The Demographics tab is home to all of your client's important information (make sure to triple check these tabs for accuracy since this is where you will pull vital marketing and SMS reminder information).

Here is where you will input your client's personal identifiers, such as their address, birthday, phone number, and email.

The subtabs located near the bottom of the window is where all other information for your client is stored, like booking alerts, important notes, customized service times, and more!

To navigate through the article, just click on one of the tab titles below:

On this screen you can add/edit the clients demographical information. You can also quickly view the client's Initial Visit, Last Visit, Created Date, Updated Date, Loyalty Points, Credits and if they are excluded from peak pricing.

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Client Name

These are standard fields. We recommend always inputting both the first and last name.

Phone Number Fields

The phone number fields are optional information. However, if you wish to take advantage of SMS appointment reminders, then you will need to enter a mobile phone number.

You must be signed up for the SMS feature in order to utilize the two-way SMS appointment reminders. SMS Text Messaging is available as an add-on to PatientNow Essentials and select EnvisionNow packages. You can update your account on the Account Management Subscription Page, or contact our Sales Team at 800.436.3150, Option 1, or sales@patientnow.com.

Send SMS Button / Mobile Provider Selection

The Send SMS button will show if you are using two-way SMS text messaging in Envision. Clicking to Send SMS will open a screen to show SMS text messages sent to and received from this client.

The Mobile Provider selection will show if you do not have a two-way SMS messaging account in Envision. Entering the client's cell phone number and choosing their provider here will allow appointment reminders to send to the client's mobile phone as a text message.

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Email

Email fields are not required by the system but it is recommended to always capture them for appointment confirmations as well as marketing.

Address Fields

The address fields are standard address information. It is recommended that you capture this information for every client.

Birthday

This field allows you to collect a client's birth date information for use in marketing and reporting.

Anniversary

This field allows you to collect a client's wedding anniversary for marketing use.

Gender

Select the client's gender from the drop-down selection box.

Active

If a client no longer visits your business you are able to set them as inactive. Once they are inactive they will no longer show up on the appointment calendar to book or the point of sale to check out, but they will show up on reports. You can reactivate a client at any time.

Pre-Treatment

These health metric fields can be filled out prior to treatment.

Pre-Treatment is available for PatientNow Essentials. To upgrade, please contact our Sales Team at 800.436.3150, Option 1, or sales@patientnow.com.

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Any changes made in the Pre-Treatment window will appear in the client's Vitals section on their Treatment Screen.

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Edit CC On File

Choose this option to enter, update, or remove a client's credit card information held on file.

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​Client Images

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The Client Images button appears when a Google Drive or a Dropbox account is linked in Company Settings. Here client before and after images can be uploaded and saved to the Client Profile.

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​Test Push Msg

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With a Custom Mobile App or Enhanced Custom Mobile App, you have the capability to communicate with clients using Push notifications. This button can be used to test the notification and ensure a client receives them.

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Client Type

Client Type is an optional classification system for your clients. Some examples of common Client Types would include Seasonal or Family.

Lead Source

Lead Source gives you the ability to track where your new clients are coming from. It is recommended to always use this field to help assist with marketing.

Client Referral

If the client was referred to your business by another client, the name of the person who made the referral can be selected here. You can also enter this when adding a client from the Calendar or Sales Register. This is especially important to enter if your business uses a loyalty program to award points for referrals made.

Emp. Referral

If the client was referred to your business by an employee, the name of the employee who made the referral can be selected here. This is important to enter if your business tracks employee referrals.

Loyalty Program

Select a Loyalty Program for the client if you have set up a program to reward clients for purchases or referrals.

Discount Plan

Select a discount plan for the client if you offer a repeat discount for each sale.

Parent Account

Link the client account that is the "parent" of this account. This is used mainly for children who have the same billing or membership information as a family member.

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When a parent account books online, Envision will allow the parent account to select the person they want to book an appointment for (themselves or the child).

💡 Helpful Tip: Parent accounts will only work once you have created their Client/Patient ID. If you have the Autogenerate Patient ID setting checked in your Company Settings, you will have to manually create ID numbers for existing clients. Autogenerating Client/Patient ID's only applies when a new client is created after you have saved this setting.

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Preferred Location

This option is relevant if your business has multiple locations. Select your client's "home" location here.

Card ID

Enter the card number for this client, if cards are issued.

Initial Visit

This is a read-only field that shows when the client first had a sale at your business.

Created On

This is a read-only field that will display the date that the client record was created.

Loyalty Points

This is a read-only field that will show the client's current loyalty point balance. Loyalty points are awarded by enrollment in Loyalty Programs.

Account Balance

If the client has a credit or owes money on their account, the amount will show here. Amounts that are owed to the business will show in red and credit will show in green.

*Client accounts are a feature available in the Preferred edition of the Envision program. To upgrade, please contact our Sales Team at 800.436.3150, Option 1 or sales@patientnow.com.

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Emergency Contact

Enter the client's emergency point-of-contact information in the provided fields. Included the ability to check off if the emergency contact is Next of Kin. Please note that birthday entries are restricted to current or past dates, and gender options are limited to male and female.

Treatment Program

A client can be assigned to a Treatment Program utilizing the Treatment Program dropdown.

Anything written in the Medical tab will also appear on the client's profile in the Treatment List.
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Pharmacy

You can add a Patient's preferred pharmacy here. You must add their pharmacy to the Pharmacy List in order to select it from the dropdown.

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A guarantor is the person or identity responsible for a patient’s medical bill. This will help to ensure accountability for bills or outstanding balances

Enter any notes for this client that you wish to open when booking. This feature will need to be enabled in the Company Settings.

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Booking Alerts are available in PatientNow Essentials and the Ultimate edition of the EnvisionNow program. To upgrade, please contact our Sales Team at 800.436.3150, Option 1, or sales@patientnow.com.

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Booking Alert Type

A client can be assigned Allow Booking, Booking Alert, or Deny All Booking. When a client with a Booking Alert attempts to be scheduled, a popup window will appear. If the client has a Booking Alert, the icon will be a caution sign. If a client is marked Deny All Booking a red stop sign will appear.

Reason Note

The Reason Note field allows you to input an explanation for the Booking Alert. The Reason Note will also appear below the icon.

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​Select All
​When checked on this will check all the options below.
| Important Note: It is highly recommend that you get consent from your clients to notify clients via Text and Email Communications

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Text appointments reminders and additional information/Email appointment reminders and additional information
​Highly recommended for keeping clients updated about their scheduled visits. Notifications can be enabled via both text and email.

Text special offers/Email special offers
​Used for marketing communication. Clients must provide explicit consent to receive these messages. The same option is available for email.

When you select consent for text communication, the system automatically sends the client a confirmation text message. The message prompts them to reply with START to finalize consent.

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⚠️ By checking the box to opt in to appointment or marketing SMS messages, an initial confirmation message will be sent to the client to verify their consent. This confirmation message will count toward your allotted text message usage.

Appointment Reminder Consent Text:
“Reply with the word START to receive appointment reminders and additional information.”
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Special Offer Consent Text:
“Reply with the word START to receive special offers.”
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Until the client replies with START, their communication status will show as Pending Opt-In in their profile. During this period, no messages will be sent. Once a client responds with START, their consent will update automatically and the options will no longer be grayed out.
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If you try to save a client without selecting any communication preferences, a popup will appear:

You also have the option to disable this popup by selecting Do Not Show Again, though it is recommended to leave this feature enabled for awareness.
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|Important Note: Your practice uses two different phone numbers:

Clients can opt out of one number while still receiving messages from the other, giving them flexibility and control over their preferences.

If a client wishes to stop receiving texts

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​Loyalty Adjustments

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A client's loyalty points can be adjusted by adding a positive amount to their points or entering a negative amount to reduce their points.

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Envision has a quick and easy solution for you to see a client's email history including marketing campaigns, automated marketing, receipts, reviews, service reminders, and confirmations.

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In this tab you can view:

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You can only view the full email body text for marketing templates you created and sent to clients through Envision.

You will not be able to view body text for any automated marketing or appointment confirmations , receipts, or client reviews through this window. When you click view for these message types, you will only see the text that was sent without any email attachments, like the example below:

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There are many factors that play into a client's service time, like hair length, texture, or previous color history (such as black, box-dyed hair). This feature enables you to customize and save service times for specific Clients who may take more time than your standard service.

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To create an override, click the Add Service dropdown and type in the service you want to change this client's service times for, then click Add.

Next, select the pencil icon to edit the initial, process, and complete times. Click on the checkmark when finished (to cancel click the 'x'). If you want to remove a service override, simply click Remove to the right of the table.

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Click Save on the bottom of the record when you are finished.

These changes will also be reflected in your client's appointments when they book online.

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Under this tab you can see what Concierge step your client is on. You can add them or removed them from steps here as well. For more information on Concierge checkout this link.

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Add your clients insurance plans to their profile.