Clients

Client Profiles

• Defining a Client Profile

  1. Select Data > Clients.

  The Clients page displays.

  2. Click New.
  3. Select the location(s) where the client is going to visit.
  4. Enter the client's details as normal.
  5. Click Save.

  Central Office adds the client's profile to the Millennium database at the selected location(s).

   

• Copying a Client Profile

  1. Select Data > Clients.

  The Clients page displays.

  2. Click the Listing tab.
  3. Select filters to locate the client's profile and click Search.
  4. Click Select next to the client's profile.
  5. Click Copy.
  6. Select the location(s) where you need to copy the client's profile.
  7. (Optional) Select Overwrite client if it exists to overwrite any profiles at the new location(s) that have the same Global ID as the profile you are copying.
  8. Click Save.

  Central Office copies the client's profile to the Millennium database at the selected location(s).

  Note:  The Copy feature does not transfer purchase history, credit card information, and bank account information between locations.

   

• Updating a Client Profile

  1. Select Data > Clients.

  The Clients page displays.

  2. Click the Listing tab.
  3. Select filters to locate the client's profile and click Search.
  4. Click Select next to the client's profile.
  5. Click Edit.
  6. Make changes as necessary.
  7. (Optional) Select Apply changes to all locations to update the client's profile at all locations.
  8. Click Save.

  Central Office updates the client's profile at the selected location(s).

   

• Making a Client Profile Inactive

  1. Select Data > Clients.

  The Clients page displays.

  2. Click the Listing tab.
  3. Select filters to locate the client's profile and click Search.
  4. Click Select next to the client's profile.
  5. Click Edit.
  6. Select Inactive.
  7. (Optional) Select Apply changes to all locations to make the client's profile inactive at all locations.
  8. Click Save.

  Central Office makes the client's profile inactive at the selected location(s).

   

• Transferring Client Data Between Locations

  You can use the Client Transfer feature to transfer the data in client profiles between locations.

  1. Select Clients > Transfer.

  The Client Transfer page displays.

  2. In the Step 1: Select Clients section, select filters and enter information to locate the client(s) you want to transfer.
  3. Click Search.

  A list of matching clients displays.

  4. Click Add next to the client(s) you want to transfer.

  The client(s) display in the Client List for Transfer section.

  5. In the Transfer To field next to each client, select the location where you want to transfer the data.
  6. In the Step 2: Choose Options section, select the following options as necessary:

  1. Select Transfer Memberships to transfer memberships.

  2. Select Create Client Note to add a note with details about the transfer in the client's profile.

  3. Select Only Create Client Note on Membership Transfer to add a note with details about the transfer in the client’s profile only if the client has a membership.

  4. Select Transfer Gift Certificates to transfer unused gift certificates.

  5. Select Transfer Expired to transfer expired gift certificates.

  6. Select Transfer Non-Membership Package/Series to transfer unused packages and series.

  7. Select Transfer Existing Membership Package/Series to transfer unused prepaid services associated with a membership.

  8. In the Package Expiration Date field, select a new expiration date for the unused packages, series, and prepaid services you are transferring.

  9. Select Only Change Expiration Date on Packages for Memberships that are in Auto-Renew to use the new expiration date only for unused prepaid services associated with a membership.

  7. Click Transfer Data.

  Central Office transfers the client(s) data to the Millennium database at the specified location.

  Note:  The Client Transfer feature does not transfer purchase history, credit card information, and bank account information between locations.

   

• Correcting Duplicate Client Profiles with Different Global IDs

  A Global ID is a unique identifier assigned to every client profile created in Millennium or Central Office.  When you create a client profile in Central Office and copy it to multiple locations, the profile has the same Global ID at each location.  If you create a client profile in Millennium at two separate locations, the profiles have different Global IDs.

  To maintain the integrity of your data and reduce errors, you need to correct instances where a client has duplicate profiles that have different Global IDs.

  1. Select Data > Clients.

  The Client page displays.

  2. Click the Link tab.
  3. Complete the following:

  1. In the Search Parameters section, make selections to indicate what you consider a duplicate record.

  2. Select Include matching results at the same location to include duplicate profiles stored in the same Millennium database.

  3. In the Return _ Records field, select the number of duplicate records to display.

  4. Click Search.

  The first client with duplicate profiles that have different Global IDs displays.

  5. Click Check All.
  6. Click Link Selected Clients.

  Central Office corrects the client profiles to use the same Global ID.

  7. Click Next >.
  8. Repeat Steps 5-7 until you resolve all Global ID conflicts.

   

Memberships

• Changing a Client's Active Membership

  The Set Active Membership feature allows you to resolve situations where a client has two memberships at two different locations, so that the client can only use one membership.

  1. Select Data > Clients.

  The Clients page displays.

  2. Click the Listing tab.
  3. Select filters to locate the client's profile and click Search.
  4. Click Select next to the client's profile.
  5. Click the Membership tab.
  6. In the Membership History section, click Set Active Membership next to a membership.

  The status of the selected membership changes to Active and the status of the client's other membership changes to Terminated.

   

• Changing the Home Location for a Membership

  Important:  You must set up the Global Memberships feature before you can change the home location for a membership.  Click here for instructions.

  1. Select Data > Clients.

  The Clients page displays.

  2. Click the Listing tab.
  3. Select filters to locate the client's profile and click Search.
  4. Click Select next to the client's profile.
  5. Click the Membership tab.
  6. In the Transfer Current Membership to Location field, select the new home location for the membership.
  7. Click GO.

  Central Office transfers the membership to the new location and the name of the new location displays in the Home Location field.

   

Research

• Looking Up Formulas/Visit Notes

  1. Select Clients > Formulas.

  The Client Formulas page displays.

  2. Click the Listing tab.
  3. Select the client's home location and/or enter information to locate the client, then click Search.
  4. Click Select next to the client's profile.

  The Formulas tab displays with the client's formulas and visit notes across all locations.

   

• Looking Up Purchase History

  1. Select Clients > History.

  The Client History page displays.

  2. Click the Listing tab.
  3. Select the client's home location and/or enter information to locate the client, then click Search.
  4. Click Select next to the client's profile.

  The History tab displays with an itemized purchase history for the client across all locations.

   

• Looking Up Liability Balances

  1. Select Clients > Liability Balances.

  The Liability Balances page displays.

  2. Click the Listing tab.
  3. Select the client's home location and/or enter information to locate the client, then click Search.
  4. Click Select next to the client's profile.

  The Balances tab displays with the client's liability balances across all locations.

  Note:  Select Show All to display details for used and expired liabilities.

   

• Viewing Client Statistics

  1. Select Clients > Statistics.

  The Client Statistics page displays.

  2. Select the location(s) for which to view client statistics.
  3. Select the date range to analyze for client visits.
  4. Click Go.

  The client statistics for the specified location(s) and date range display.  Following are explanations of these statistics:

  • New Clients = Number of clients who purchased a service and/or product for the first time during the specified date range.

  • Repeat Clients = Number of clients with a first visit prior to the specified date range who purchased a service and/or product during the date range.

  • Total Clients = Total number of clients who purchased a service and/or product during the specified date range.

  • Tickets = Total number of transactions rung up during the specified date range.

   

Client Selection

Examples

• Clients whose first visit was within a specified date range

  1. Select Clients > Client Selection.

  The Client Selection page displays.

  Tip:  If the Listing tab displays, click the Client Selection tab to continue.

  2. Click New.
  3. Type a name and description for the client selection.
  4. Click Save.
  5. Click Edit.
  6. Complete the following:

  1. Select Basic Information > First Visit in the Field Selection Group list.

  2. Select "is between" in the Operation field.

  3. Select a specific date range or select a relative date range in the Helper field.

  Tip:  When you use relative dates such as last month or last week, you do not need to select a new date range every time you use the client selection because the same relative date range is always used.

  4. Click Add Selection Item.

  5. Select Locations > Location in the Field Selection Group list.

  6. Select "is equal to" in the Operation field.

  7. Select the location for which to view data in the Location field.

  8. Click Add Selection Item.

  7. Click Save.

  8. Click Run Selection.

  The Results tab displays with a list of clients matching the selection criteria.

  9. Complete the following as necessary:

  • Export the list of selected clients

    1. Click Export Data to Excel.

    2. Click Open.

    Microsoft Excel opens with the selected clients.

     

  • Create mailing labels for the selected clients

    1. Click Create Mailing Labels.

    2. Click Open.

    Microsoft Word opens and the mailing labels display in a new document.

    3. Insert a label sheet into the printer and print the mailing labels.

     

   

• Clients whose last visit was more than three months ago

  1. Select Clients > Client Selection.

  The Client Selection page displays.

  Tip:  If the Listing tab displays, click the Client Selection tab to continue.

  2. Click New.
  3. Type a name and description for the client selection.
  4. Click Save.
  5. Click Edit.
  6. Complete the following:

  1. Select Basic Information > Last Visit in the Field Selection Group list.

  2. Select "is between" in the Operation field.

  3. Select a date six months before today's date in the first date field.

  4. Select a date three months before today's date in the second date field.

  5. Click Add Selection Item.

  6. Select Locations > Location in the Field Selection Group list.

  7. Select "is equal to" in the Operation field.

  8. Select the location for which to view data in the Location field.

  9. Click Add Selection Item.

  7. Click Save.

  8. Click Run Selection.

  The Results tab displays with a list of clients matching the selection criteria.

  9. Complete the following as necessary:

  • Export the list of selected clients

    1. Click Export Data to Excel.

    2. Click Open.

    Microsoft Excel opens with the selected clients.

     

  • Create mailing labels for the selected clients

    1. Click Create Mailing Labels.

    2. Click Open.

    Microsoft Word opens and the mailing labels display in a new document.

    3. Insert a label sheet into the printer and print the mailing labels.

     

   

• Clients whose last appointment was with an employee that is leaving

  1. Select Clients > Client Selection.

  The Client Selection page displays.

  Tip:  If the Listing tab displays, click the Client Selection tab to continue.

  2. Click New.
  3. Type a name and description for the client selection.
  4. Click Save.
  5. Click Edit.
  6. Complete the following:

  1. Select Basic Information > Last Visit in the Field Selection Group list.

  2. Select "is between" in the Operation field.

  3. Select a date four months before today's date in the first date field.

  4. Select today's date in the second date field.

  5. Click Add Selection Item.

  6. Select Appointments > Employees in the Field Selection Group list.

  7. Select "is equal to" in the Operation field.

  8. Select the employee that is leaving in the Employee field.

  9. Click Add Selection Item.

  10. Select Locations > Location in the Field Selection Group list.

  11. Select "is equal to" in the Operation field.

  12. Select the location for which to view data in the Location field.

  13. Click Add Selection Item.

  7. Click Save.

  8. Click Run Selection.

  The Results tab displays with a list of clients matching the selection criteria.

  6. Complete the following as necessary:

  • Export the list of selected clients

    1. Click Export Data to Excel.

    2. Click Open.

    Microsoft Excel opens with the selected clients.

     

  • Create mailing labels for the selected clients

    1. Click Create Mailing Labels.

    2. Click Open.

    Microsoft Word opens and the mailing labels display in a new document.

    3. Insert a label sheet into the printer and print the mailing labels.

     

   

• Clients whose next appointment is with an employee that is leaving

  1. Select Clients > Client Selection.

  The Client Selection page displays.

  Tip:  If the Listing tab displays, click the Client Selection tab to continue.

  2. Click New.
  3. Type a name and description for the client selection.
  4. Click Save.
  5. Click Edit.
  6. Complete the following:

  1. Select Appointments > Appointment Date in the Field Selection Group list.

  2. Select "is between" in the Operation field.

  3. Select today's date in the first date field.

  4. Select a date six months after today's date in the second date field.

  5. Click Add Selection Item.

  6. Select Appointments > Employees in the Field Selection Group list.

  7. Select "is equal to" in the Operation field.

  8. Select the employee that is leaving in the Employee field.

  9. Click Add Selection Item.

  10. Select Locations > Location in the Field Selection Group list.

  11. Select "is equal to" in the Operation field.

  12. Select the location for which to view data in the Location field.

  13. Click Add Selection Item.

  7. Click Save.

  8. Click Run Selection.

  The Results tab displays with a list of clients matching the selection criteria.

  9. Complete the following as necessary:

  • Export the list of selected clients

    1. Click Export Data to Excel.

    2. Click Open.

    Microsoft Excel opens with the selected clients.

     

  • Create mailing labels for the selected clients

    1. Click Create Mailing Labels.

    2. Click Open.

    Microsoft Word opens and the mailing labels display in a new document.

    3. Insert a label sheet into the printer and print the mailing labels.

     

   

• Clients with an expiring membership

  1. Select Clients > Client Selection.

  The Client Selection page displays.

  Tip:  If the Listing tab displays, click the Client Selection tab to continue.

  2. Click New.
  3. Type a name and description for the client selection.
  4. Click Save.
  5. Click Edit.
  6. Complete the following:

  1. Select Membership/Disc > Auto Renew in the Field Selection Group list.

  2. Select "is not equal to" in the Operation field.

  3. Select Checked/Unchecked.

  4. Click Add Selection Item.

  5. Select Membership/Disc > Expiration Date in the Field Selection Group list.

  6. Select "is between" in the Operation field.

  7. Select "Next Month" in the Helper field.

  8. Click Add Selection Item.

  9. Select Locations > Location in the Field Selection Group list.

  10. Select "is equal to" in the Operation field.

  11. Select the location for which to view data in the Location field.

  12. Click Add Selection Item.

  7. Click Save.

  8. Click Run Selection.

  The Results tab displays with a list of clients matching the selection criteria.

  6. Complete the following as necessary:

  • Export the list of selected clients

    1. Click Export Data to Excel.

    2. Click Open.

    Microsoft Excel opens with the selected clients.

     

  • Create mailing labels for the selected clients

    1. Click Create Mailing Labels.

    2. Click Open.

    Microsoft Word opens and the mailing labels display in a new document.

    3. Insert a label sheet into the printer and print the mailing labels.

     

   

Marketing

• Printing Mailing Labels

  The Client Mailings page allows you to print mailing labels for clients whose first visit or last visit was during a specified date range.  You should use this feature if you want to send marketing materials to new clients or previous clients to encourage them to return to your business.

  Notes:  

  • You must use 1" x 2 5/8" size labels (Avery # 8160) when printing mailing labels from the Client Mailings page.

  • You can only print mailing labels from a computer that has Microsoft Word installed.

  ---

  1. Select Marketing > Client Mailings.

  The Client Mailings page displays.

  2. Select the location(s) for which to print mailing labels.
  3. Select one of the following options:

  • Print mailing labels for new clients = Select a date range in which clients must have made their first visit in the First Visit fields.

  • Print mailing labels for previous clients = Select a date range in which clients must have made their last visit in the Last Visit fields.

  4. Complete the following as necessary:

  1. Select Add 'Or Current Resident' to print "Or Current Resident" under the client name on each mailing label.

  Tip:  You should select this option if you want the current resident of a household to take advantage of the offer in the event that the intended recipient has moved.

  2. Select Primary Resident Only to only print mailing labels for the primary resident of each household.

  Tip:  You should select this option if you want to avoid sending multiple items to the same address.

  5. Click Display Data.

  A list of clients with a visit during the specified date range displays.

  6. Click Run Report.
  7. Click Open.

  Microsoft Word opens and the mailing labels display in a new document.

  8. Insert a label sheet into the printer and print the mailing labels.

   

• Copying Marketing Materials

  1. Select Marketing > Forms.

  The Forms page displays.

  2. Click the Upload Forms tab.
  3. Select the location with the item you want to copy.
  4. Click Upload Forms.
  5. Click the Listing tab.
  6. In the Location field, select the location with the item you want to copy.
  7. Select "Letters" in the Type field.
  8. Click Search.
  9. Click Select next to the item.
  10. Click Copy.
  11. Select the location(s) where you need to copy the item.
  12. (Optional) Select Overwrite Form if it exists to overwrite any marketing materials at the new location(s) that have the same Global ID as the item you are copying.
  13. Click Save.

  Central Office copies the item to the Millennium database at the selected location(s).