CitaFlow's CRM allows you to maintain a complete database of your clients, with appointment history, preferences, and detailed analysis to improve your service.
Add a New Client
Access the form
Go to "Clients" in the sidebar and click "+ New Client".
Basic information
Enter full name and phone number (required).
Additional data
Add email, date of birth, and custom notes (optional).
Save
Click "Create Client". The system will automatically detect duplicates.
Search and Filter Clients
Quick search
Type in the search bar to find by:
- Name or surname
- Phone number
- Client notes
Advanced filters
Refine your search with multiple criteria:
- Last appointment date
- Number of visits
- Services used
- Status (active/inactive)
Sorting
Organize the client list by:
- Alphabetical (A-Z, Z-A)
- Registration date
- Last visit
- Visit frequency
Client Profile
Information available in each profile:
Contact details
- Primary and alternate phone
- Address
- Date of birth
Appointment history
- All past and future appointments
- Services performed
- Professionals attended
- Status of each appointment
Statistics
- Total visits
- Total spending
- Average per visit
- Cancellation rate
Preferences
- Preferred times
- Favorite professional
- Regular services
- Preferred contact method
Duplicate Management
Automatic detection: CitaFlow detects possible duplicates based on similar name and phone number.
Duplicate merge process:
- The system will alert you when it detects possible duplicates
- Review the information from both records
- Select which data to keep from each record
- Confirm the merge (irreversible)
- Appointment history is unified automatically
Notes and Tags
Private notes
Add important information about the client:
- Allergies or medical conditions
- Service preferences
- Professional observations
- Special reminders
Tag system
Organize your clients with custom tags:
- VIP or frequent customer
- New client
- Requires special attention
- Custom categories
Data Export
Privacy and GDPR
GDPR Compliance
CitaFlow complies with European data protection regulations:
- Explicit consent to store data
- Right to be forgotten (delete client data)
- Export of personal data
- Encryption of sensitive information
- Access and modification log
Pro Tips
Smart segmentation
Use tags to create client groups and send personalized communications.
Automatic reminders
Set alerts for clients who haven't visited in X months.
Special dates
Register birthdays to send automatic congratulations.
Value analysis
Identify your best clients by frequency and spending.
Frequently Asked Questions
Can I import clients from another system?
Yes, you can import clients via CSV file. Go to Clients > Import and follow the instructions. The system will detect and manage duplicates automatically.
How do I delete a client complying with GDPR?
In the client profile, select "More options" > "Delete client". You can choose between anonymizing the data (preserving statistics) or completely deleting all history.
Do clients sync with Google Contacts?
There is currently no direct sync with Google Contacts, but you can export your database in CSV format and import it into Google.
Is there a limit on the number of clients I can have?
There is no limit on the number of clients. CitaFlow is designed to manage databases of any size efficiently.