Clients: your client base

Clients is your studio's client base. It keeps each person's contacts, groups, memberships, balance and visit history, while Abonio works out the sessions left, debts and attendance for you.

The client list

There are two tabs at the top: Clients, your main base, and Guests 4, people from the Telegram bot. The number in brackets is the count, and when there are new booking requests a badge lights up on Guests.

Add a new client with Add 1. The Search by name... box 3 finds a person, and the Filter 2 narrows the list down. The switch on the right toggles between cards and a table.

A card shows the name, status, groups, membership, sessions left and the last visit. For children under 18 the age is shown next to the name. A negative session count is red, and money owed shows as an "Owes" line with the amount. The small buttons under the name open a note about the client (the icon is highlighted when there is one), a Telegram conversation and the chat with the client through the studio bot.

Filters

• No membership - no active membership.
• Debt - attended without a membership or owes money.
• Paid, no membership - money on the balance, no membership assigned.
• 1-2 sessions left and Expiring in ≤ 7 days - time to renew.
• Inactive 30 days - used to come, then disappeared (how it's counted is below).
• On moderation, Trial (has an unused trial) and Archived.

Archived clients only show under the "Archived" filter. The links in Needs your attention on the Dashboard open the list with the right filter already on.

Next to it there is a second filter, Source: it keeps the clients who came from the chosen source, or the ones whose source is Not set.

Clients who stopped coming

The Inactive 30 days filter shows active clients who came at least once but haven't been marked at a single session in the last 30 days, at any location. The "clients inactive 30+ days" row in Needs your attention on the Dashboard counts the same clients.

Not included:

• newcomers with an unused trial;
• paused and archived clients;
• clients with a frozen membership: a freeze is a break, not a lapse. While it runs the client isn't listed, and the 30 days count from its end.

A client leaves the list on their own once marked "Present" at any session. Booking a session or answering "I'll come" in the bot doesn't count.

With the filter on, a tip under it suggests what to do with these clients:

• Reach out. Message them on Telegram or call: find out why they stopped coming and offer a convenient class.
• Turn on automatic reminders. The bot messages the client after the number of days without a visit you set: Settings → Notifications, rule "Client hasn't visited for a while". Available on Pro and above.
• Taking a break? Freeze their date-based membership on the client page, or choose Pause in the card menu.
• Not coming back? Choose Archive in the card menu: the history is kept. You can bring the client back from the "Archived" filter with Restore.

Adding a client

1. Open the form

   Click Add to open the New client window.

2. Fill in the details

   Under Locations, tick one or more of the client's locations and enter the First name - the only required field. The last name and date of birth can be added now or later.

3. Add contacts

   Under Client contacts, pick a Contact method (phone, Telegram, Viber, WhatsApp or email) and enter the contact. For children, add a representative with Add representative and say who they are. At least one contact is required: the client's own or a representative's.

4. Record where they came from

   In Source, pick where the client found you: Instagram, a friend's referral, your signage and so on. Use Details for specifics, such as who referred them. Both are optional, but Analytics uses them to show which advertising works. The list of sources is managed in Marketing. The field works on the Pro and Business plans; on Free it is disabled.

5. Save

   Optionally add a note, tick Grant a free trial session and choose the Status. Click Save. If trials are paid in your studio, the checkbox reads Grant a trial session with the price or the percent of the single-visit price in brackets.

If the contact already belongs to an archived client, Abonio offers to Restore them instead of making a duplicate, or to Create new anyway. To bring in your whole base at once, import an Excel or CSV file in Data & Reports.

Statuses and the actions menu

A client has one of four statuses: Active, Paused (a temporary break), On moderation (usually requests from the bot, confirmed with Approve) and Archived. The three-dot menu on a card lets you, without opening it, Edit the details, Record payment, Add subscription, Add to group, Mark attendance, Pause the client or Archive them.

Archiving is a soft delete: attendance and payment history are kept, and the client can be brought back with Restore. Only an archived client can be deleted for good with Delete, and only with a separate permission. To change the status of many clients at once, use the clients module in Data & Reports.

The client card

On the Profile tab four figures sit at the top 1: the account Balance (green when positive, red when negative), Sessions left on memberships, the Next session and Attendance as "came out of total". Below are the current groups, the Membership block 2 with the sessions left and the end date, contacts, location and Source. Call and Chat help you reach the client quickly.

The other tabs:

• Groups - where the client trains: Add to group, Transfer to another group or Remove. A full group still takes the client once you confirm going over the limit. Schedule lets you book the client onto chosen days and times only, instead of every session of the group.
• Memberships - the trial session (Grant trial) and the client's memberships. A membership is assigned from the balance, and the one that fits the amount is marked "best fit".
• Attendance 4 - session history as a list or a calendar.
• Balance - payments and issued memberships, with the balance after each one. Add records a new payment.
• Notes - anything worth remembering about the client.

On the right, Quick actions 3 gives you Add subscription, Add to group, Mark attendance and Record payment in one click. Below are Book onto a session, the Waitlist block and the Telegram block, where you connect the client to the studio bot. More on money and the balance in the article on memberships.

Debts

There are two kinds of debt. Session debt appears when a client came without a suitable membership or trial: instead of sessions left, the profile shows Unpaid classes. Once a membership of the right type is assigned, those sessions come off it, oldest first. Money debt is a negative balance, for example after a membership given with Give on credit, or after a paid trial class when there was no money on the balance: the figure reads Balance (debt) and stays red until it's paid. A payment that paid off a trial shows in the balance history as Trial class payment.

Debtors stand out in several places: in the list and the "Debt" filter, on the Dashboard, in the journal and calendar (a red "!" badge with a number) and in the group.

Waitlist

If a client wants a session that's full, put them on the waitlist: they don't take a spot until they're booked.

• Book onto a session on the card lists upcoming sessions, including at other locations. Full sessions are marked "full", and for them the button puts the client on the waitlist.
• In the Waitlist block, Add to waitlist lets you pick several sessions at once (say 10:00, 10:30 and 11:00) and, if needed, Repeat weekly for 1, 2 or 4 weeks or until a date. The list shows where there are free spots (the client can simply be booked there) and where they're already waiting.

Once the client is booked onto one of the sessions picked together, they leave the waitlist for the others on that day. Joining the group also takes them off the waitlist for its sessions. Remove a client from the queue with the cross on the card. How to offer a freed spot through Telegram is covered in the Journal article.

Guests from the Telegram bot

The Guests tab 1 collects people who messaged the bot or left a booking request. You see what a guest did (asked for the address or prices, left a request) and the request details: participant, phone, location, preparation level, comment. A request has a status: New, In progress, Client created or Archived, and you can Mark handled or Archive it.

Create on moderation 3 turns a guest into a client: the card is filled from the request, the bot is linked right away, and you can grant a trial at the same time. The client is created with the "On moderation" status; approve them from the actions menu.

The Booking via the bot block 2 switches requests on. Configure opens the button text in the bot, the first-visit terms and the preparation level options. More in the Telegram bot article.

Next: groups and directions and memberships.