Configuring Trafft


Your Customers

Your Customers

We know how important a customer is to all of us. Each time a new customer (with a new email) books an appointment on your website or when you add a new appointment through the admin dashboard, a new customer is created and saved.

You can access the list of your customers through the Customerpage in the left-hand side menu, in the back-end.

Importing Customers

If you already have a list of customers (in .csv format), you can use the Import Data button when you access the Customers page, and upload this file.

A new modal will pop up, where you’ll be able to upload the file by clicking on the “upload” section, or by dragging and dropping the file in this section.

Please make sure to follow these rules for the file before you upload it:

  • There should be no header in the file (no first row with column names like “Name”, “Last Name”, etc.), so it should just be a file with customers’ data – no headers;
  • The First Name and the Last Name are two different columns;
  • The Date of Birth needs to be in the same date format as you configured in Trafft;
  • The Phone needs to include “+” and the country prefix;
  • The Gender needs to be either Male or Female.

The First NameLast Name, and Email are mandatory fields. Other fields (Gender, Phone, Birthday, and Note) can be skipped. If mandatory fields are invalid, they will be skipped during the import. If there are multiple columns, unrelated to the fields needed for Trafft’s customers, they will be skipped.

Existing emails will also be skipped. If you have an employee or another customer with an email found in the .csv file, those will be skipped as Trafft doesn’t allow multiple users to be saved with a single email address.

Once the file is imported, you’ll be presented with a preview of the data.

If there’s at least one value that doesn’t correspond to the format of the data expected by Trafft, you’ll see the “Some records have a wrong format” notice. You can go back and edit the file so all values are correctly added, or you can ignore this notice and allow Trafft to import the data without the affected rows.

As shown in the screenshot below, there are cases when the columns aren’t in the correct order, but that’s not a problem. In this case, Birthday and Gender columns are mixed, so you only need to click on the selectbox on the left and choose a different column in Trafft, so the data is added correctly.

In this selectbox, you can also select the “Don’t Import” option, so a column is skipped.

Once the data is imported, you’ll see a notice that will inform you how many customers have been imported, and you’ll see them appear in the Customers section behind the popup.

Along with the Import Data function, there’s also the Export Data button, which allows you to export all your customers in a .csv file. When you click on this button, a new popup will appear and you’ll get to choose which data will be included in the export.

Creating Customers

To create a customer, click on the “+ Add Customer” button, and a page with customer details fields will open.

Just like during import, First NameLast Name, and Email are mandatory fields, while PhoneGenderDate of Birth, and Note can be skipped.

  • Email can only be used once per user (employee, customer, admin, or superadmin). If (for example) you try to add a customer with an employee’s email address, you won’t be able to. The email address of the customer is mainly used for Email Notifications which inform the customer when the appointment is booked, when it’s approved, if it’s rejected, canceled, or rescheduled, etc. The remaining data in the customer’s profile can later be used to replace email placeholders later in emails.
  • Phone is an optional field, but if you’re using SMS or WhatsApp integration, it needs to be added if you intend on sending out these types of notifications to your customers.
  • Gender is also an optional field that doesn’t have to be populated. At the moment, the only two available options are Male and Female.
  • Date of Birth is primarily used for sending out Birthday Greeting emails where you can include special coupons for your customers.
  • Note about the customer is to be used internally. It’s not a required field either, and you can use it to share important info about the customer between employees and admins.

Once the info is populated, the “Save Changes” option will pop up from the bottom of the screen, and once you click on it, the customer will be saved.

Working with the Customers List

In the Customers List you can see all your customers with full names, emails, the total number of booked appointments, the date when they had their last appointment, see the date when they were created, so you can easily see which customers are the old ones or which ones have the most appointments made so far and think about some loyalty programs.

Besides this, there are several actions available in the list:

  • Bulk Delete – There are checkboxes next to each customer, and a checkbox above them which will select all customers on the page. Selecting at least one customer manually, or selecting the checkbox above all customers will bring up the “trash” icon that allows you to delete these customers. There will be a warning, informing you that all related bookings will be deleted as well so tread carefully with this option as this action can’t be undone.
  • Search – You can search for customers by their first name, last name, or email so you can find the one that you are looking for, easily.
  • The Three-Dots menu is found on the right of each customer. It allows you to Edit the customer, or to Delete the customer.

If you click on a customer, a right-hand side menu will open up.

This sidebar allows you to see the details about the customer, but most importantly:

  • Most Appointments With – This section shows up to three employees that this customer mostly chooses, and the number of appointments with each of these employees.
  • Total Appointments – The total number of booked appointments this customer had in the past.
  • Favorite Services – This section shows the three favorite services collected from previous bookings. Based on that you can think about some special offers for the customer.
  • Payments Total show the total amount of money that the customer paid for his bookings until now. By clicking on “View All Payments” you will be redirected to the Finance page where only payments from specific customers will be shown, so you can take a look at the details.

Have more questions?

If you face an issue, and cannot find an answer in the documentation, feel free to submit a support ticket!