STX Desktop: Client Email Search

Client Email Search

Searching For Clients With or Without Email Addresses

The Client Marketing section of STX helps you to create marketing sets to find active clients with or without valid email addresses on file. This document contains detailed instructions on how to find out how many active clients have email addresses on file, how many active clients do not, and clients with upcoming appointments who do not have an email address on file. You can use this last option to keep handy at the front desk, or to make a note on the client’s appointment that you need to get their email address.

Once you get an idea of how productive you are with obtaining client email addresses, you can then start looking at the beginning of each week or month to see how many clients coming in for an appointment do not have an email address on file. You can then do the same search looking backward to see how many you have successfully obtained.

You will begin each type of search by going to Client: Client Marketing

The Client Marketing & Notifications window will appear.

Active Clients: VALID Email Addresses 

Add a New Set

To create a new set, click the New Set icon in the window’s toolbar. You will see a new item appear in the list on the left hand side of the screen.   

The Name field is ready for you to type the name of your marketing set. Name the set Active With Email.

Change the Frequency of the marketing set by using the Frequency popup menu at the bottom left of the screen.

Be sure to check the box to Include clients with missing postal codes.

This tells STX to select clients whether they have a complete mailing address or not. NOTE: If you will be printing mailing labels, do not check this box. 

Add a Filter to the Set

Click the New Filter icon in the window’s toolbar. 

Change the first filter to appear to the Appointment Status filter. We will be filtering data based on the status of appointments.

We will use this filter to find all clients whose appointments in the recent past have a status of Complete.  

Operation will be Keep Matching Clients.

Dates will be a date range where you would consider a client to be an active one, based on their appointment history.

For example, setting the dates Between the Start of Last Year and Yesterday will find clients who had appointments since the beginning of last year. Use the popup menus for specific date selections, or manually type your dates in the appropriate fields.

Appointment Status will be Include Complete.

This will search for all clients who have a Completed appointment during the date or date range you specified above. 

Employees will be Include All.

This will search for all clients who have a Completed appointment during the date or date range specified, and who went to any employee. You can select an employee name from the popup list if you would like to generate a listing for each employee.

Click the Save icon in the window’s toolbar, located in the upper right corner, to save the items specified thus far in the marketing set.

Go to the Matching Clients tab to see how many clients were selected based on the filter criteria.

The clients listed are ones who are considered active. This demo data resulted in 142 clients, many of which don’t have a valid email address at all. 

One shows an invalid email address, typed in RED.

Looking closely at the email address, you can see it has a comma instead of a ‘dot’ in the ending.

Now that we have a viewable listing of active clients, we need to add another filter to the marketing set so we can find the active clients who have a valid email address on file. Later we will be finding the active clients who do NOT have a valid email address on file.

Add Another Filter to the Marketing Set

Click the Client Filters tab.

Click the New Filter icon in the window’s toolbar.

Change the first filter to appear to the Email Address filter.

Operation will be Keep Matching Clients.

Has Email Address will be Include Valid.

This will result in clients who have only a valid email address on file and will eliminate those whose email addresses are not any good, or not in the right format. (As in the case above where there was a comma instead of the ‘dot’ in the last part of the email address.)

Click the Save icon in the window’s toolbar, located in the upper right corner, to save the items specified thus far in the marketing set.  

Go to the Matching Clients tab to see how many clients were selected based on the filter criteria.

 You can see how many clients were selected based on the filter criteria. The clients listed are ones who are considered active with valid email addresses on file.

Output Settings

Go to Output Settings and choose which output form you would like the clients selected to be given to you. 

You may go to Output Settings at any time during the above process.

Choose to have labels printed, or specific information exported, for the clients selected with just the first filter, or as the set is now using the 2 filters. 


Active Clients: No or Invalid Email Addresses

Add a New Set

To create a new set, click the New Set icon in the window’s toolbar. You will see a new item appear in the list on the left-hand side of the screen.

The Name field is ready for you to type the name of your marketing set. Name the set Active No Email.

You can change the Frequency of the marketing set by using the Frequency popup menu at the bottom left of the screen.

Be sure to check the box to Include clients with missing postal codes.

This tells STX to select clients whether they have a complete mailing address or not. NOTE: If you will be printing mailing labels, do not check this box. 

Add a Filter to the Set

Click the New Filter icon in the window’s toolbar.

Change the first filter to appear to the Appointment Status filter. We will be filtering data based on the status of appointments.

We will use this filter to find all clients whose appointments in the recent past have a status of Complete.  

Operation will be Keep Matching Clients.

Dates will be a date range where you would consider a client to be an active one, based on their appointment history.

For example, setting the dates Between the Start of Last Year and Yesterday will find clients who had appointments since the beginning of last year. Use the popup menus for specific date selections, or manually type your dates in the appropriate fields.

 Appointment Status will be Include Complete.

This will search for all clients who have a Completed appointment during the date or date range you specified above. 

Employees will be Include All.

This will search for all clients who have a Completed appointment during the date or date range specified, and who went to any employee. You can select an employee name from the popup list if you would like to generate a listing for each employee.

Click the Save icon in the window’s toolbar, located in the upper right corner, to save the items specified thus far in the marketing set.  

Go to the Matching Clients tab to see how many clients were selected based on the filter criteria.

The clients listed are ones who are considered active. This demo data resulted in 142 clients, many of whom do not have a valid email address at all. 

One shows an invalid email address, typed in RED.

Looking closely at the email address, you can see it has a comma instead of a ‘dot’ in the ending.

Now that we have a viewable listing of active clients, we need to add another filter to the marketing set so we can find the active clients who do not have an email address on file, or the address on file is an invalid one. 

Add Another Filter to the Marketing Set

Click the Client Filters tab.

Click the New Filter icon in the window’s toolbar.

Change the first filter to appear to the Email Address filter.

Operation will be Keep Matching Clients.

Has Email Address will automatically be set to Include All. Using the popup menu, select the Multiple… option.

Holding down the Apple (or command) key on your keyboard, click one time on No and also one time on Invalid. Both will be selected in the List.

Click OK.

Click the Save icon in the window’s toolbar, located in the upper right corner, to save the items specified thus far in the marketing set.

Go to the Matching Clients tab to see how many clients were selected based on the filter criteria.

The clients listed are ones who are considered active with either no email address on file, or an invalid email address on file. 

Output Settings

Go to Output Settings and choose which output form you would like the clients selected to be given to you. 

You may go to Output Settings at any time during the above process.

Choose to have labels printed, or specific information exported, for the clients selected with just the first filter, or as the set is now using the 2 filters. 

Client Future Appointments: No or Invalid Email Address 

Add a New Set

To create a new set, click the New Set icon in the window’s toolbar. You will see a new item appear in the list on the left-hand side of the screen.  

The Name field is ready for you to type the name of your marketing set. Name the set Has Appt No Email.

You can change the Frequency of the marketing set by using the Frequency popup menu at the bottom left of the screen.  

Be sure to check the box to Include clients with missing postal codes.

This tells STX to select clients whether they have a complete mailing address or not. NOTE: If you will be printing mailing labels, do not check this box. 

Add a Filter to the Set

Click the New Filter icon in the window’s toolbar.

Change the first filter to appear to the Appointment Status filter.  

We will be filtering data based on the status of appointments. We will use this filter to find all clients whose appointments are set in the near future. 

Operation will be Keep Matching Clients.

Dates will be Between the Start of Next Week and the End of Next Week.

This will find all clients who have an appointment on the calendar for ‘next’ week. Use the popup menus for specific date selections, or manually type your dates in the appropriate fields.

Appointment Status will be Include All.

We are including all appointments for ‘next’ week, regardless of what the status is set to.

Employees will be Include All.

This will search for all clients who have a Completed appointment during the date or date range specified, and who went to any employee. You can select an employee name from the popup list if you would like to generate a listing for each employee.

Click the Save icon in the window’s toolbar, located in the upper right corner, to save the items specified thus far in the marketing set.  

Go to the Matching Clients tab to see how many clients were selected based on the filter criteria.

This demo data resulted in 19 clients, many of whom do not have an email address at all. One shows an invalid email address, typed in RED

Looking closely at the email address, you can see it has a greater than (>) symbol instead a ‘dot’ in the ending.

The clients listed are ones who have an appointment on the calendar ‘next’ week. 

Now that we have a viewable listing of clients scheduled for ‘next’ week, we need to add another filter to the marketing set so we can find the clients who do not have an email address on file, or the email address is not a valid one.

Add Another Filter to the Marketing Set

Click the Client Filters tab.

Click the New Filter icon in the window’s toolbar.

Change the first filter to appear to the Email Address filter.

Operation will be Keep Matching Clients.

Has Email Address will automatically be set to Include All. Using the popup menu, select the Multiple… option. 

Holding down the Apple (or command) key on your keyboard, click one time on No and also one time on Invalid. Both will be selected in the List.

Click OK.

Click the Save icon in the window’s toolbar, located in the upper right corner, to save the items specified thus far in the marketing set.

Go to the Matching Clients tab to see how many clients were selected based on the filter criteria.

The clients listed are ones who are scheduled ‘next’ week, with either no email address on file or an invalid email address on file. 

Output Settings

Go to Output Settings and choose which output form you would like the clients selected to be given to you. 

You may go to Output Settings at any time during the above process.  

Choose to have labels printed, or specific information exported, for the clients selected with just the first filter, or as the set is now using the 2 filters. 

Online Services Subscribers

It is extremely important to get an email address for as many clients as possible. This makes your email marketing campaigns more effective and ensures that clients with a scheduled appointment will receive an email reminder, reminding them of their upcoming appointment(s). 

If you are not currently subscribing to Online Services and would like more information on this valuable service, please contact our Sales Department at 800.766.4778.

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