Client Care Card & Online Services

Client Care Card & Online Services

Client Care Card

The Client Care Card report helps to ensure accurate and complete information is on file for each client. This is particularly important when subscribing to the STX Online Services feature.

When a date is entered in Parameters, all clients on the Appointment Calendar will appear. 

Click Select All to keep them all selected.

Click Select None so no clients are selected. 

Add Client to List: Allows you to enter each client name you wish to add to the list. Uncheck each client you wish to remove from the list.

The Select Clients Missing: Checkboxes allow you to specify what missing information is required in order to receive a printout for a client. 

Only those clients missing any of the checked items will be selected for printing. 

This report prints one client right after the other, showing two clients per page. Remember, only those clients with missing information will be printed. 

The We Confirm Appointments Via Email option allows the client to Opt out from the distribution list for sending appointment reminder emails. When subscribing to STX Online Services, ALL clients on the Booking Calendar with a valid email address on file will automatically receive an appointment reminder email. 

The Employee ID and Time of the appointment show in the lower right-hand corner of the report.

Client Flags: Do Not Send Reminder Email

If a client opts out of receiving the appointment reminder emails, create a Client Flag to remove the client from the distribution list. 
  1. Go to Setup: Marketing: Client Flags to create a new flag.
  2. Name the new flag Do Not Send Reminder Emails.
  3. Save and close the window. Go to the Marketing tab of the client card. 
  4. If the client does NOT want to receive appointment reminder emails, check the flag Do Not Send Reminder Emails. 
  5. Save and close the client card. The client is now removed from the appointment reminder email distribution list.

Reminder Distribution List

  1. Once all clients wishing not to receive the appointment reminder emails have been flagged, go to Setup: General: Online to remove those clients from the distribution list.
  2. From the Do not email clients with flag popup menu, select the Do Not Send Reminder Emails option.
  3. Save and close the window.
The flagged clients will no longer receive the appointment reminder emails.

To find clients who have chosen to Opt out from receiving the appointment reminder emails, go to Client: Client Marketing.  The Matching Clients tab will show a listing of clients who matched the filter.

Opt Out Online Mailings

The We occasionally email with news or special promotions option allows the client to opt out from receiving any online mailings while subscribing to STX Online Services. 
  1. Go to Setup: Marketing: Client Flags and check the Show Inactive box.
  2. The Do Not Send Marketing Emails flag will be grayed out because it is Inactive. We keep this flag hidden to respect the client's wish for privacy. 
  3. To unsubscribe a client from the online mailing marketing emails, you will need to activate the 'hidden' flag so you can then add it to the client's card.
  4. Check the flag to make it active.
  5. Save and close the window. 
  6. On the client card, go to the Marketing tab and check the Do Not Send Marketing Emails flag.
  7. Save and close the client card.
    1. The client will no longer receive online mailing marketing emails.
  8. Go back to Setup: Marketing: Client Flags to make the flag inactive again by unchecking the Active box.
  9. Save and close the window.
Again, we keep the Do Not Send Marketing Emails flag hidden to respect the client's privacy. It is required that you make the flag inactive after removing it from a client card.

Resubscribe Online Mailings

Occasionally, a client will accidentally click the Unsubscribe link in your online mailing. If the client calls and asks to be put on the mailing list again, you should make sure the client accidentally unsubscribed and wishes to continue receiving the online mailings by requiring they submit their request in writing. 

If you undo the unsubscribe without the client's permission, you will be breaking the CAN-SPAM Act with the client. Continuing to send online mailings to a client who unsubscribed could subject you to penalties of up to $16,000 per email. By requiring the client submit in writing their desire to continue receiving the online mailings, you then have proof they wanted you to undo the unsubscribe. 

The process of re-subscribing a client is really quite simple. When a client unsubscribes to an online mailing email, the system automatically flags the client card with the 'hidden' Do Not Send Marketing Emails flag. To re-subscribe a client to the marketing emails, you will need to activate the 'hidden' flag so you can then remove it from the client's card.
  1. Go to Setup: Marketing: Client Flags and check the Show Inactive box.
  2. Check the Do Not Send Marketing Emails flag to make it active. To re-subscribe a client for the online mailing marketing emails, you will need to activate the 'hidden' flag so you can then remove it from the client's card.
  3. Save and close the window. 
  4. On the client card, go to the Marketing tab and uncheck the Do Not Send Marketing Emails flag.
  5. Save and close the client card. The client will once again receive online mailing marketing emails.
  6. Go back to Setup: Marketing: Client Flags to make the flag inactive again by unchecking the Active box.
  7. Save and close the window. 
  8. The Do Not Send Marketing Emails flag must remain hidden to respect the client's privacy. It is required you make the flag inactive after removing it from a client card.
To find clients who have chosen to Opt out from receiving the online mailing marketing emails, go to Client: Client Marketing.  Create a new set and use the Client Flag filter option.  The Matching Clients tab will show a listing of clients who matched the filter.

Printing Blank Client Care Cards

  1. If you would like to pre-print blank client care cards, you will need to create a ‘blank’ client card first.
  2. Fill the Name fields with the first name of Name __________, and the last name of ____________.
    1. Use the underscore key to fill the entire field. 
    2. Keep adding enough of the underscore to allow for long first and last names. The top of the Client Card will show how many you have added. 
  3. Save and close the client card.
  4. To print the ‘blank’ client care cards, go back to Reporting: Reports: Appointments, and highlight the Client Care Card. 
  5. Click the Select None button so all clients listed become unchecked.
  6. In the Add Client to list: field, type the word Name. The “blank” client name will show in the list. 
  7. Type the word Name again in the Add Client to list: field. The “blank” client name will show in the list a second time.
  8. Create a new set and use the Client Flag filter option.
  9. Go to Client: Client Cards, and click the New Client button in the upper left-hand corner. 
  10. A new client card will appear.
  11. Click Print. 
Print as many copies of the report as needed.

Two Guest Profiles for the client Name will print on a single sheet of paper.

The client will be able to write their name, fill in their contact information, and birthday.

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