Contacts, client groups, perks and blocking

Contacts

Contacts is your contact book: everyone who has booked with you, anyone who signed one of your documents from its link, and people you add with + Add contact. The table shows each person's email, phone, next and last session, bookings, groups, labels and mailing-list choices, plus your own columns, such as a child's name or an experience level. + Add column at the end of the table's headings adds one; Columns shows, hides or deletes them. Click a column heading to sort, search by name, email or phone, and use Filter for groups, labels, an upcoming session, people who haven't booked, who get notifications, who are on a waitlist or were referred, who are on the mailing list (or chose one thing on it), how recently they came, waivers and blocks. Export CSV downloads the list.

Import CSV brings in people from a spreadsheet. Choose a CSV file with a row of column names at the top, then match each column to where it goes: name (or first and last name), email, phone, Referred by, labels, a note, a custom column, or a new one. Each person needs an email address, up to 2,000 people at a time. Someone already in your contacts is matched by email, and you choose whether to fill in what is blank (labels and notes are added) or leave them as they are; a detail you already have is never replaced. Rows that could not be imported are listed with the reason.

Check people to Add to group, Remove from group or Add label in one go. Click a person to open their contact page:

• Copy their email or phone, Edit details, Book for them (the manual booking form, filled in), or Block them from every event.
• Groups (your client groups, which can carry event perks) and Labels (your own; only the owner and admins see them).
• Mailing list: what they chose to hear about, with a check per option; you can check and uncheck for someone who asked in person.
• Referred by: another contact or a source such as Instagram. The person who referred them lists everyone they brought in.
• Your custom columns and private notes (only the owner and admins see them).
• Their bookings.
• Forms: the waivers they signed (from a document's link, and each version they agreed to with a booking), the intake forms they sent, newest first, each opening in a reader that records who opened it and when, and their latest booking-form answers. Send an intake form emails them one of your intake forms (Pro and Teams); the answer shows beside the button, and pressing it again within two minutes sends nothing.
• Notifications: the events they get openings notifications for, with the time window and when the notifications end.
• Waitlist: the times they wait for, with when their place ends, or the deadline to pay for a time held for them.
• Delete contact, at the bottom of the page, explains what goes and asks you to confirm: their name, contact details, form answers, notes and signatures leave every booking, and their intake forms, groups, notifications and past waitlist places go. Payments and session times stay for your records, and a block stays in place. It waits until no session or request of theirs is ahead and they wait for no time on your waitlist (take them off it in the Waitlist tab first).

A booking-form question can also save its answer to the contact; see Booking forms and waivers.

Notifications and Waitlist

Contacts has three tabs, each with its count: People (the contact book above), Notifications and Waitlist. The owner and admins see Contacts; a team member never does. Each person's own workspace has its own. In both lists, the name of someone in your contact book opens their contact page, and Email writes to them from your own mail app.

Notifications lists the people who asked to be emailed when a time opens on one of your events, one row per person and event: the time window they asked about, when their notifications end, when they signed up and when they were last notified. Stop notifications asks first, then takes them off the list.

Waitlist lists the people waiting for a time, in the order they joined. A place is listed once the client confirms it from the email sent to them. Each row shows the event, the time, the payment and when their place ends. Place shows where they are in line among your clients waiting for that time, such as 2 of 3. The payment is what happens when the time opens: Pays offline, a saved card (its brand and last four digits), Pays by link, Free or No price listed.

• Remove asks first, then takes someone still waiting off the waitlist and emails them. A card they saved is removed.
• Held until … is a time already booked for them, held until they pay online. Open in Bookings opens that booking; canceling it passes the time to the next in line.
• Being booked now means the time just opened for them.

With no event keeping a waitlist, the tab shows where to turn it on: each event has its own Waitlist switch, in Scheduling → the event → Availability.

Mailing list

Your mailing list is how a client says what they want to hear from you about, apart from any one event's times. Every business starts with two options, Openings and last-minute times and News and updates; the Mailing list button above the contact book renames them, removes them or adds your own, such as "Workshops and events", and shows how many people chose each. While Show a “Join the mailing list” button on your booking pages is checked and at least one option exists, your page and every event page offer Join the mailing list (under the openings bell on an event page). The client gives their name and email, checks what to hear about, and gets a confirmation email with a link that changes their choices or leaves the list; they land in Contacts with their choices as a column, filterable and in the CSV export. The list is yours to write to from your own email; Schedulign sends the confirmation, and Send new openings notification on an event reaches the people who chose Openings and last-minute times too (see Openings notifications). Unchecking it hides the button, so nobody new can join; everyone already on the list stays on it.

The mailing list is apart from openings notifications: those are automatic emails about one event's times (see Openings notifications), and a client can have both.

Client groups

Settings → Scheduling → Client groups holds named lists of email addresses (paste a batch, optional names). A group does nothing by itself; each event grants it perks in the Availability section under Client perks:

• Early access — the group can book further ahead than the public window: a number of minutes, hours or days.
• A shorter notice — the group can book closer to the start than the event's notice allows; it must be shorter than the event's notice.
• Books instantly on a by-request event — on an event set to Bookings by request only, or at a time inside its window of Bookings within … are by request only, the group's bookings are confirmed at once. A request for an unlisted time is always a request.
• Can pay offline on an online-only event — the group may pay offline even when the event requires online payment.

On the booking page a client enters their email under Member access to unlock their perks; the page names what they get.

Who can book, just above Client perks in the same section, decides who can book the event at all:

• Everyone — any client, as every event starts.
• Only these client groups — only the clients in the groups you check. The booking page shows no times until a client enters their email under Member access; an email in none of the groups sees no times and is asked to contact you, or to try again later.
• Everyone except these client groups — the clients in the groups you check can't book; everyone else books as usual.

Either of the last two needs at least one group checked; with no client groups yet, they wait until you create one. The email a client books with decides, whatever they entered under Member access: a booking, a request, a place on the waitlist or a sign-up for openings notifications from an email the event doesn't let book is refused, with a sentence that asks them to contact you. Openings notifications for the event reach only the people who can book it, and someone already on its waitlist whom it no longer lets book is passed over when their time opens and keeps waiting until their place ends. A booking that already exists can still be moved from its link, and a + Manual booking is never refused. A group on the list needs no perks, and its perks don't depend on the list. A group that is the only one that can book an event can't be deleted until you change who can book that event.

Blocking

Settings → Scheduling → Blocking blocks an email address from every event or from chosen ones. A blocked client sees no times; the block wins over any group perk. A block, here or with Block on a contact's page, also ends their places still waiting on the events it covers, and they are emailed. Duplicate on a chosen event blocks them from the copy too. Deleting an event takes it off every block, and a block from that event alone ends. Unblock lifts it.

Private events

For an event only certain people should see, use an access code (Event page options) or Hide from page with a direct link. See "Links, access codes, increments and time zones".