Client records that fill themselves in as clients book

Book someone new, from the calendar or through your booking page, and OnTime creates their record. When a number you already know books online, it finds the existing record rather than making a second one. So no more duplicates from a client who spells their name three different ways.

Search looks at first name, last name and phone number, and finds partial matches. Type the last four digits of a number and the client comes up.

A hair salon keeps the colour formula and allergies. A beautician wants skin type. A coach tracks the goal for the quarter. In the Client Sheet settings you create your own fields and group them the way you work.

Each professional picks which groups show on their own view, so the physiotherapist doesn't scroll past the massage therapist's fields.

Notes are for professionals only. Assistants don't see them, and a colleague reads yours only if you give them access. A note holds up to 5,000 characters, and only its author can edit or delete it.

Notes and documents are encrypted with a key that belongs to your organisation alone, and every read and every change is logged.

With a Documents pack you attach photos and PDFs to the record: a before-and-after picture, a signed form, a quote. Each file can be up to 10 MB, five at a time, and they're encrypted like notes. The pack gives the whole team 5, 25 or 100 GB. When it's full, your files stay readable and you can delete them, but you can't add new ones.

There's no import button in the app. Send us your list, as a spreadsheet or an export from your old software, and the OnTime team imports it for you.