Create, search for, and view customer files

Create, search for, and view customer files

The customer list is the list of all people who have booked an appointment at your location or whom you have added yourself. You can find it in the menu under Customers → Customer list (/manager/customers).

The List

At the top is a row with numbers: “Total customers”, “With appointments”, and, if your location uses a loyalty program with points, “VIP customers”. “With appointments” and “VIP customers” count only the customers on the current page of the list, not all of them.

Below that is the table with the columns “Name” (with email below it), “Phone”, “Appointments”, “Expenses”, “Last visit”, and, for the points-based loyalty program, “Plan”. On a mobile device, each row becomes a card.

• Search: The search field searches first name, last name, and email. It does not search by phone number.
• Sort: The list starts with “Last name A–Z”. You can switch to “First name A–Z”, “Most recent visit” (the most recent visitor appears at the top), and “Most appointments”.
• Removed customers: The “Show removed customers” filter shows only the removed customers. They are labeled “Removed”.
• Page size: The list displays 20 customers per page.

Tapping a row opens the customer file. The row menu offers “Book”, “View details”, “Edit”, and “Remove from customer list”. For a removed customer, “Add back” appears instead.

Create a New Customer

1. Tap Add customer in the upper-right corner. The “Create new customer” form opens (as a full-screen sheet on a mobile device).
2. Fill out the fields:
   • First name and Last name: Required.
   • Email: Whether this field is required, optional, or not visible at all is determined by your location settings under Settings → Appointments & Bookings → Booking Rules (/manager/settings/booking). If the address is already in your customer list, the message “This email is already registered” will appear after one second, along with the “Select existing customer” button. Saving is then canceled with “Email already registered”.
   • Phone number: Same rule as for the email; see example +49 123 456789.
   • Date of birth: Date field; optional.
   • Gender: Choose from Male, Female, Not Specified, Diverse, Non-Binary, Genderqueer, Transgender, Agender, Two-Spirit. Optional.
   • Internal notes: Free text, visible only to your team.
   • Add address (optional): Expands the address fields (Search Address, Street, No., ZIP Code, City, State, Country). If the address is required by the booking rules, the fields are always open; if it is hidden, this section is omitted entirely.
3. When you enter an email address, the block Email contact appears. The checkbox “The customer gave me this address themselves and agrees to emails about their appointments.” is unchecked by default. Terminz only sends emails to addresses with explicit permission; if this box is unchecked, the address will not receive any emails, including appointment confirmations. The second checkbox “They also want appointment reminders.” can only be checked if the first one is checked.
4. Tap Create customer.

Here's what happens next:

• If the person has no email, phone number, or date of birth, Terminz asks “No contact information”: “Create anyway” creates the entry, “Back” cancels the process.
• “Customer created” appears, the form closes, and the list reloads.
• If the email belongs to a person who already has a Terminz profile, it will be linked to your location, and Terminz will email them to request approval of their profile. Until then, you'll see their first name and the first letter of their last name, along with your own details; the list will include a note regarding approval.
• For walk-in customers who aren't listed in the customer list, book the appointment as a walk-in (see “Create an appointment in the dashboard”).

Booking an Appointment for a Customer

In the row menu, select Book (or “Book appointment” on the map). This opens the booking wizard under Appointments → New Appointment with the customer already selected; you'll start with the service. The entry is missing if you lack the permission to book or if the customer has been removed.

The Customer File

Tapping the row or “View details” opens /manager/customers/:id. The name appears at the top, with “Remove from customer list” next to it (“Add back” for removed customers). The small help icon next to the title (“Customer file and Terminz profile”) explains the difference between the person's Terminz profile and your customer file.

The page has the following sections:

• Visit rhythm: when the person was last there and, on average, how many days between visits, using “On track” or “Overdue”. If there was only one visit, it says “too few to establish a pattern”; if there were no visits, “No visit recorded yet”. Next to that are “Total expenses”, “Total visits”, “Loyalty points” for the loyalty points program, and always “Engagement score” (Strong, Medium, Weak).
• Appointments: “Total appointments”, “Completed”, “Canceled”, and “No show” (with the date of the last visit).
• Contact information: the information the person provided when scheduling an appointment (email, phone number, date of birth, address). You'll only see this once they've approved the profile for you.
• Own details: notes you've made about the person. With Edit, you switch to edit mode and can change the first name, last name, email, phone number, and address. This information is part of your customer file and does not change the person's profile. If something required by your location for each booking is missing, “Fill in” will appear there.
• Customer value: “Total revenue”, “Avg. Days Between Visits”, “Customer lifetime (days)” (appears as soon as data is available).
• Customer notes: a text field “Add notes about this customer...”, visible only to your team at this location. Neither the person nor other businesses can see it.
• Traits: “Relationship” (“Through an appointment” or “Imported”), “Groups”, and “Profile extensions” (Medical, Fitness, Pets, Vehicle, Legal), if applicable.

Save changes to “Own details” and the notes together using the bar at the bottom (Save or Discard). After that, “Customer notes have been saved successfully” appears.

Invite to offers appears for customers with an email address if you have the permission “Send promotional emails and text messages.” The button sends an invitation to view the offers; the person decides for themselves. If the address has already opted out or is already receiving offers, Terminz won't send anything and will indicate this.

Removing and Re-adding a Customer

Remove from customer list (row menu or customer file) asks: “<Name> will be removed from your customer list. The account and appointment data will be retained, and you can add the customer back at any time.” Press Remove to confirm. Nothing will be deleted. Use the filter “Show removed customers” and Add back to bring the person back (“Customer added back”).

Frequently Asked Questions

Why do I only see a first name and a letter for a customer? The person's Terminz profile has not yet been approved for your location. Terminz has asked them; until you receive a response, you'll only see your own information.

Where can I change whether email or phone number is required? Settings → Appointments & Booking → Booking Rules.

Can I permanently delete a customer? Not in the customer list—there's only “Remove” there. For everything else, contact us under Help → Messages.