Let clients fill in their own details with a QR
In short
When an appointment has no client yet, show the client a QR code. They scan it, type their own details on their phone, and are added to your clients and linked to the appointment. The code lasts 15 minutes and works once.
Typing a new client's details at the desk is slow and easy to get wrong. Instead, show them a QR code: they fill in the form on their own phone, and they are saved as your client, already linked to their appointment.
- At the deskShow the QRFrom the appointment that has no client
- On their phoneThey fill in the formName, contact details, consent
- At onceClient saved and linkedThe appointment is no longer missing a client
Showing the QR
The QR belongs to one appointment that has no client linked yet, for example one that came in from Google Calendar with a name you could not match. Open the appointment and use the QR button next to Resolve. Or open Resolve and choose Show a QR instead, which keeps a Back button in case you change your mind.
Employees can show it for their own appointments. Owners and receptionists can show it for any appointment.
- Valid for
- 15 minutes
- A countdown runs under the code. When it expires, tap **Regenerate**.
- Uses
- Once
- Showing a new code cancels the previous one.
What the client fills in
- first and last name (required)
- Call me, how they like to be addressed
- phone number and email, both optional
- date of birth
- the language they want their messages in
- agreement to the Terms of Use and Privacy Policy (required)
- agreement to promotional messages from your shop (optional)
The promotional box is what lets your birthday and follow-up texts reach them. Appointment messages do not depend on it.
Once they submit, the client appears in Customers with the source Self, and the appointment's history shows Customer self-registration. From then on their appointment works like any other client's, messages included. To list everyone who registered this way, pick Self-registration in the source filter.
Updating an existing client's details
The same idea works for clients you already have. On a client's page, the QR button in the Contact card shows a code that opens their details on their phone. Anyone who can open the client's page can show it.
Before they can see anything, they confirm who they are: their phone number plus their first or last name, or both names if you have no phone for them. Then they can correct their name, phone, email and date of birth, change their language, and switch appointment reminders and promotional messages on or off. This code also lasts 15 minutes.
This is how a client can agree to promotional messages at the desk: nobody on your team can tick it for them.
Related
See it with your own shop
Start a free trial and set things up the way this guide describes.
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