Client profile to read her allergies and history before she steps into the treatment room

Xóchitl runs a skincare studio in Puerto Escondido, where she does deep cleansing facials, peels, and dermapen treatments. She works the weekdays herself, and Noemí, an esthetician, covers Saturdays. Her clients have been booking through her website since March, but the client profile was still a paper form each one filled out on her first visit, kept in a folder next to the treatment bed.

One Saturday at 10:00 a.m., Tania arrived for her deep cleansing facial with Noemí. Once she was lying down, she saw the box of gloves and asked if they were latex, because she’s allergic. Noemí switched gloves and carried on. Tania had written it down back in March, on her form, but nobody had opened the folder, and the information only reached the treatment room because she remembered to mention it.

What you know about a client is only useful if whoever’s about to treat her reads it before she comes in. Your calendar has three places to write it down, and not everyone reads all three.

What is a client profile?

A client profile is the record of what’s happened with each client: when she came in, when she missed an appointment, what was done, and what she told you. You fill out the paper one once; the one in your calendar fills itself in with every appointment.

In Proyecta it’s under Schedule, in Customers. You don’t have to set it up: whoever books through your website shows up there with her name and phone number, and anyone who walks in without an appointment you add with Add customer. From the calendar, you open her appointment and tap Client file.

What’s in each client’s history?

Above her appointments you’ll see three numbers: how many times she Attended, how many were a No-show, and how many were Cancelled, along with her Next appointment and her Last visit. Below that come her appointments, split into Upcoming and Past and cancelled, each one showing the service, who she saw, and how she paid. Tania’s showed seven visits since March, no no-shows, and one cancellation in July.

The same profile also has her Tags, her Birthday, and the Book again button, which opens a new appointment with her last service and the same person who saw her. At the very bottom is the History, with her appointments and your notes, newest first.

Where do you write down an allergy so it doesn’t get lost?

In her profile, in two places: a short tag and a note with the details. Xóchitl gave Tania the tag “latex,” and under Note wrote “Allergic to latex, she mentioned it on her first visit. Always latex-free gloves,” then tapped Save note.

You need both, because they sit in different places. The note goes into the History with its date, and since the newest entries go on top there, today’s note will end up below every appointment that comes after it. The tag stays up top, ahead of her appointments, no matter when you open the profile. On a computer, each line of the history shows on a single row, so put what matters most at the start of the note.

Who on your team can see the profile?

It depends on the access you gave them. A professional with access to her own calendar sees her appointments and her schedule, but not your clients; someone on the front desk does see the profiles, along with everyone’s calendar, but not the money or the settings.

Both are granted with just a WhatsApp number, under Schedule, in Team: for each person, under Access to their schedule, and for whoever’s at the front desk, under Front desk, with Add receptionist. If you invite by email, the roles are Professional and Front desk. Noemí has access to her own calendar, and Xóchitl chose not to show her the full client list, so the allergy had to reach her through the appointment.

How does an allergy reach whoever’s in the treatment room?

Through the appointment: either your client answers it when she books, or you write it down yourself. Both show up on the appointment card, which is what your esthetician sees on her calendar.

To have clients answer it themselves, go to Schedule, then Settings, where you’ll find Booking questions: tap Add question, write it, and choose the Answer type. Xóchitl set hers to “Do you have any allergies? If not, write ‘none’,” as short text and Required. The answer shows up on the appointment, under the question exactly as you wrote it, and in the booking emails, both yours and hers. You can add up to 12 questions, and only whoever manages the website can change them.

The question is asked by your website. If you book the appointment yourself because someone messaged you on WhatsApp, nobody answers it, and whatever you know goes under Add note, inside that same appointment: “Only you and your team see it. The client never does.” Noemí reads it on her calendar and can write down right there what she saw in the treatment room.

The answer stays with that appointment and doesn’t carry over to the profile. If Tania writes “latex” in November, she’ll have to write it again in December, and whatever you want kept for good, you move yourself into her note.

Does the acceptance checkbox work as a consent form?

It lets your client agree, when booking, to a line you wrote, and her appointment saves “Accepted:” with your line, the date, and the time. There’s no signature, so it doesn’t replace the form your clients sign on paper.

It’s added in the same Booking questions, with the Acceptance checkbox type. In a studio like this, the most useful setting is Asked for: if you don’t select any services, it shows up on all of them; if you select a few, only those. Xóchitl set it on the peel and the dermapen, with the line “I’ve read the before-and-after instructions for my treatment” and a link to the page where she keeps them. Anyone booking a facial doesn’t see it.

What doesn’t the profile store?

It doesn’t store photos or files: the before-and-after of a peel stays on your phone. It also doesn’t have fields you make up yourself, like skin type or Fitzpatrick scale; that goes in the note. And it doesn’t total up what each client has paid you: every appointment just says Paid, Deposit, or Pays in person, with no running total.

Nor does it replace the cosmetology clinical record you fill out on paper. Xóchitl’s folder still lives in the treatment room, with the first-visit forms. On Saturdays, whatever Noemí needs to know is already there in the appointments.

How do I set this up for my studio?

Describe your business to Proyecta in your own words. Something like: “a website for my skincare studio in Puerto Escondido, with deep cleansing facials, chemical peels, and dermapen, each with its price and duration, online booking with me on weekdays and with Noemí on Saturdays, and ask the client at booking whether she has any allergies.”

Today, in the search bar of your WhatsApp chats, type “allergy” and then “allergic,” and count how many clients come up. Xóchitl found eleven with something that only existed on her phone. Copy each one into her profile’s note; if someone isn’t in Customers yet, Add customer comes with its own note field. Get started at proyecta.dev.