Everything You Need to Know Your Clients
Tilavon's CRM gives your front desk and technicians instant access to the information that makes every visit feel personal.
Adding New Clients
Client Profile Overview
Searching & Filtering Clients
Client Tags & Segments
Adding New Clients
New clients can be added in seconds from the front desk kiosk, the owner portal, or automatically when they book online.
From the Front Desk
Tap the + New Client button in the top-right corner of the Clients screen. Enter the client's first name, last name, and phone number — these are the only required fields. You can optionally add an email address, birthday, and any notes.
From Online Booking
When a new client books through your online booking page, their profile is created automatically. Their name, phone, and email are pulled from the booking form and a new record appears in your client list.
Walk-In Check-In
If a walk-in client checks in at your kiosk and doesn't have an existing profile, the system prompts them to enter their basic information. A new profile is created and linked to their visit.
Pro Tip
Enable the 'Require email on check-in' setting under Settings > Check-In to build your email list automatically. Clients enter their email once and it's saved to their profile for future marketing campaigns.
Client Profile Overview
Every client profile is a central hub of information that helps your team deliver personalized service.
Contact Information
View and edit the client's phone number, email, address, and preferred contact method. The profile also shows when the client was first added and their last visit date.
Service History
A complete timeline of every appointment — including the date, services performed, technician, total amount, and any photos taken. Tap any visit to see full details including product usage and notes.
Notes & Preferences
Add internal notes visible only to your staff. Record preferences like 'prefers gel over acrylic' or 'allergic to latex gloves.' Notes appear prominently when the client checks in so technicians are prepared.
Service Photos
Attach before-and-after photos to any visit. Photos are stored in the client's profile and can be referenced during future appointments to replicate a look or track nail health over time.
Searching & Filtering Clients
Quickly find any client using Tilavon's powerful search and filter tools.
Quick Search
The search bar at the top of the Clients page supports searching by name, phone number, or email. Results appear instantly as you type — no need to press Enter.
Advanced Filters
Use the filter panel to narrow your client list by last visit date, total spend, visit count, assigned tags, or membership status. Combine multiple filters to create precise segments.
Sorting Options
Sort your client list by name, last visit, total spend, or visit count. Click any column header to toggle between ascending and descending order.
Client Tags & Segments
Organize your client base with custom tags to power targeted marketing and personalized service.
Creating Tags
Navigate to Settings > Client Tags to create custom tags. Give each tag a name and optional color. Common examples include 'VIP,' 'Loyalty Member,' 'Referral Source,' 'Sensitive Skin,' or seasonal tags like 'Holiday Promo 2026.'
Assigning Tags
Open any client profile and click the Tags section. Select from your existing tags or create a new one on the fly. You can also bulk-assign tags by selecting multiple clients from the client list and choosing 'Add Tag' from the bulk actions menu.
Using Segments for Marketing
When creating an SMS or email campaign, use tags to define your audience. For example, send a 'We miss you' message to all clients tagged 'Lapsed' who haven't visited in 60+ days.
Merge Duplicate Profiles
Duplicate profiles happen — a client might book online with one phone number and check in with another. Tilavon makes it easy to merge them.
Find Duplicates
Go to Clients > Merge Duplicates. Tilavon automatically detects potential duplicates based on matching names, phone numbers, or email addresses. Review the suggested matches.
Select & Merge
Select two profiles to merge. The system shows a side-by-side comparison of both records. Choose which contact information to keep as the primary. All service history, notes, photos, and loyalty points from both profiles are combined.
Automatic De-duplication
Enable 'Auto-suggest merge' in Settings > Clients to receive a notification whenever the system detects a potential duplicate during check-in or booking.
Important
Merging profiles cannot be undone. Always verify the two profiles belong to the same person before confirming the merge.
Communication Preferences
Respect your clients' communication preferences while staying connected.
Opt-In Management
Each client profile has toggles for SMS notifications, email marketing, and appointment reminders. Clients can set their preferences during online booking or through your client app.
Do Not Disturb
Clients who opt out of marketing will still receive transactional messages like appointment confirmations and receipts. The system enforces this separation automatically.
Preferred Contact Method
Set a preferred contact method (SMS, email, or phone call) for each client. This preference is respected when staff reach out manually and highlighted on the profile.
Exporting Client Data
Your client data belongs to you. Export it anytime for backup, analysis, or migration purposes.
How to Export
Go to Clients and click the Export button in the toolbar. Choose between CSV or Excel format. The export includes all client fields: name, contact info, tags, visit count, total spend, last visit date, and loyalty balance.
Filtered Exports
Apply filters before exporting to generate targeted lists. For example, export only VIP clients or clients who haven't visited in 90 days for a win-back campaign.
Data Privacy
Client exports respect privacy regulations. Clients who have requested data deletion are excluded from exports. All exports are logged in your audit trail for compliance tracking.
Frequently Asked Questions
How do I import existing clients?
Go to Clients > Import and upload a CSV file with your client data. Tilavon supports columns for first name, last name, phone, email, birthday, and notes. The import wizard lets you map your columns to Tilavon fields and preview the data before confirming. You can import up to 10,000 clients at a time.
Can I merge duplicate client profiles?
Yes. Navigate to Clients > Merge Duplicates to see automatically detected potential duplicates. You can also manually search for and select two profiles to merge. The merge combines all service history, notes, photos, and loyalty balances into a single profile. Choose which contact details to keep as primary.
What information is stored in a client profile?
Each client profile stores contact information (name, phone, email, address), service history with full appointment details, internal staff notes, service photos, communication preferences, tags, loyalty balance, membership status, gift card balances, and signed waivers. All data is encrypted at rest.
How do I export my client list?
Click the Export button on the Clients page to download your full client list as a CSV or Excel file. You can apply filters first to export a subset of clients. Exports include all profile fields and are logged in your audit trail for compliance.
Can clients update their own information?
Yes. Clients using your branded client app can update their phone number, email, and communication preferences directly. Changes sync to your system in real time. For data integrity, name changes require staff approval through the owner portal.
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