Find, add and update your clients and their records

Every person who books with you has a client record. It holds their name, phone and email, a few preferences, and, if they need invoices, their tax details. Each client belongs to your business only: another business on Zelun never sees them, and you never see theirs.

Appointments are always tied to a client record. A scheduled appointment needs one. A walk-in can be saved without one, and you can attach a client afterwards. When an appointment is saved it keeps the client's name as it was that day, so correcting a name later does not rewrite old appointments.

A client record is not a login. Clients do not sign in to anything, and a client is not one of your staff.

1. A phone number is optional for a client you add yourself, but it is the only way to recognise the same person when they book online, and two clients in your business cannot share one number.
2. If you type a phone number without a country code, Zelun reads it as a United States number. For a Mexican number, type it with the country code, +52, first.
3. The full client list is on its own Clients page in the side menu, and the label follows your business: it reads Patients or Students for some kinds of business. If you are sent to a Forbidden page, you can still find and create clients from the appointment book while you book (see Steps).

Find a client while booking

1. Open Book (the appointment book) and start a new appointment.
2. In Client, start typing a name. The field says Search or create for a scheduled appointment, or Search or leave blank for a walk-in. Matching clients appear in a short list with their phone, or "no phone", and a visit summary such as "3 visits · last Jun 1". A client who has never been in shows "no visits yet". Cancelled appointments do not count as visits.
3. Press the right client. It shows Attached, and the phone is filled in.

Create a client while booking

1. Type the name in Client, and the phone in Phone (optional) if you have it.
2. Press Create "name" as new client. The page confirms Will add name when you book.
3. Tick WhatsApp appointment messages only if the client agreed to receive their appointment messages by WhatsApp.
4. Finish and confirm the appointment as usual. The client is created at that moment.

Add a client from the Clients page

1. Open Clients in the side menu and press New. The New client window opens.
2. Fill in Display name (required), Phone (optional) and Email (optional).
3. Write anything staff should remember in Notes (desk only). Clients never see it.
4. Choose the Acquisition source (for example Google, Instagram, Referral, Walk-in) and, if useful, add a Source detail (optional). You can also set both later, under Profile and preferences on the client. If you choose nothing, Zelun records that you added them at the desk.
5. Tick the permissions the client has given you: SMS appointment messages (on when a phone is present), WhatsApp appointment messages, and Rebooking reminders (marketing, separate from the above). Each one is separate, so ticking one never turns on another. The SMS box cannot be ticked without a phone.
6. Press the create button. If the phone already belongs to another client, you get Phone already in use and nothing is saved or merged.

Bring in an existing list

1. On the Clients page press Import CSV, and in the window that opens use the File field to pick a CSV from a spreadsheet or your previous booking system.
2. For each column choose what it contains: Display name, First name or Last name ( joined into a display name when no name column is mapped), Phone, Email, Notes, or Ignore.
3. Check the preview and press the import button, which shows the row count (for example Import 12 rows).
4. The result says how many clients were imported and how many rows were skipped, with a reason for each: Missing name, Invalid phone or Phone already in use. Skipped rows never overwrite or merge into an existing client, and good rows in the same file are still imported. Imported clients do not get SMS, WhatsApp or marketing permissions.

Add tax details for invoices

1. On the Clients page, pick the client in the list and open their Fiscal data tab.
2. Fill in RFC (12 or 13 characters, in capitals), choose the Régimen fiscal from the list and enter the five-digit Código postal registered for their RFC.
3. Press Save. A badly formed RFC or postal code is rejected and the record stays as it was.

Tax details can only be entered by your team. Clients cannot set them on the booking page and an import never fills them in. Issuing the invoice itself is covered in the CFDI article.

Change how a client was acquired

Pick the client, then under Profile and preferences use the Acquisition source menu and the Source detail (optional) box. You can change them at any time.

Fix a name or phone, or turn on photo consent

1. Pick the client in the list and press Edit client.
2. Change Name or Phone, or tick Photo consent given, which lets staff attach before and after photos to their appointments.
3. Press Save client. A phone that already belongs to another client is refused.

Look through a client's history

Pick a client in the list (search by name or phone). The tabs show History (visit notes and photos, with a flagged note marked), Packages, Consent history and Fiscal data. The list shows the last visit date, or "no visits yet". Summarize notes writes an AI-generated summary of the notes; it is labelled "AI-generated — verify before acting" and is not a clinical determination.

Delete or anonymize a client

Press Delete / anonymize, read what it removes and confirm with Anonymize client. It removes their name, phone and email and deletes every visit photo, and it cannot be undone. Past appointments and revenue figures stay for reports but no longer carry a name.

• When a client books on your booking page they enter their phone number. If it matches a client in your business, their name and email are filled in for them to confirm or correct. If they correct them, the record is updated. If the number is new, a client record is created from what they typed. They never need to sign in or create an account.
• The booking page shows only that name and email. It never reveals your notes, other clients, or the client's history.
• Clients do not see their tax details, your notes or their acquisition source.
• A client who has agreed to messages receives appointment messages on the channels you ticked.

• Typing a Mexican number without +52. It is read as a United States number, so the same person can end up as two clients or fail to match when they book online.
• Reusing one phone for two clients. Zelun refuses it instead of merging them. Look up the existing client and use that record.
• Expecting to merge two clients. Editing a phone to one that already belongs to another client is refused. Fix a duplicate by using the right client when you book.
• Looking for visit counts in the list. The Clients list shows the last visit date. The visit count shows in the search list while you book, and the History tab holds notes and photos, which are covered in another article.
• Guessing a client's tax details. Invoices need the client's RFC, régimen fiscal and código postal exactly as SAT has them, or the invoice can be rejected. Ask the client for them.
• Assuming a CSV import turns on messages. Imported clients start with no SMS, WhatsApp or marketing permission. Ask them first.

New appointments, walk-ins and group bookings are covered in the related articles.