Customer Records: Tags, Notes, Merges and Privacy

Before the second appointment, you want to know who you’re meeting: how often they’ve booked, what they’ve spent, whether they prefer mornings, whether that duplicate “Jon” is really “John”. Core Bookings keeps one record per customer email and gives managers the tools to tag it, annotate it, tidy it and handle privacy requests for it.

Go to Bookings → Customers. Only booking managers can open this screen.

Find a Customer

The list shows 25 customers per page with these columns: Customer, Email, Account (the linked WordPress user, or Guest), Bookings, Lifetime value, Next appointment, Session credits and First recorded.

• Use Search customers to search by name or email.
• Pick a Tag to show only customers with that tag.
• Lifetime value adds confirmed, completed and no-show bookings, less refunds, plus purchased session packs. Each currency is totalled separately.

Click a name to open the profile. It shows the lifetime value and every appointment with its payment and refund amounts.

Tags and Internal Notes

• Tags: type one or more under Add tags, separated by commas, and click Add. A customer can have up to 20 tags of 1 to 40 letters, numbers, spaces, hyphens or underscores. Click Remove on a tag to drop it.
• Internal notes: type in Add a note (up to 2,000 characters) and click Save note. Managers see them here. Staff see them read-only on that customer’s appointments. Customers never see them.

Edit Names and Accounts

Every change below asks for a Reason (up to 500 characters) and is logged under Customer record history.

• Customer name: change it and click Save name. Existing bookings keep the name they were made with. The email identifies the customer and can’t be edited.
• Create WordPress account: creates a user without a password and sends WordPress’s standard set-password email.
• Link existing user: links the WordPress user with that exact email. Confirm the person owns the email first, because linking gives that user access to the customer’s bookings and session packs.
• Unlink: removes the link. Bookings and the WordPress user stay as they are.

How customers link accounts on their own is covered in Customer Accounts and Login.

Merge Duplicates

The same person often books with two addresses. To combine them, open the record you want to remove and go to Merge a duplicate:

1. Enter the Email of the customer to keep. It must belong to an existing customer.
2. Add a Reason.
3. Tick Both records belong to the same person.
4. Click Merge into the customer to keep.

Bookings, session packs and credits, waitlist entries, fields, tags, notes and history all move to the kept customer, and the other record is removed. Emailed sign-in links for the removed address stop working. A merge can’t be undone.

• If both records are linked to different WordPress accounts, unlink one first.
• A customer with a checkout or payment review in progress can’t be merged until it finishes.

Session Credits and Privacy Requests

Under Session packs, enter a Credit change between -100 and 100 with a reason and click Adjust. Only active, unexpired packs can be adjusted, and the balance can’t go below zero or above the credits bought. Adjustments don’t change payments or expiry.

Under Personal data, Create export request and Create erasure request add a confirmed request to WordPress’s own privacy tools, for people allowed to run them. Then finish it in Tools → Export Personal Data or Tools → Erase Personal Data. The export covers bookings, the customer profile, the linked user ID, session packs and waitlist entries.

Good to Know

• Erasure keeps anything still in progress, such as confirmed or pending bookings, valid credits, active waitlist entries and unresolved payments, and says so. Run it again once they finish.
• An erased booking keeps its time and amounts but loses the name, email, phone, notes, answers and private link. Financial totals stay correct.
• To clean up old records automatically, set Automatic cleanup (days) (30 to 3,650) on Bookings → Settings → License. 0 keeps details until you erase them.
• The Group rosters and Waitlist buttons on this screen are covered in Attendee Names, Rosters and QR Check-in and Recurring Bookings, Approvals and Waitlists.