Managing your client list in Acuity Scheduling

Use the client list to view, manage, ban, import, and export Acuity clients. This guide explains how to use the client list as part of a successful Acuity setup.

View the client list

To access the client list:

1. In Acuity, click Clients.
2. Scroll, search, or filter your clients.

By default, the list loads your first 500 clients. You can load more clients by scrolling to the bottom of the page.

To determine if a client has registered for a client account, look up their name on the list. If they’ve booked an appointment with your business while logged in, a checkmark will appear next to their name in the Account column.

View client profiles

Click a client’s name to view their client profile. The profile includes all of their appointments, including any associated intake forms, plus all of their package, gift certificate, and subscription codes.

Search for clients

You can search the client list by first or last name, phone number, or email address.

Searching for names

If you enter more than one word in the search bar, Acuity treats the first word as a first name and the rest as a last name. If your client has a two-word first or last name, this can affect search results. For example, if you search both words of a client's two-word last name, Acuity won't return the client, because it will treat the first word as a first name.

Searching for phone numbers

• We recommend searching for the last four digits only. You need to enter at least two digits for the search to work.
• Acuity won't look for phone number matches if your search includes spaces.

Searching for email addresses

You can search any part of the email address to find results. However, Acuity won't look for email matches if your search includes spaces.

Filter clients

You can filter clients to bring up clients who have booked recently or clients who are inactive.

You can choose from a range of times for either view:

• Recent clients - Have had an appointment in a certain time period. Available time periods range from 30 days to four years.
• Old clients - Haven’t had an appointment in a certain length of time. Available lengths of time range from two weeks to two years.

Add clients

When clients book appointments, they’re automatically added to the client list. You can also add clients to the client list individually or by importing a spreadsheet.

Add a single client

To add one client:

1. In Acuity, click Clients.
2. Click Add client.
3. Enter the client’s information. Each client profile needs to include at least a first and a last name.
4. Click Add client.

Import clients

You can add multiple clients at the same time by importing a csv file. To learn more, visit Importing Acuity appointments and clients.

Edit client profiles

When you change the name, email address, or phone number in a client profile, all of that client's existing appointments are also updated.

To update information in a client profile:

1. In Acuity, click Clients.
2. Click a client’s name to open their profile. Or, click … next to a client’s name, then select Edit.
3. Click Edit, then make your changes and click Save changes.

Merge client profiles

If you find duplicate entries for one of your clients, merge the two client profiles to keep your data organized. Duplicate entries can happen if client data doesn’t perfectly match, such as a misspelled first name, or a nickname used instead of a full first name.

To combine duplicate client profiles:

1. Identify which profile has the client’s correct name and contact information.
2. Edit the other profile so that the first and last names match the correct profile.
3. The entries will automatically merge, and the combined listing keeps the contact information from the correct profile.

Add notes about a client

To add private notes about a client, edit the Notes about client field in their client profile. These notes are visible to you and your staff, but not to the client. Use this space to record information that you don’t want tied to any specific appointment, as intake forms are.

Delete clients

You can delete clients from the client list.

Note: Deleting a client permanently deletes all of their appointments and removes them from your client list. It’s not possible to undo after deleting a client.

To delete clients:

1. In Acuity, click Clients.
2. On the client list, check the boxes for the clients you want to delete, then click Delete in the bottom-right.
3. Click Delete.

Delete inactive clients

To remove inactive clients, you can filter the client list to show only clients who haven’t booked in your preferred time frame, then select and delete them in bulk.

Deleted clients that don’t disappear

If you delete clients, but notice some of them are still in your client list, they probably have packages, gift certificates, or subscriptions that are still active. If you delete these items, their client profiles will disappear. To delete any outstanding packages, gift certificates, or subscriptions:

1. In Acuity, click Packages, gifts & subscriptions.
2. Click View orders, then click the package, gift certificate, or subscription you want to delete.
3. Click Delete, then click OK.
4. Repeat steps 1 to 3 until all of the client’s packages, gift certificates, and subscriptions are gone.

Ban clients

Banning clients prevents them from booking new appointments with the email in their client profile. To learn more about banning clients, visit Banning clients from scheduling online.