Notes & preferences

“Pays cash only.” “Prefers not to chat.” “Last time 7.3 came out too light.” Sentences like these are the difference between service and good service — but only if you find them in time. Mountify has four separate places for that kind of text, and each one surfaces somewhere different and for a different reason. This article explains which is which, so the most important thing doesn’t end up in the least visible field.

1. The four places, in brief

What	Where you write it	Where it shows	What it’s for
Notes	The client card (or the profile editor)	At the bottom of the card’s Overview tab	Standing information about the person
Important staff alert	The client’s profile editor	A large card at the very top of the client card, plus a Staff note badge in the list	One sentence that must be read before you touch them
Question answers	The client fills them in when booking online	The What we know about this client block on the card, plus Custom fields on the booking	Structured information collected without your involvement
A Note on one booking	The new-booking form	The booking’s panel	Just this one appointment

The rule is simple: if someone could get hurt by not reading it, it’s an Important staff alert. Everything else is notes.

2. Notes

Where you write them

Two doors into the same field:

1. Client card → Overview tab → the bottom. A field headed Notes with the placeholder “Notes about this client…”.
2. The profile editor (the pencil in the list, or Edit profile on the card) → the Notes field with the placeholder “General notes and preferences…”.

They save themselves

The field on the card has no save button. As you type, Saving… appears next to the heading, and after a short pause Saved. If you close the page before you see Saved, the text may not have made it.

What to write in them

• Formulas and outcomes: “7.3 + 9% was too light, go 6.7 next time”.
• Preferences: “no small talk”, “always tea, no sugar”.
• Practical details: “comes with a baby, needs room for the pram”.
• Arrangements: “settles up at the end of the month, all at once”.

What NOT to write in them

• Health information that isn’t needed for the service.
• Judgements about the client’s character. The note is read by the whole team and kept for a long time.
• Card details. Never.

Notes are staff-only — the client never sees them, not in an email and not in their account on your public page.

3. «Important staff alert» — separate, and deliberately louder

This is a second, short text that lives only in the profile editor:

• Field: Important staff alert.
• Hint: “Shown prominently on the client card, for example an important arrangement or special handling note.”
• Placeholder: “Example: pays cash only”.

When it’s filled in:

1. A card appears at the very top of the client card, before the statistics and the tabs, headed Important for staff.
2. In the Clients list, a Staff note badge lights up on that person’s row.

In other words: you see it before you’ve even opened the card.

One sentence, not a paragraph. A long alert gets skipped by the eye and the whole point is lost. “Pays cash only — no card on site.” That’s it.

Clear it by deleting the text in the editor and saving.

4. The client’s own answers

The third kind of information isn’t written by you — the client fills it in while booking online, if you defined questions for the service.

On the card they appear in the What we know about this client block: the question label and the latest answer. If the person is a client at several of your venues, the answers are grouped by venue.

Two things that are often misunderstood:

• Manual bookings ask nothing. The form you use to enter an appointment has no such questions. If a client tells you something important on the phone, you’re the one who writes it down.
• Prefill only works for signed-in clients. If someone books as a guest, the fields are empty even if they answered before — an unverified email isn’t grounds for us to show someone else’s data.

The details are in Questions you ask at booking.

5. The note on a single booking

The fourth place is the shortest-lived. The new-booking form (the panel in the schedule) has a Note (optional) field with the placeholder “Preferences, notes…”.

That note:

• attaches to this one booking, not to the client;
• shows in the booking’s panel;
• does not carry over to the client card and won’t appear on the next booking.

Use it for one-off things: “coming with a friend who’ll wait”, “needs an invoice”.

If the information is always true, put it in the client’s Notes instead.

6. How to decide where to write

The information is…	Put it in…
dangerous if missed	Important staff alert
standing, but not critical	The client’s Notes
true only for tomorrow’s appointment	The booking’s Note
something every client should tell you	A question in Setup → Client questions

7. Who sees them

All four kinds are internal. The client sees none of them — not in an email, not in their account on the public page, not after booking.

Inside the team, anyone with access to the board’s clients sees them. There are no “private” notes visible only to their author.

8. Troubleshooting

Symptom	Cause	What to do
I wrote a note and it vanished	The field autosaves; it never reached Saved	Write it again and wait for the label
I don’t see the alert card at the top of the card	You filled in Notes, not Important staff alert	Open Edit profile and move the text
The What we know about this client block is missing	The client hasn’t answered any questions, or none are defined	See Questions you ask at booking
The booking note isn’t on the card	It belongs to the booking, not the client	Copy it into Notes if it’s always true
A colleague can’t see the notes	Their role doesn’t include access to clients	See Roles & permissions
The client asks about something I wrote down	They didn’t see it from us	The information came from somewhere else

What’s next

• The client card — where all these fields live.
• Questions you ask at booking — how the client fills information in themselves.
• Your booking clients — the Staff note badge in the list.
• Add a manual booking — the Note field on the form.