Client Profiles: Icons and FAQs
How do profiles work with Central Office?
Client profiles cannot be created in Central Office; instead, profiles are "global," meaning they can be created, viewed, and edited by any location. If a client has a record of activity at a location (a transaction, a profile edit, etc.), that client becomes "local." A client can be local to many locations.
If a client does not have a record of activity at a location, then that client is considered "global" -- that is, the client profile is viewable and editable by the location, but can be searched for only if Global is selected from the Advanced Search. Note that the Global option will not be available if Perform local client search only is enabled in Business Preferences.
When I edit a client profile, can other locations see my changes?
Any change you make to a client profile will be a global change -- that is, the change will appear in other locations -- except for the following options/fields, which are location-specific:
- Restricted
- Allow client to book and reschedule appointments via Online Booking
- Transient
- Do not confirm
- Allow this client to place charges and credits on account
- Referred by
- Client Notes and Visit Notes
- Image Gallery
Which fields are copied over when I copy a client profile?
Only the following information from the Main tab is copied; the rest of the fields are set to default as though a new client profile was being created.
- Last Name
- Address
- Home Phone
- Client Type
- Transient
What if a client does not wish to share their contact information?
If a client does not wish to share their contact information, or if the client is a one-time visitor, you can book appointments and complete transactions by selecting an Anonymous client instead of a client profile.
How do I manage clients who are minors?
You should set up a client profile for minors, but be sure to select Minor in the Main tab of the profile. This reveals the Parent/Guardian section, where you can select the profile for the client's guardian. There is also a Business Preferences setting in the Clients section that can require a guardian be selected for minors.
Note: If marking a client as a minor, selecting a parent/guardian will automatically create a family for the two clients.
Minors cannot receive notifications, so Notifications options in the minor's profile are disabled. The minor's parent/guardian will receive notifications according to the parent/guardian's notification settings. Additionally, the minor's Phone Number and Email Address fields become optional in the client profile, regardless of the Require... settings in Business Preferences.
What do the client indicators mean?
Client indicators are icons that provide information about a client, such as whether the client has available gift cards or packages. Client indicators (as well as the client membership indicator) will appear in client profiles, Appointment Editor, the register, Confirmation Manager, and Client Quick Find.
Where noted, some client indicators also appear in Membership Manager.
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Indicator |
Meaning |
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The Client Type badge; hover over the icon to see the Client Type. Client Types badges also appear in Membership Manager. |
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This client has Minor selected in their client profile. This indicator also appears in Membership Manager. |
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This client has one or more unlimited packages with services that are available for redemption. Hover over the icon to display the number of packages this client has, or select the icon to open the client profile with the package history already pulled up. |
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This client has one or more packages with services that are available for redemption. Hover over the icon to display the number of packages this client has, or select the icon to open the client profile with the package history already pulled up. |
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This client has one or more gift cards. Hover over this indicator to see the number of gift cards this client has, or select the icon to open the client profile with the gift card history already pulled up. |
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This client has points available for redemption. Hover over the icon to view the total number of points, or select the icon to view a box that lists the total points, their value, and a link to Client Points Manager with this client already pulled up. |
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There is a credit or debit card saved in the Credit Card tab of this client's profile. |
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There is a credit or debit card saved in the Credit Card tab of this client's profile that is expired or set to expire. |
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There is available credit on the client's account. Hover over the icon to see the existing credit amount, or select the icon to open the client profile with the account history already pulled up. |
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There is a balance owed on the client's account. Hover over the icon to see the existing balance and, if a balance limit is set, to see the amount owed and amount of remaining available credit. Select the icon to open the client profile with the account history already pulled up. |
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This client cancelled or no-showed an appointment within the amount of time defined in the Business Preferences option Show Cancel/No Show indicator. Hover over the icon to view the number of cancellations and no-shows, or select the icon to open the client profile with the client's appointment history already pulled up. |
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There is information missing in this client's profile. Hover over the icon to view the number of alerts, or select the icon to view a list of all missing information. Selecting any of those items brings you directly to the Main tab of the client profile. |
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This client has Restricted selected in their client profile. This indicator also appears in Membership Manager. |
How do I store a client card on file?
Important: Do not use the Apple Pay payment method to capture cards on file. Cards on file captured via Apple Pay cannot be checked out in the register, as Apple does not store any actual card data.
Payment methods stored in the client profile are separate from payment methods stored in Membership Manager. Removing a payment method from one area does not remove it from the other. However, membership cards on file can be selected in the register if the client is paying via Card on File.
- Adding a card to a client profile allows the client to use that card for general purchases at the register. Those cards can be found in the Credit Card tab of the client's profile.
- Memberships with recurring fees require a client membership card on file. This can be done through the register at time of sale, or via the CC/ACH tab of Membership Manager (which is where membership cards on file are stored).
- Payment Plans also require a credit card on file which must be associated with the Payment Plan at the time of sale.
Note: If the client selected in the Appointment Editor’s Paying Client field does not have a credit card on file, Meevo can display a prompt to add one. For this to occur, the Business Preferences setting Prompt for card on file when booking appointments must be enabled and the Meevo user booking the appointment must have Grant access to the Data > Client > Credit Cards security key.
Does Meevo store client credit card information?
No, Meevo never actually "sees" or stores a client's entire card number. Client card data is handled by your credit card processor; Meevo only stores a token for the card along with supplementary info like the expiration date and last four digits of the card. As a result, your business can have client cards on file without the liability of storing and protecting personally identifiable information. Worldpay customers should refer to Refreshing a Worldpay Card On File Token for important information on tokens.
Note: For ACH payment methods, Meevo stores the full Bank Routing # and Bank Account #.
What does the Funding Source field mean?
MeevoPay captures a card's Funding Source to help you get a complete picture of what the card is and whether it is eligible for surcharges (if surcharges are enabled). Funding sources can be Credit, Debit, Prepaid, Unknown (if no funding source was captured by MeevoPay), or Not Captured (for cards on file that were added using a non-MeevoPay Merchant Account).
How are cards on file deleted from Meevo?
There are three ways a card on file can be deleted from Meevo:
- Client profile cards on file and membership cards on file can both be manually deleted from Meevo. When a deletion occurs, Meevo notifies the Merchant Account provider and the stored token is deleted from Meevo and the merchant's records.
- Meevo will automatically delete a token under the following conditions:
- Card on File (client's profile): If a card on file remains expired for 4 months (120 days) from its date of expiration, Meevo will automatically delete those cards and their tokens via a service that runs each evening.
- Membership Card on File (Membership Manager): For membership cards on file, Meevo first identifies all memberships that have been terminated or expired for 4 months (120 days) or more, and then Meevo removes the membership credit card's token from each of those memberships.
- A Business Information > Preferences option enables additional purging of cards based on the card activity at the business.
Can I charge to a client's account?
Yes! Enable Allow this client to place charges and credits on account in the client's profile to make that client eligible for account balances and credits. See the topic on Client Accounts for complete details, including steps on how to set a balance limit for clients.