem.

Choose Add or Subtract, enter the appropriate number of points to adjust, and choose which reward program you wish to adjust. When finished, click Adjust Points.

Let’s say you would like to split the points earned between the two accounts for the client. The total number of points earned is 11,500, but it is associated with Account #1007. You would like to split the 11,500 between Account #1006 and Account #1007. 

Highlight Account #1006 and click Adjust Points… Choose Add and enter the amount equaling half of the original points earned – in this case it is 5,750. Click Adjust Points.

Highlight Account #1007 and click Adjust Points… Choose Subtract and enter the amount equaling half of the original points earned – in this case it is 5,750. Click Adjust Points.

The awarded points are now split between the two different accounts.

Deleting Accounts

Before deleting any accounts, you must make sure no points have been awarded.

Account 1006 has 0 points awarded, so it is safe to delete the account. Highlight the account and click Delete Account. The following alert will appear.

Click Cancel to return to the Billing tab of the client card. Click Delete to delete the selected account. Because the alert says it is in use by NO clients, it is safe to delete the account, even though it says with 2 events. The 2 events are reflective of when points were either added to or removed from the account, either by manual adjustments or through entering a Client Visit transaction.

Adding Rewards Points to an Account

Each time a client meets the criteria set for any of the Reward Programs you have created, the Rewards Points will automatically be awarded to the client. All points are automatically awarded to the client as long as their reward number appears on the ticket, so you don’t have to worry about awarding them manually.

Mary Jo Anderson has a default Reward # of 1002. As soon as we open a Client Visit transaction for this client, the Reward # automatically appears. If the client has more than one Account, the Default account will appear. 

If you would like to add the points to a different account, simply type the other account number into the Reward # field on the Client Visit ticket transaction. All awarded points will go to the Reward # account showing on the Client Visit ticket transaction. 

NOTE: Points are only awarded for fully paid Client Visit transactions.

Please see chapter 04 Marketing Setup of this manual for more information on creating and setting up a Rewards program. See chapter 09 Transactions of this manual for more information on awarding and redeeming the points associated with the client’s Reward # account. NOTE: If you would like more information on purchasing the Rewards Program Module, go to Registration under your STX menu and click on Renew / Upgrade Online… Or call our Sales Department at 800.766.4778 and a member of our team will be happy to assist you.

Merging Client Cards

Purpose

The feature of Merge Client is a way of combining two client records into one, eliminating any duplicate records from the database. The Merge Client icon is found in the upper left corner of any client card.

Through the Client Search screen, open the client card you wish to KEEP in the database. Once the client card is open, click the Merge Client icon. 

Once the drop-down sheet appears, either type the name in the Search field or scroll through the whole list and highlight the name of the client you wish to merge INTO the client card you already have open. Click the Merge button.

If the client you are trying to merge has any contact information, you will be asked which pieces of information you would like to keep once both cards are merged into one. You must choose on option for each Field to keep. Once all choices have been made, click the Merge button. 

Click the Save icon and close the client card by clicking the RED gumdrop in the upper left corner.

Searching for the client now will produce only 1 client record found. All information has now been merged into the client card you had open to begin with. The client record you had merged into the one you kept has been deleted from the database.

The Merge Client feature is password protected, so you should make sure the staff members doing the merging have it activated in his/her employee security settings. Go to Setup: Employees: Security and highlight the employee you wish to give the Can Merge Clients access to.

Important Notes:

Do not merge client cards while booking an appointment with the appointment in an open, unsaved status. Book your appointment and save it, then merge the client cards in question.

Do not merge a client card with a new, unsaved client card.  Simply edit the existing client card with any changes instead of creating a new client card.