How to manage your client database in BookHero: create, edit, view history, delete

Clients are the most valuable thing you have in your business. Not the calendar, not the booking page, not the checkout: it's knowing who Sarah is, that she came in January with her mother, that she prefers Tuesday afternoons, and that she's already spent €240 over six months. All of that lives in the BookHero client file, and it's designed to build itself as you work.

This guide walks you through how the file works, how to create and edit clients by hand when you need to, what each stat means, and the small details that save time day to day: accent-agnostic search, the tax ID that flows into invoices, the warning when a phone number is already taken.

Where the client file lives

In the dashboard sidebar under 'Clients' (URL /dashboard/clients). You get a list on the left with every client, and on the right the detailed profile of whoever you're viewing. Above the list there are two controls: the search bar and the 'New client' button.

How a client lands in your database

You don't have to upload anything from outside. BookHero doesn't have CSV import yet (it's on the roadmap), and in practice the client file builds itself from real bookings anyway. There are four ways a new client appears in the list:

• Manual creation via the 'New client' button (covered in this article).
• Public booking page: when a customer books on your storefront, the client is created with the name, phone and email they entered.
• Manual booking in the calendar with the 'New' option: if you create a booking from the calendar and pick 'New client', the file is created at the same time. More on this in creating a manual booking in the calendar.
• Walk-in at checkout: drop-in customers can be registered when they pay, or stay as anonymous 'Walk-in' if there's no time to ask for details.

Create a client by hand, step by step

1. 1

   Click 'New client'

   Green button at the top of the list. Opens a centred modal with focus already on the name field.

2. 2

   Fill in the required fields

   Name (up to 80 characters) and phone (with international prefix). The country picker has flag, dial code, and search by country name or code.

3. 3

   Email is optional

   Useful if you want the client to receive booking confirmations and automatic receipts. Validation is light, just a basic format check.

4. 4

   Expand 'More details' if you need to

   This section is collapsible to keep the form light. Here you store the birthday (day, month, optionally year), private notes up to 2000 characters, and company details.

5. 5

   Confirm with 'Create client'

   The client appears immediately in the list, sorted alphabetically. If there's an error (invalid phone, malformed email, impossible birthday), the message shows at the bottom of the modal without losing your input.

Manual client, public booking, walk-in: what's the difference

What you see in each client's profile

Clicking a client in the list opens the detailed profile on the right, with three zones: ID header, stats block, and tabs for history, payments, and editing personal and company info.

• Header: avatar with initials, name, tappable phone link (opens the dialer on mobile), email, and registration date ('Client since 12 Mar 2025').
• Headline stats: completed visits, total spent, last visit.
• Secondary stats: upcoming bookings, no-shows, cancellations.
• 'Appointments' tab: every booking for this client, split into upcoming and past, with time, services, status and amount.
• 'Payments' tab: history of completed services with date and amount, summing up the total spent.
• 'Info' tab: forms to edit personal details, company details, and the delete zone.

How a booking links back to the client

Every booking made with an identified client is visible in their profile, with the full breakdown of services, time and amount. Clicking a booking takes you to the calendar with the detail panel open, where you can edit, reschedule or move to checkout.

Company details: for when the client asks for an invoice with a tax ID

Some clients are individuals, others represent businesses: they want an invoice with a tax ID, a billing address, perhaps a different country than the personal one. BookHero keeps the two blocks separate so you never mix them up: every client file has 'Personal details' and 'Company details', each with its own form and its own 'Save' button.

• Company name (up to 120 characters).
• Tax ID / VAT number (up to 32 characters, free format to fit different countries).
• Address, postal code, city, district or state.
• Country, picked from a selector with flags and search.

Editing a client

Open the client from the list. In the 'Info' tab you have two forms: 'Personal details' (name, phone, email, birthday, notes) and 'Company details'. Each saves independently. Changes to name and phone apply retroactively to the entire booking history, because it's still the same client record.

Deleting a client

Deletion is permanent. You'll find the option at the bottom of the 'Info' tab, inside a clearly marked red 'Danger zone' block. Clicking 'Delete client' opens a confirmation modal with the client's name highlighted to prevent mistakes.

• The client disappears from the list and from search.
• Past bookings and completed payments stay on file, but with no name attached, so your accounting doesn't lose information.
• Upcoming confirmed bookings stay on the calendar but without a client: you'll have to decide what to do with them.
• There's no 'undo' once you confirm. Think twice before deleting regular clients.

Frequently asked questions