Clients

What it does

Clients keeps one record for each person you serve regularly — their name, phone numbers, email, addresses, and any tags you use to group them ("VIP", "Regular", "Allergy", "Corporate"). It also lets you issue a loyalty card straight from a customer's profile, instead of filling one in twice.

Getting started

1. Go to Clients in the side menu — it only appears if your venue has this feature turned on.
2. Tap Add client. Enter a first name and at least an email or a phone number — a client needs one way to be reached before you can save them. Last name, addresses, notes, and tags are all optional. When you add an address, street and house/building number are entered separately and both are required; the label, flat number, entry details (entrance, floor, door code), city, and postal code are all optional.
3. If your venue uses loyalty cards, you can tick Issue a loyalty card right here and set the starting discount — this only shows up while adding a brand-new client.
4. Save. The client now shows up in the list, searchable by name, phone, or email.
5. To find someone later, type into the search box, or use the tag filter and the "Show inactive" switch to narrow the list down.
6. Tap a client's row to open, edit, or deactivate/delete them, and to see or issue their loyalty card and their reservation history.
7. To manage the tag list itself — add a new tag, rename one, pick its colour, or remove it — tap Manage tags in the toolbar, or go to Clients → Configuration.

Key things to know

• A client needs a first name plus at least one way to be reached — an email or a phone number. Saving one with neither is not possible, and removing the last contact detail from an existing client is refused the same way.
• Search looks across name, phone, and email at once, and matches a phone number no matter how it was typed — with spaces, dashes, or a country code — so staff don't need to remember the exact format a client was entered with.
• Deleting a client is refused while they still have reservations attached to them, so booking history is never left pointing at nobody. Deactivating them instead keeps the record and its history but hides them from day-to-day use — and can be reversed at any time.
• Deleting a client also deletes their loyalty card, if they have one. This cannot be undone.
• Tags are a shared list for your whole venue, set up once on the Configuration page rather than typed freely on each client — so "VIP" always means the same thing instead of drifting into "VIP", "vip", and "V.I.P." on different profiles.
• Removing a tag from the catalogue doesn't touch any client records — it just stops labelling them with it. If you had the list filtered by that tag, the filter clears itself automatically.
• Issuing a loyalty card is only offered while adding a brand-new client. For someone who already has one, open their profile and manage the card from there instead.
• If Configuration has "Issue a card automatically" turned on, every new client gets a card by default, pre-filled with the starting discount set there — staff can still untick the box or change the percentage for an individual client before saving.
• Only managers (or staff with the matching permission) can add, edit, or delete clients, and manage the tag catalogue. Staff with view-only access can still search, look up a client's card, and see their reservation history.
• An address is stored as street, house/building number, and optional flat number, entry details (entrance, floor, or door code), city, and postal code — this is what lets a delivery courier find the door, and it's the same address list a cashier picks from when taking a delivery order. Street and house/building number are the only two required fields; a venue that delivers within one town doesn't need to retype the city on every address. See Orders.
• A client can also be looked up, added, or given a new address directly from the register while an order is being taken — there's no need to come to this screen first. See Orders.

FAQ

Q: What is Clients for?
A: It's a single place to keep the people your venue serves — their contact details, addresses, and any tags you use to group them — instead of re-entering the same name and phone every time they book a table or you issue them a loyalty card.

Q: What information do I need to add a client?
A: A first name, plus at least an email address or a phone number. Everything else — last name, addresses, notes, and tags — is optional.

Q: Can I search for a client by phone number?
A: Yes. Type any part of the number, with or without spaces, dashes, or a country code — the search matches on the digits, not the exact way it was typed in.

Q: I tried to delete a client and got a message that it's not allowed — why?
A: The client still has reservations linked to them, and deleting would leave that booking history pointing at nobody. Deactivate the client instead — it hides them from everyday use but keeps their record and history, and you can reactivate them later.

Q: What's the difference between deleting and deactivating a client?
A: Deactivating is reversible: the client and their history stay in the system, just hidden from the active list. Deleting is permanent and also removes their loyalty card, if they have one.

Q: How do I issue a loyalty card for a client?
A: Tick Issue a loyalty card while adding a brand-new client, and set the starting discount. For a client who already exists, open their profile and issue or view their card from there instead.

Q: What are tags for, and who can create them?
A: Tags ("VIP", "Regular", "Allergy", and so on) let you group clients consistently. Only managers (or staff with the right permission) can add, rename, or remove a tag, from Clients → Configuration or the "Manage tags" shortcut in the client list's toolbar. Any staff member with view access can apply an existing tag to a client.

Q: I deleted a tag — does that delete the clients who had it?
A: No. Deleting a tag only removes that label; the clients themselves and everything else on their profile are untouched. If your list was filtered by that tag, the filter is cleared automatically.

Q: Does everyone on staff see the same client list?
A: Yes, the client list is shared across your whole venue, not per staff member — anyone with view access can search it and look up a client's card and reservation history.

Q: I renamed a client after issuing their loyalty card — does the card update too?
A: No, the card keeps the name, email, and phone it was issued with. If those details change, update the card separately from Discounts → Cards if you want it to match.

Q: Why does adding an address ask for street and house number separately instead of one line?
A: Keeping them apart makes an address usable for delivery — a courier round is grouped and sorted by street, which can't be done reliably with a single free-text line. Street and house/building number are both required; the label, flat number, entry line (entrance, floor, door code), city, and postal code are all optional.

Q: Can I add a client or a new address without leaving the New Order screen?
A: Yes. While taking an order, open Client and search for the person, or add them there and then with just a name and a phone number or email. If they need a delivery address, you can add one from the same window — see Orders.