Managing clients

Your clients are at the heart of everything you do. Salonnare keeps their details, visit history, and preferences in one place -- so you always know who's in your chair. Since 24 April 2026 there is a separate encrypted health vault for medical information (see below).

Searching for a client

1. Go to Clients in the sidebar.
2. Start typing in the search bar at the top.
3. Search by name, email address, or phone number.

Results appear as you type, so you quickly find who you're looking for.

Adding a new client

1. Go to Clients.
2. Click Add client.
3. Fill in the details:
   • Name -- First and last name.
   • Email -- For booking confirmations, receipts, and marketing.
   • Phone -- A mobile number for contact.
   • Date of birth -- Optional, but handy for birthday messages.
   • Address -- Optional.
4. Click Save.

That's it -- the client is in your system and ready to book.

Viewing a client profile

Click a client to open the full profile. The detail panel brings together everything about this client:

• Contact details -- name, email, phone, optional invoice name, labels, and the loyalty tier badge.
• Auto segments -- automatically computed badges (such as sleeper or high spender), see Loyalty tiers and client segments.
• No-show risk -- an indicator based on the client's no-show pattern.
• Reminders pause -- turn all automated booking reminders for this client on or off.
• Marketing preferences -- opt-in/opt-out per channel (since the Phase B compliance update of 27 April 2026).
• Visit history -- the latest visits with date and amount.
• Receipts -- recent point-of-sale receipts for this client.
• Forms -- completed intake forms (see Forms).
• Photo history -- portfolio photos linked to this client.
• Colour formulas -- recorded colour recipes per client.
• Health vault -- a separate encrypted section for medical data (see below).
• Statistics -- number of visits, total spent, and last visit.
• Store credit -- the credit balance and credit history (only when store credit is enabled).
• Gift cards -- gift cards in this client's name with remaining balance and expiry date.
• Notes -- internal notes, visible to your whole team.

At the bottom of the panel are the Edit, Export, and Delete client buttons.

Adding notes

Notes are a great way to remember client preferences, past conversations, or treatment details.

1. Open the client profile.
2. Go to the Notes section.
3. Type your note and click Save.

Notes are visible to your whole team, so everyone stays in the loop.

Alert notes -- important warnings

Some information is too important to miss. If a client has an allergy, medical condition, or special requirement, you can set an alert note.

1. Open the client profile.
2. Find the Alert note field.
3. Type the warning (for example "Allergic to latex gloves" or "Sensitive scalp").
4. Save.

Alert notes appear in bright orange when someone creates or edits a booking for that client. They're impossible to miss.

Health vault -- GDPR article 9

Allergies, medication, skin conditions, and other health data are special category personal data under GDPR article 9. Salonnare keeps them strictly separate from your regular client notes in a per-tenant encrypted vault (AES-256-GCM with per-salon envelope encryption).

How it works:

1. Open the client profile.
2. Find the Health data section.
3. First time: the client must give explicit consent (consent flow). Without consent you can't record anything.
4. Ask the client to expressly confirm which data you may record.
5. Tap Add note -- give a subject, date, and details.
6. Attachments (e.g. a photo of a patch test) are themselves stored encrypted and aren't reachable via an ordinary URL.

Who has access: only staff with the role permission view health notes (set by the owner). Platform impersonation can NOT see this data.

Retention: by default 12 months after the last appointment, plus a 30-day grace period. After that the notes are deleted automatically.

See Privacy and GDPR for the legal context.

Labels

Labels help you organise and recognise clients at a glance. You can create labels such as:

• "VIP"
• "Pregnant"
• "New client"
• "Birthday this month"

Add labels from the client profile. They appear as coloured badges in the client list, making it easy to recognise important groups. Labels are also the only client attribute you can filter a campaign on.

Editing client details

1. Open the client profile.
2. Click Edit.
3. Adjust what you need.
4. Click Save.

Changes take effect immediately.

Deleting a client

If a client asks to be removed from your system:

1. Open the profile.
2. Click Delete client.
3. Confirm.

The client is immediately hidden from your lists, but the data gets a 30-day grace period before it is permanently deleted. This gives you time to undo it if it was a mistake. See Privacy and GDPR for more details.

Exporting client data

Does a client ask for a copy of all their data (GDPR access request)? From the client detail panel you export all the data for that one client:

1. Open the client profile.
2. Click Export at the bottom.
3. A file is downloaded with all the data for this client.

This is meant for access and data portability requests. See Privacy and GDPR for the full context around exports and deletions.