Client Management (CRM) in Volixta

From adding new clients to assigning packages, managing bookings, handling e-wallet credits, or viewing full appointment history, everything is streamlined through a clean admin interface. The system clearly separates profile data from booking activity, allowing managers to handle each aspect with speed, clarity, and full control.

No more juggling external CRMs or complicated WordPress user setups. VOLIXTA offers a streamlined process to add or manage clients directly from your admin interface:

• Create a new client from scratch
• Or link an existing WordPress user account
• Assign them directly to bookings or packages
• Automatically generate their private portal login

🧠 Each client receives access to their own personalized client portal — no backend access needed.

Each client has a structured profile that includes:

• Full name and contact information
• Profile picture
• Billing address
• E-wallet balance
• Purchased packages

📝 Booking history is not displayed directly in the profile view.
To access a client’s appointments (past or upcoming), use the dedicated action icon.

On the Customer List, two action icons are available for each client:

• 👤 View Profile — opens the editable client profile with personal, billing, and package details
• 📅 View Bookings — opens a separate view listing all bookings for that client, with filters and optional calendar mode

This clear separation keeps the interface clean and efficient — allowing you to focus on either customer data or their appointment activity.

From each client’s profile, managers can:

• 🆕 Create a new booking on their behalf
• 🎁 Apply a package or discount
• 💳 Add credits to the e-wallet
• ✏️ Cancel or reschedule upcoming appointments

All actions are synced instantly with staff dashboards and calendars.

From the Customer List
Each client row includes an action icon:

• 📅 View Bookings — shows a filtered list of that client’s upcoming appointments
• Includes key info: service, staff member, date, time, and payment status
• You can also filter by date to narrow down results

Minimalist Calendar Mode
Switch to a calendar view for a more visual layout, using the same minimalist design as staff dashboards:

• 📅 Only dates with active bookings are shown
• 🧾 Appointments are grouped by day in a compact, mobile-friendly format
• 🕒 Each item shows: time, service, staff, and status — no need to open every detail

Inside each client profile, managers can access the full booking history, not just upcoming events.

Features:

• Filters by date range, booking status, or payment status
• Toggle between list view and calendar view
• Useful for reviewing past activity, no-shows, or patterns over time

Click any appointment to open the full Booking Details Panel, organized into 4 tabs:

VOLIXTA helps managers stay in control with real-time email alerts about important booking activity.

Managers receive notifications for:

• ✅ New bookings — includes employee name, client name, service, location, date and time
• ✏️ Rescheduled appointments — shows updated date and time
• ❌ Cancellations — with client and staff details, booking date and time

These emails help managers monitor bookings, staff activity, and customer behavior — without needing to log in constantly.

As a manager, you can easily create a booking for any client using two flexible methods — both integrated into VOLIXTA’s CRM interface.

• From the Client Profile
  Inside any client profile, click the “New Booking” button to open the full step-by-step booking flow. This version is slightly different from the public form — streamlined for faster admin use and with full control over payment and package usage.
• From the Client’s Booking List or Calendar
  When you click the “View Bookings” icon from the customer list, a filtered view of that client’s appointments appears. In both the list and calendar modes, you’ll find the same “New Booking” button for quick access.

The booking flow is divided into 5 clear steps. Don’t worry — each step is lightweight and dynamically adapts to your selections.

Managers have full control over client packages — beyond just assigning them.

For each package, you can:

• ✅ Assign manually to a client
• 🔄 Activate or deactivate the package at any time
• 🗓️ Modify the activation date — useful if the package should start only after a specific day
• ♾️ Set or remove an expiration date — including unlimited duration
• 🔢 Adjust the number of bookings included

Clients will see all their active packages grouped in their portal, keeping everything organized.

👉 To learn more about building and customizing packages, visit the article: Service & Package Builder.

This powerful sub-section lets managers view all created packages in a central table. For each package, the list displays:

• Package name
• Quantity available
• Number of bookings per unit
• Validity period (duration)
• A “View” button to explore usage details

📊 What happens when you click “View”?
A second table appears, showing all clients who currently own the selected package. You’ll see:

• Full name of each client
• Current status of their package (Active, Expired, Pending)
• Number of bookings remaining
• Number of times the same package was purchased

You can click on a client’s name to instantly open their profile — where all their packages and usage history are shown in detail.

This view isn’t just informative — it’s also interactive. Each listed package includes an Edit button that opens bulk management options. From there, you can:

• ✅ Assign the selected package to multiple clients at once (using checkboxes)
• ⛔ Deactivate packages for selected clients in bulk — useful for suspensions or corrections
• 🔎 Jump into individual profiles to manage package details in full

❌ To permanently remove a package from a specific client, you’ll need to do so from their profile. This ensures full traceability and avoids accidental loss of usage data.

Because it allows you to:

• Instantly identify which clients are using a specific package
• Take mass actions (assign, disable) across multiple profiles in seconds
• Monitor package distribution and usage across your entire client base — without jumping between individual profiles

This makes managing packages at scale faster, smarter, and safer.

The Assign Package section is the recommended method for bulk assigning packages. This screen resembles the standard Package List, but instead of a “View” button, each row includes an “Assign” button.
Why this method is preferred:

• 🖼️ When selecting clients to assign a package, you’ll see their profile photo, name, and current status — making it easier to identify the right people at a glance.
• ✅ No risk of accidentally removing the package from clients who already own it — existing packages remain intact.
• 🧠 The interface prevents confusion during bulk operations, especially when clients already have multiple packages.

How it works:

• Click the Assign button next to the desired package.
• A customer list appears with profile photos, names, and statuses.
• Select one or more clients.
• Confirm the assignment — the package is added immediately.

This streamlined flow is ideal for:

• Adding packages during promotions or onboarding
• Rewarding loyal clients with prepaid sessions
• Managing package access in bulk without mistakes

Clients can use virtual credits to pay for bookings — whether gifted, refunded after a cancellation, or reloaded manually.

From the customer profile, managers can add or subtract credits (manually or after a refund).

Clients can also recharge credits directly from their portal.

👉 Learn more in the article: Booking Credits & Gift System

💬 Need help?
Visit our Help Center or Contact Support for technical assistance.