The client's email

A client’s email address is the only channel through which Mountify can reach them at all. This article explains where that address lives, how it gets entered, when it matters and when it doesn’t.

One clarification first, because this is often explained wrongly:

Neither admin booking form has an email field. The email isn’t part of the booking you enter — it lives on the client record. And even when it’s filled in, a booking entered by your team sends the client nothing.

---

1. The two routes an email enters the system by

Route	Who fills it in	Result
The client books online	The client	The email is stored on the booking and on their record. Automatic notifications work
You create or edit a client	You	The email is stored on the record. Automatic notifications are not triggered, but you can send a manual invitation

When the client books online

On the payment screen the client sees:

• a Phone (optional) field;
• an Email field — required;
• an Email reminder section with the four options.

The client enters it themselves. You aren’t involved.

When you enter it by hand

If you’re booking someone over the phone, you work with the client record:

1. In the board column choose Clients.
2. Press the new-client button, or open an existing client and press Edit.
3. Fill in the fields:

Field	Required	Note
Name	yes	”Name is required”
Phone	no	International format. “Include country code, e.g. +359 88 123 45 67”
Email	no	Placeholder: [email protected]
Notes	no	General notes and preferences
Important staff alert	no	Shown prominently on the card — e.g. an important arrangement

4. Press Create or Save changes.

---

2. How to see who has no email

In the Clients list, rows without an address carry an Email missing badge.

More practically: the row’s button changes accordingly.

Client state	The button you see
Has an email	Invite by email (envelope icon)
No email	Add email (pencil icon) — opens the editor

So the list itself tells you who needs filling in.

---

3. What the email gives you and what it doesn’t

Situation	Does the email matter
The client books online themselves	Yes. They enter an email and get a confirmation, a reminder and a review request
You enter the booking	Not for automatic notifications. Nothing goes out, even with an email on the record
You want to invite a client to book	Yes. Without an email there is no Invite by email button
The client wants to manage bookings online	Yes. The manage link arrives by email
You’re searching for a client in the list	Not necessarily — search works on name and phone too

So an email on the record is useful, but it does not turn a manual booking into a notified one. That boundary is hard.

---

4. The only way to send an email yourself

If the client was booked over the phone and you want them to have something in writing, send an email invitation:

1. Clients → find the client → Invite by email.
2. An Email invitation for {name} dialog opens.
3. On the left you choose where the button leads — the home page, a service, a specialist, a class, a package, a location. There is also a “Best match” option based on their last visit.
4. On the right you edit directly inside the real email: Subject, Message, Button text.
5. Choose the Email language — Bulgarian or English.
6. Press Send invitation.

The dialog warns: “The message is sent from a no-reply Mountify address. Replies are not monitored.” And: “The booking button, its link and the no-reply notice are added automatically.”

If public booking is off you’ll see: “Enable public booking for this branch before sending an invitation.”

This is not a broadcast to a list — one client at a time.

---

5. How to collect emails from existing clients

• Ask at the desk. “Shall I email you a reminder?” is a normal front-desk question.
• Steer people to online booking. A client who books themselves once has already filled in their email.
• Work through the list. The Email missing badge shows you who.
• Check old records — sometimes the address is buried in the notes.

---

6. Duplicate clients

If the same person is booked once by phone (you create them) and once online (they create themselves), you can end up with two records.

Symptoms: split visit history, a punch card that never grows, a first-visit discount handed out twice.

How to reduce the risk:

• Search by phone before creating a new client — the phone is unique and the system refuses a duplicate with “Another booking client already uses this phone number.”
• Write emails in lowercase with no spaces.
• If two records already exist, move the important information into one and archive the other.

---

7. Personal data

A client’s email is personal data. A few ground rules:

• Use it for things related to the service — confirmations, reminders, invitations to book.
• Don’t use it for bulk advertising without consent.
• If a client asks to be removed, you have archive and delete actions on the record.
• The automatic emails are transactional (tied to a specific booking), which is why they carry no “unsubscribe” link.

---

8. If something isn’t working

Symptom	Check
I can’t find an email field on the new booking	There isn’t one. The email lives on the client record
The client has an email but got no confirmation	The booking was entered by staff — those send nothing. Send a manual invitation
There is no Invite by email button	The client has no email, or is banned
”Couldn’t send the invitation”	Check the address for typos and that public booking is on
The email saves but disappears	Check you aren’t editing a second record for the same person

---

What’s next

• Client notifications — what goes out and when.
• Add a manual booking — what the admin form actually contains.
• The client card — everything about one client in one place.
• Confirmations & reminders — the full email inventory.