Client Management

Client records are the organizational backbone of SalonVision AI. Every look, consultation note, prep session, and portfolio piece is stored inside a client record. This guide covers creating and editing clients, managing look history, using tags, and what happens when you delete a client or a look.

Creating a Client

You can create a client from two places:

From the Clients section:

1. Open Clients from the main navigation.
2. Click Add Client.
3. Enter first name (required), last name, notes, and tags. You can also add an email and phone -- adding an email lets you send the prep link in one click and lets the client be notified when you reply. (Phone numbers are auto-formatted for US numbers.)
4. Click Save.

Inline from the Visualizer:

1. In the Visualizer, click the client dropdown.
2. Select Create Client.
3. Enter the client's details and click Save.
4. The new client is immediately set as the active consultation client.

The inline path is faster when a walk-in or new client sits down and you need to start immediately without navigating away from the Visualizer.

Editing a Client Record

1. Open Clients and select the client.
2. From the client detail view, click Edit profile.
3. Update any field: name, email, phone, notes, or tags.
4. Click Save.

Client photos are managed separately. To update the client's base portrait, upload a new photo in the Visualizer when starting a new consultation for that client.

Understanding the Client Detail View

The client detail view is the central record for one person. From top to bottom it contains:

• Profile card -- the client photo, name, tags, "client since" date, email and phone, a Try a new style button, the Portfolio sharing consent control, and a collapsible Appointment history (built from when the client's looks were captured)
• View public portfolio -- a quick link to preview your own public page
• AI Recommendations -- any recommendation sets generated for this client (collapsible)
• Appointment Prep -- create/copy the prep link, send the prep email, set the generation limit, and review the client's submitted goals and photos (with a link into the Prep Inbox)
• Stylist Notes -- your private notes on the client
• Saved Looks -- all saved looks for this client, filterable by tag and sortable by date
• Try a new style -- opens the Visualizer with this client pre-selected and their most recent portrait pre-loaded

Managing Looks

Viewing a Look

Click any look card in the client gallery to open the Look Detail view. This shows:

• Original photo
• Reference photo (if one was used)
• AI-generated preview
• Final photo (if one has been added)
• Style name and prompt used
• AI Consultation Report (if one was generated)
• Notes and tags

Editing a Look

From the Look Detail view, scroll below the images to the edit section. You can update:

• Style name
• Notes
• Tags

Click Save to confirm changes, or Cancel to discard them.

To publish a look to your portfolio, use the bookmark icon on the look card in Saved Looks. Publishing requires the client's portfolio-sharing consent -- see Portfolio.

Adding a Final Photo to a Look

After the appointment, add a real photo of the finished result to complete the look record.

1. Open the client record and find the look.
2. Click the camera icon on the look card.
3. Upload the final photo.

Looks with a final photo display a camera badge in the client gallery so you can see at a glance which results have been completed. Final photos strengthen your portfolio by showing real outcomes alongside AI previews.

Deleting a Look

1. In the client gallery, hover over the look card to reveal the trash icon.
2. Click the trash icon.
3. Confirm deletion when prompted.

This action is permanent. Deleted looks cannot be recovered. The original photo, generated image, and all associated notes and tags are removed. If the look was published to your portfolio, it will be removed from your public page immediately.

Using Tags

Tags are applied to both clients and looks. They are your primary tool for filtering, searching, and organizing records as your client list grows.

Tagging clients

Use client-level tags to categorize by service type, frequency, or any attribute useful to your workflow. Examples:

• color-client
• curly-hair
• bridal
• vip

Tagging looks

Use look-level tags to describe the style, technique, or outcome. Examples:

• balayage
• curtain-bangs
• before-after
• portfolio

Filtering by tag

In the client gallery, use the tag filter to show only looks matching a specific tag. In the Clients list, use tags to narrow the client grid.

Managing tags

Rename, merge, or delete tags from Settings > Tags. Merging is useful when you have accumulated near-duplicate tags (for example: colour and color). Renaming a tag updates it across all clients and looks that use it. Deleting a tag removes it everywhere it has been applied.

Searching and Sorting

In the client gallery, looks can be:

• Filtered by tag
• Sorted by date (newest or oldest first)

In the Clients list, use the search field to find clients by name.

Coverage: Accessing Another Stylist's Client (Salon Plan)

On the Salon plan, client records created within the salon workspace are accessible to all active team members. If a client arrives and their regular stylist is unavailable, any team member can:

1. Open Clients.
2. Search for the client by name.
3. Review their saved looks, consultation notes, and history.
4. Continue from the Try New Style button to start a new consultation with full context.

This coverage access only applies to clients created within the salon workspace context. Clients created under a stylist's personal context are not visible to other team members.

Deleting a Client

Before deleting: Deleting a client permanently removes their record, all saved looks, all associated photos, and all prep session history. This cannot be undone.

To delete a client:

1. Open the client detail view.
2. In the Stylist Notes panel, click Delete client (bottom right).
3. Confirm when prompted.

If any of the client's looks were published to your portfolio, they will be removed from your public page immediately upon deletion.

If you need to remove a client but want to keep their look history, consider archiving by removing portfolio visibility and clearing tags instead of deleting the record entirely.

How Many Clients Can I Have?

Client limits are set by your plan:

If you reach your plan limit, you will need to upgrade before adding new clients. Existing client records are not affected by hitting the limit.

What Comes Next

• Appointment Prep Links -- sending pre-appointment style previews to clients
• Portfolio -- publishing looks to your public page
• Best Practices -- tagging strategy and client record organization