Client Profiles and History
Store client information, track appointment history, and keep detailed notes. Everything you need to deliver personalised service.
What is client management?
Client management in salon software is a centralised system for storing every client's contact details, appointment history, preferences, and notes in one profile. Bella Booking tracks visit frequency, total spending, cancellation patterns, and no-shows per client. Team members can record colour formulas, attach consent forms or photos, and set notification preferences — ensuring personalised service from the first appointment to the hundredth.
Client management in salon software is a centralised system for storing client profiles, appointment history, preferences, and notes — so every team member has the context they need. Client management gives you a central place to store and access client information. Each client profile includes contact details, appointment history, notes, and document attachments. Track total visits and spending to identify your most valuable clients. Add notes about preferences, colour formulas, or treatment history. Attach files like consent forms or before/after photos. The system also tracks cancellations and no-shows, helping you identify patterns. Import existing clients from CSV files when migrating from another system.
What's included
Key capabilities of client management
Client profiles
Store name, email, phone, and notes for each client. Quick access to contact information when you need it.
Appointment history
View all past appointments for each client: services booked, dates, and team members. Understand their booking patterns.
Client notes
Add detailed notes about preferences, colour formulas, allergies, or treatment history. Notes are visible when viewing the client or their appointments.
Timeline notes
Keep a dated, append-only history on each client — consultation notes, colour formulas, observations — each entry with its author, a category, and optional photo or file attachments. Pin important entries so they surface on the scheduler and the new-appointment form, and sign-and-lock clinical entries so corrections happen as amendments, never silent edits.
Client overview at a glance
Every client record opens on an Overview: next appointment, last appointment, appointment and photo counts, active programmes and balances, pinned and quick notes, and the latest timeline entries — each figure linking straight into the tab it comes from.
Document attachments
Upload files to client profiles: consent forms, medical documents, before/after photos. Supported formats include PDF, Word, images, and spreadsheets.
Client statistics
Track total orders and total spent for each client. Identify your most valuable clients and regulars.
Cancellation tracking
The system tracks cancellations and no-shows per client. Warnings appear for clients with multiple cancellations.
Notification preferences
Set SMS and email notification preferences per client. Some clients may prefer one channel over another.
Client import
Import existing clients from CSV files. Useful when migrating from another booking system or spreadsheets.
CSV export
Export your client list to CSV for backups, analysis, or use in other tools.
Family members & dependents
Add family members and dependents to client profiles — children, spouses, partners, parents, siblings, friends, or even pets. Book appointments for any family member directly from the scheduler.
Private and client-visible notes
Each client and appointment has separate note fields: private notes (visible only to your team), client-visible notes (shown to the client in their booking portal), and client-written notes (added by the client and visible to both the client and your team). Documents can be marked as public or private.
Activity log
View a chronological log of all activity for each client — appointments created, rescheduled, cancelled, confirmed, notifications sent, and payment events.
Archive and restore
Archive clients who are no longer active instead of deleting them. Restore archived clients at any time with their full history intact.
Client avatar and photo uploads
Upload a profile photo or avatar for each client. Photos appear on client profiles and appointment cards for quick visual identification.
Photo mark-up and annotation
Mark up any client or appointment photo with a built-in canvas tool — pen, rectangle, ellipse, arrow, and text, with a colour picker, adjustable stroke width, and undo. Save the result as an annotated copy alongside the untouched original, so your reference image is never overwritten. Ideal for treatment mapping and progress notes on before/after photos.
Family member management in online portal
Clients can add, edit, and remove family members and dependents directly from the online booking portal. No need to contact your business to update their family details.
Enhanced client import
Import clients from CSV with improved column mapping, duplicate detection, and validation. Preview records before importing and resolve conflicts automatically.
Merge duplicate clients
Bella automatically surfaces likely duplicate client profiles in a Possible duplicates list. Merge two records into one with a guided preview — appointment history, loyalty points, memberships, packages, saved cards, and family members all transfer to the profile you keep, and the duplicate is archived. Bella also prevents duplicates at the source: it blocks a second client being created with a phone number or email already in use, so your list stays clean from the start. Family members who genuinely share a phone or email are still allowed.
Bulk actions
Multi-select clients from the list to send bulk announcements or copy email addresses. Selection persists across pages for large lists.
Client tags
Group clients by anything you choose — service interest, VIP, a patch-test reminder, or the list they came from — by tagging their profile. Tags work independently of appointment history, so even a brand-new client can be tagged, filtered and messaged. Filter your client list by a tag, target a campaign at everyone with that tag, and apply tags as you import a list so it arrives ready to segment. Type-ahead suggestions reuse your existing tags, so VIP and vip stay as one.
How client management works
Clients added automatically
When clients book online or you create appointments, client records are created automatically.
Add notes and details
Enrich profiles with notes, preferences, and document attachments as you learn more about each client.
History builds over time
Appointment history, spending, and activity logs accumulate automatically with each visit.
Access when needed
Search and filter clients. View full profiles from the client list or when managing appointments.
Plan availability
Feature
Starter
Professional
All prices in AUD, GST included. No currency conversion fees.
Frequently asked questions
Can I import clients from another system?
Yes. Use the CSV import feature to bring in existing clients. Map columns from your file to client fields like name, email, and phone. We also offer free data migration assistance during onboarding.
What file types can I attach to client profiles?
Supported formats include PDF, DOC, DOCX, TXT, JPG, PNG, WEBP, HEIC, TIFF, XLS, and XLSX. Maximum file size is 20MB per attachment. HEIC photos straight from an iPhone are converted automatically, and TIFF scans from a document scanner are accepted as-is.
How does cancellation tracking work?
The system automatically tracks when clients cancel or no-show. Warnings appear on client profiles when they have multiple cancellations, helping you identify patterns.
Can team members see client spending?
Client spending visibility depends on role and permissions. By default, only Owners and Admins see spending data. You can configure Team Member permissions to show or hide this information.
Is there a limit to how many clients I can have?
No. All plans support unlimited clients. Store as many client profiles as you need.
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Australian-owned business. Sydney-based support team.