Your booking clients

Clients is your board’s address book: everyone who has ever booked with you, plus everyone you added by hand. Open it from the fourth row of the board menu — Clients, right under Bookings. From here you search for a person by phone, see who hasn’t been in for a while, send an email invitation, book an appointment directly, and ban a problem client.

1. Getting there

1. Pick your board in the left rail.
2. Press Clients.

The address looks like this: /w/<workspace>/booking-clients?boardId=<board>. Note the boardId at the end — the list is always for one board.

2. The list is per board, not per business

This is the first thing to understand, because it explains most “why can’t I find this client” questions.

A person appears in a board’s list if at least one of four things is true:

1. they have booked at least once on that board;
2. they bought a package on that board;
3. they were added by hand while that board was active (it becomes their “home” board);
4. they have an explicit membership of that board.

If you have two boards — a salon and a studio, say — and the client has only ever been to the salon, you won’t see them in the studio’s list. That’s deliberate: each venue keeps its own address book.

One exception worth knowing: a ban is not per board. A ban applies to the whole workspace — all your boards at once. See Ban & archive clients.

The page title reads Booking clients with a total beside it, and under it Clients and visits for <board name> only.

3. Search

The box at the top left reads Search by name, phone, email…. It searches all three fields at once and starts working as you type.

Phone search is smart. If the client is stored as +359888123456 and you type 0888123456 (the way it appears on your phone’s display), they’ll still be found. You don’t need the country code.

4. Sorting — four options

The dropdown to the right of the search box:

Sort	What it does
Recently active	Most recent visitors on top. This is the default
Name A–Z	Alphabetical
Most visits	Your most loyal clients on top
Invite first	Those whose “time to invite” arrived longest ago, on top

5. The six filters

Under the search box sits a row of round buttons. Each carries a number — how many clients fall into it.

Filter	Who’s in it
All	Everyone on this board
Time to invite	No upcoming booking, and by their usual rhythm they should have been back by now
Upcoming	Has a booking in the future
New	No visits yet
No-shows	At least one no-show on this board
Active package	At least one package with credits left

How «Time to invite» is calculated

It isn’t a manual label — the system works it out:

1. It looks at how many days usually pass between this person’s visits.
2. If they’ve only been once, it assumes 60 days.
3. It clamps that number between 14 and 180 days — so it neither nags weekly nor forgets you for half a year.
4. If more time than that has passed since the last visit and there is no upcoming booking, the client gets the Time to invite label.

This filter is the most direct way to fill a quiet week: switch it on, sort by Invite first, and start sending invitations.

6. A row, close up

Every row is clickable — it opens the client card.

First line: name and badge. Exactly one badge shows, in this order of priority:

Badge	Meaning
Banned	The client is banned in the workspace
Next · <date>	There’s an upcoming booking — its date and time are shown
Time to invite	See above
New	No visits yet

Separately from that, a Staff note badge may also appear — it means there’s a special warning recorded for this person. See Notes & preferences.

Second line: the service and the specialist from the upcoming booking (or from the last visit if there’s no upcoming one).

Third line: phone, email, N visits, Last <date>, a red N no-shows if any, and N credits left if a package is active. If the client is due an invitation but has no email, Email missing lights up here — precisely because without an email the invitation is impossible.

7. The row actions

On the right of each row:

1. Invite by email — opens the invitation builder. If the client has no email, the same button becomes Add email and opens the profile editor.
2. Book — opens a panel for a new booking for this exact client, without you having to search for them again.
3. A pencil — Edit.
4. ⋯ — one action only: Ban client (or Unban client for an already-banned one). The menu isn’t rendered at all if your role doesn’t include the right to ban.

For a banned client the first button (Invite by email / Add email) disappears — there’s no point inviting someone you’ve banned.

The email invitation in brief

The dialog is called Email invitation for <name> and has two halves: a route builder (“What should the client do?” — book a visit, join a class, buy a package, or simply explore the page) and an editable preview of the message itself (Subject, Message, Button text). Every step of the route is optional — wherever you stop, the client chooses the rest.

Two things the interface says honestly: the message is sent from a Mountify no-reply address (“The message is sent from a no-reply Mountify address. Replies are not monitored.”), and if public booking is switched off for that venue the invitation can’t be sent at all (“Enable public booking for this branch before sending an invitation.”).

8. Adding a client by hand

The Add client button at the top right opens Add booking client:

Field	Required	Notes
Name	Yes	An empty name gives Name is required
Phone	No	”Include country code, e.g. +359 88 123 45 67”
Email	No	Only needed for invitations
Notes	No	”General notes and preferences…”
Important staff alert	No	”Shown prominently on the client card, for example an important arrangement or special handling note.”

Press Create. If the phone is already used by another client you’ll get Another booking client already uses this phone number. — meaning the person is already in the base; find them via search instead of creating a duplicate.

A practical rule: always enter a phone number. The phone is what the system uses to recognise a repeat caller and what you’ll use to find them a month later. A client with no phone is a note, not a record.

9. Loading and the counter

The list loads 50 rows at a time. At the bottom sit Load more and a line reading Showing X of Y. The counter next to the title shows the total number of clients on the board, whatever filter is applied.

10. Empty and error

What you see	Meaning	What to do
No booking clients yet · “Clients for <board> will appear here after their first booking. You can also add one manually.”	The board is new	Add client, or wait for the first booking
No clients match this view · “Try another filter or clear the search.”	The filter or the search hides everything	Go back to All
Couldn’t load booking clients plus Retry	A network or server problem	Try again
Booking clients not found · “We couldn’t find clients for this branch. It may no longer be available.”	The board in the address doesn’t exist or is archived	Pick a board in the left rail

11. What this page does NOT do

• It is not the CRM contact list. Booking clients are a separate base — the one that holds bookings, packages and loyalty.
• There is no archive. The product stores an archived state for a client, but today the interface has neither an archive button nor an “Archived” tab. The only action for taking a client out of circulation is a ban.
• It sends nothing on its own. No automatic email leaves this list — an invitation goes out only when you press the button.
• It doesn’t delete. There is no delete-client button.
• It doesn’t show money. How much a person has spent is on their card, not in the list.

What’s next

• The client card — what’s inside a single client.
• Ban & archive clients — how to stop a problem client.
• Notes & preferences — the three kinds of note and where each one shows.
• Questions you ask at booking — what you ask at checkout and where the answers go.