A customer's profile

Open anyone from your directory to see their whole story in one place.

The top line

Across the top you’ll see the essentials: total spent, total bookings (and how many are upcoming), and any class credits or studio credit they hold. Buttons let you edit their profile or add credits to their account.

Under the name you will see Member since with the date they joined. Next to it, Last visit shows the date of the newest class they checked in to. If they have never checked in to a class, Last visit does not show.

If this person signs in with the same email as other people, for example a parent and children, the header says Shares a login with and lists their names. Select a name to open that person’s own profile.

The tabs

• Overview: contact details, active memberships and passes, their recurring enrollments, any private lessons (with quick actions to reschedule, pause, cancel, or add lesson notes), their skill levels, practice, your notes, and tags.
• Bookings: every class they’ve booked, past and upcoming. Each booking has colored labels. Unpaid and Payment failed are red: money is owed. Late cancel is orange: they cancelled too close to the class start. On a late cancel that used a membership or pack class, the row menu has Give class back. See Late cancels and Give class back. Awaiting start is teal: their membership starts later, so the seat is held. A booking also shows + Coupon when a coupon was used, the name of the class pack that paid for it, and N spots when it holds more than one spot. See what the status labels mean. If they missed a class and were marked a no-show, open the menu on that row and choose Schedule make-up to book them into another class at no charge. Once booked, the row shows a Make-up line you can select to open the new class. See Scheduling a make-up class.
• Payments: what they’ve paid and any refunds. If you charged them less than the regular price for a purchase, that payment shows the regular price and the reason underneath, so it’s always clear what was adjusted and why (see charging less than the full price).
• Waivers: which waivers they’ve signed.
• Notifications: what they’ve been sent.

Skill levels

If you use skill levels, the Overview tab shows a Skill Levels card. Place this student at a level in any discipline you teach, and each change is saved as a dated history so you can see how they’ve progressed. Levels also move when you apply an assessment result. You can add a note to any change and mark it internal to keep it private to your team. Anything not marked internal is shared with the customer on their own profile.

When a class has its skill-level gate turned on, this level decides whether the student can book it. To let someone book regardless of their level, turn on Exempt from skill gate on the card.

Practice

If you use practice logs, the Overview tab shows a Practice card. Assign the student a piece or goal, see the sessions they log from their own account, and select Review on a session to leave feedback: a note the student sees plus an internal note for your team.

Recurring enrollments

If a customer comes to the same class every week, the Overview tab has a Recurring enrollments card. From it you can enroll them into a weekly spot, covered by a membership, or set to pay at check-in (no membership needed, their card charged each week as they arrive). You can tick several classes and add them in one go. Pause, resume, or cancel a spot later. Nothing is charged when you enroll them. You can even set one up for a family member on the same login. See auto-enrollment for the full walkthrough.

Saved cards

The Payments tab lists the cards a customer has on file. With the customer present you can add a card, and you can charge a card or remove one at any time.

To charge a saved card when the customer isn’t there (settling an unpaid booking later, say), the card needs the customer’s authorization on file. A card without it shows No permission yet and its Charge button stays off. With the customer present, select Authorize, have them confirm, and from then on you can charge that card while they’re away.

When a card cannot be charged here yet

Under each card on the Payments tab you will see one line about this studio. It reads Permission on file or No permission yet. When there is a short note below it, the note tells you what to do next:

• No permission yet, with an Authorize button. Select Authorize with the customer present, and have them confirm.
• “This studio’s agreement was removed.” Your studio stopped using the card before. Record the agreement again with the customer present.
• “The customer stopped this studio from charging this card.” The customer chose this in their own account. Only the customer can turn it back on. Add the card again with the customer present.
• “This card was saved at another studio.” Add the card again with the customer present to use it here.

If the customer adds the card again, or gets a new card from their bank, the new card starts fresh with no stop. You can ask for their OK again.

A customer’s stop only covers charges made while they are away. If the customer is with you and agrees, you can still charge this card that one time. Their stop stays on.

Registration fee

If your studio charges a registration fee, the Overview tab has a Registration fee card. It shows whether this person has paid, is due on their next enrollment, or is an existing student who is never charged. The switch on the card uses your studio’s word for the person, for example Charge this dancer the registration fee. Turn it off to never charge this person.

Staff notes

Staff notes are private to your team, a good place for things like injuries, preferences, or “always books the 6pm.” Clients never see these.