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Viewing Shop-Wide Client Relationships

Viewing Shop-Wide Client Relationships

Access consolidated client data across all artists to understand shop-wide client base and identify cross-artist opportunities.



Overview


The Shop Client Directory provides a unified view of all clients who have worked with any artist in your shop. Unlike individual artist client lists, the shop-wide view shows shared clients, cross-artist referrals, and complete client history across your entire team. This helps shop administrators manage client relationships strategically and identify opportunities for collaboration.



Step-by-Step Guide


Step 1: Access Shop Client Directory

  1. Log in as a shop administrator
  2. Navigate to Dashboard > Shop > Clients
  3. You'll see a list of all clients across all shop artists


Alternative access:

  • From main dashboard: Click "Clients" in shop section
  • From any artist's profile: Click "View All Shop Clients"


Note: Only shop administrators can view all shop clients. Individual artists see only their own client lists.


Step 2: Understanding the Client List

The client directory displays key information for each client:


Client list columns:

  • Name: Client's full name (click to view profile)
  • Email: Contact email address
  • Phone: Mobile phone number
  • Artists: Badge list showing which artists have worked with client
  • Total Appointments: Combined count across all artists
  • Last Visit: Most recent session date (any artist)
  • Tags: Client tags from any artist
  • Status: Active, Inactive, VIP


Visual indicators:

  • 🟢 Active: Visited within last 90 days
  • 🟡 Inactive: No visits in 90+ days
  • ⭐ VIP: Marked VIP by at least one artist
  • 🔗 Multi-Artist: Worked with 2+ artists in shop


Step 3: Filtering and Searching Clients

Search functionality:

  • Search by name, email, or phone
  • Real-time search results as you type
  • Click client to view full profile


Filter options:

  1. By Artist: Show only clients of specific artist
  2. By Status: Active, Inactive, VIP
  3. By Tags: Filter by client tags (style, preference, etc.)
  4. By Date Range: Last visited between dates
  5. Multi-Artist Only: Clients who've worked with 2+ artists


Example filter combinations:

  • "VIP + Active" = Your highest-value regular clients
  • "Multi-Artist" = Clients referred between artists
  • "Inactive + VIP" = High-value clients at risk of churning
  • "Specific Artist + Last 30 days" = Recent clients for follow-up


Step 4: Viewing Client Profiles

Click any client to see comprehensive profile:


Profile sections:

  1. Contact Information:
  • Name, email, phone
  • Communication preferences (SMS, email)
  • Preferred contact method


  1. Artist Relationships:
  • List of all artists who have worked with client
  • First appointment date with each artist
  • Total appointments with each artist
  • Most recent session with each artist


  1. Appointment History:
  • Chronological list of all appointments (all artists)
  • Date, artist, service, duration
  • Status (completed, no-show, cancelled)
  • Click appointment to view details


  1. Tags and Notes:
  • Combined tags from all artists
  • Shop-level notes (visible to all artists)
  • Artist-specific notes (visible to that artist + admins)


  1. Financial Summary:
  • Total revenue from client (all artists)
  • Average appointment value
  • Payment history
  • Outstanding balances (if any)


  1. Client Insights:
  • Preferred tattoo styles
  • Typical session length
  • Booking patterns (weekday vs weekend)
  • Cancellation rate


Step 5: Managing Client Relationships

Actions available on client profiles:


Add Shop-Level Note:

  1. Click "Add Note" in client profile
  2. Select "Shop Note" (visible to all artists)
  3. Enter note text (e.g., "VIP client - always book extra time")
  4. Click "Save"


Update Contact Information:

  1. Click "Edit" on contact section
  2. Update email, phone, or address
  3. Change propagates to all artist relationships
  4. Client receives notification of update


Assign/Remove Tags:

  1. Click "Manage Tags" button
  2. Add shop-level tags (visible across artists)
  3. Tags help with filtering and segmentation
  4. Common shop tags: VIP, Referral Source, Special Needs


Merge Duplicate Profiles:

  1. If client has multiple profiles, click "Merge"
  2. Select primary profile to keep
  3. Secondary profiles merged into primary
  4. All appointment history preserved


Export Client Data:

  1. Click "Export" on client profile
  2. Download PDF or CSV with all client data
  3. Includes appointment history, notes, financial summary
  4. Useful for client records or data portability



Multi-Artist Client Insights


Identifying Cross-Artist Opportunities


Why multi-artist clients matter:

  • Higher lifetime value (more appointments)
  • Trust in shop brand (not just one artist)
  • Referral potential (bring friends for other artists)
  • Steady revenue stream


Finding multi-artist clients:

  1. Apply "Multi-Artist" filter in client directory
  2. Review client profiles to see artist relationships
  3. Identify patterns (started with Artist A, moved to Artist B)
  4. Look for natural collaboration opportunities


Example scenarios:

Client: Sarah Johnson
  Artist 1: Alex (Traditional, 3 appointments)
  Artist 2: Jamie (Fine Line, 2 appointments)

Insight: Client appreciates different styles, likely to return
Action: Promote Artist 3's Neo-Traditional work to her


Referral Tracking


Tracking internal referrals:

  • Client notes show "Referred by [Artist Name]"
  • Referral source tag on client profile
  • Artist who made referral credited in notes


Viewing referral patterns:

  1. Navigate to Shop > Clients > Referral Report
  2. See which artists refer clients to each other
  3. Identify strong referral partnerships
  4. Recognize top referrers


Example referral report:

Alex → Jamie:  8 referrals (clients seeking fine line)
Jamie → Alex:  5 referrals (clients wanting traditional)
Chris → Alex:  12 referrals (clients outside Chris's style)

Action: Encourage Chris to promote Alex's traditional work



Client Retention Analysis


Identifying At-Risk Clients


Red flags for client churn:

  • VIP client with no appointment in 90+ days
  • Multiple cancellations recently
  • Negative sentiment in recent notes
  • Reduced appointment frequency


Finding at-risk clients:

  1. Filter: "VIP + Inactive (90+ days)"
  2. Review last appointment notes for issues
  3. Check cancellation/no-show history
  4. Identify clients to re-engage


Re-engagement strategies:

  1. Personal outreach from artist (text or call)
  2. Special offer or discount (new design)
  3. Check-in: "We miss you! How's the tattoo healing?"
  4. Invite to shop event or flash day


Tracking Client Lifecycle


Client lifecycle stages:

  1. New: First appointment booked or completed
  2. Active: 2+ appointments in last 12 months
  3. Regular: 4+ appointments in last 12 months
  4. VIP: High-value or highly engaged client
  5. Inactive: No appointment in 90+ days
  6. Churned: No appointment in 180+ days


Viewing lifecycle distribution:

  1. Navigate to Shop > Clients > Lifecycle Report
  2. See count and percentage in each stage
  3. Track progression (new → active → regular)
  4. Identify drop-off points


Example lifecycle health:

New:       45 clients (15%)
Active:    120 clients (40%)
Regular:   80 clients (27%)
VIP:       30 clients (10%)
Inactive:  20 clients (7%)
Churned:   5 clients (1.7%)

Health Score: 87% (Good)
Churn Rate: 1.7% (Excellent)



Privacy and Permissions


Data Access Controls


Who can see what:

  • Shop Administrators: All client data across all artists
  • Artists: Only their own client relationships + shop notes
  • Front Desk Staff: Client contact info + appointment history
  • Clients: Only their own data (via client portal)


Shop-level notes vs Artist notes:

  • Shop Notes: Visible to all artists and admins (use for general info)
  • Artist Notes: Visible only to that artist and admins (use for personal observations)


Example note categorization:

Shop Note:    "VIP client - prefers Saturday morning slots"
              (All artists should know this)

Artist Note:  "Working on sleeve design together, 3 sessions planned"
              (Specific to that artist's work)


Client Privacy Settings


Respecting client privacy:

  • Clients can request limited data sharing between artists
  • Privacy flag prevents cross-artist visibility
  • Shop admins can still see (for operational needs)


Handling privacy requests:

  1. Client requests privacy setting in their portal
  2. Privacy flag added to profile
  3. Artists can't see other artists' notes/history for that client
  4. Shop admin maintains visibility for operations



Tips


  • Review client directory weekly: Stay on top of shop-wide client trends
  • Tag strategically: Use consistent tagging across artists for better filtering
  • Merge duplicates promptly: Prevents confusion and split history
  • Leverage multi-artist clients: They're your most valuable clients
  • Monitor inactive VIPs: Re-engage before they churn
  • Track referral patterns: Recognize and reward active referrers
  • Keep shop notes professional: All artists can see them
  • Use lifecycle reports: Understand client retention health



Common Issues


  • Issue: Can't see all shop clients despite being admin

Solution: Verify your role is "shop_admin" in Settings > Team > Your Profile. Some shops have "senior_artist" role which doesn't include full admin permissions. Contact shop owner to upgrade your role.


  • Issue: Client appears multiple times in directory

Solution: Duplicate profiles exist (likely from different artists adding same client). Use "Merge Profiles" feature: click primary profile, click "Merge," select duplicates to merge. All appointment history consolidates into primary profile.


  • Issue: Artist names missing on some client profiles

Solution: Legacy clients may have incomplete artist relationship data. Click client, click "Edit Relationships," assign correct artist to historical appointments. This backfills the relationship data.


  • Issue: Financial summary showing $0 despite appointments

Solution: Revenue tracking may not be enabled or historical appointments lack payment records. Navigate to Settings > Financial Tracking to enable. Historical data won't backfill automatically.


  • Issue: Can't export client data

Solution: Large client lists (1000+) may timeout on export. Use filters to export in batches (e.g., by artist or date range). Contact support for bulk export assistance if needed.


  • Issue: Search not finding client by phone number

Solution: Phone search requires exact match or last 4 digits. Remove formatting (dashes, spaces) and try again. If client has multiple phone numbers, search may only match primary number.


Updated on: 19/01/2026

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