Clients and the client portal
Your studio’s client list, message language, marketing consent, deletion and anonymisation, and what clients see after signing in to their portal.
Clients is the list of people and businesses you work with. A client is created automatically with an online booking or in the “New session” form; you can also add one with the “New client” button.
New client
Choose “Private” (first and last name) or “Company” (company name and, optionally, a tax ID). Email and phone are optional, but without an email the client won’t get links to the contract, payments or gallery. You can add a billing address later, in “Edit details”.
Message language decides which language the client receives emails and documents from the studio in. A new client gets the studio’s main language, a client from an online booking gets the language of the page they booked on, and clients can change it themselves in their portal.
Client profile
The profile has tabs with this client’s sessions, payments, contracts, questionnaires, bookings and galleries. “Summary” shows the next session, contact details and marketing consent: consent from the booking form is saved automatically, and consent given another way can be recorded with the “Record consent” button. The value of the relationship is visible only to people with the “Revenue and reports” permission.
Data copy, deletion and anonymisation
In the profile’s “…” menu:
- “Download data” saves a copy of the client’s data in a JSON file (the GDPR right of access and data portability),
- “Delete data” opens a window with options.
A client with sessions is usually anonymised: their personal data disappears, while the sessions and payments stay in the studio’s history. “Delete the client together with the sessions” also deletes the sessions where they are the only participant, but it won’t work if those sessions have payments, contracts or galleries. The window then shows what is blocking the deletion.
Client portal
Clients sign in without a password: on the client portal sign-in page they enter their email and get a link valid for 24 hours. In the portal they see their sessions from all studios in Flyp, and in each session:
- Overview with the preparation status and the day plan,
- Gallery,
- Payments with a “Pay” button next to instalments payable online,
- Documents: the contract, questionnaire and statements they made, such as accepting your terms,
- Add-ons, when the studio sells add-on products.
The portal home page has a “To do” list (sign the contract, fill in the questionnaire, finish a payment) and a choice of message language.
The studio panel doesn’t send a separate link to the client portal. Clients get links to the contract, payments, questionnaire and gallery in emails, and sign in to the portal themselves with their email address.