Hiding client phone numbers and emails

Hiding client phone numbers and emails

You can stop a team member seeing your clients' phone numbers and email addresses, while they carry on working with those clients as normal. It suits a business where client details should stay with the business, such as a salon with self-employed stylists.

The one big idea: they still see who each client is and everything about their visits. Only the phone number and email are hidden, and nothing they type can reveal them.

Who it applies to

• Front desk and Staff. You choose it for each person.
• Owners and admins always see phone numbers and emails. They don't have the switch.
• It is ticked as standard, so nothing is hidden until you untick it.

The owner or any admin can change it. Nobody can change it for themselves.

Hide contact details for someone

When you invite them: under 4. What can they see? on the invite form, untick Can see client phone numbers and emails before you click Send invitation.

For someone already on your team:

1. Open Settings, then the Staff tab.
2. Find the person's row in the Your team card and click Manage.
3. Under What they can see, untick Can see client phone numbers and emails. It saves straight away, and Saved appears.

It takes effect within about 30 seconds. If they have ResNeo open, ask them to refresh the page. To show the details again, tick the box.

Their row then says Client phone numbers and emails hidden, so you can see at a glance who has it switched off.

What they see

They still see each client's name, visit history, notes, tags and forms. The differences are:

• Phone numbers and emails show as Hidden. Hover over it and the tip says Your business has hidden client phone numbers and emails for you.
• No contact buttons. A client's page has no Call or Email button and no Send a message box, and Contacts has no Message button for a group of clients.
• Search by name only. Search boxes ask for a name, for example Search by name, and typing a phone number or email finds nobody.

Booking a new client

They can still type a phone number and email for a new client when they book. Once the booking is saved, those details are hidden from them too.

If they choose an existing client instead, the Email and Phone boxes on the booking form show Hidden.

If they type a phone number or email that already belongs to a different client, ResNeo stops them with These details belong to another client. Search by name, or ask an admin. That way, typing a number never tells them whose it is. They should search for the client by name and choose them.

Changing a client's details

They can change a client's name, notes and tags, but not the phone number or email. Those boxes stay Hidden even while they edit. If they try to change them on a booking, ResNeo says You can't change this client's phone or email. Ask an admin.

The Can export client data switch

Hiding contact details does not stop someone downloading client lists. That is a separate switch in the same place, Can export client data.

When it is off, the buttons that download client lists are hidden. That includes Export on Contacts, the class roster and event attendee downloads, and the client files under Export your data. If they try another way, ResNeo says Exporting client data is switched off for you.

• New Front desk and Staff people start with it unticked, unless you tick it when you invite them. People who were on your team before this switch arrived keep it on.
• Admins have it too. Only the owner can change it for an admin: on the invite form, or under What else they can manage in Manage. A new admin starts with it unticked.
• The owner can always export.

If someone can export but cannot see contact details, their downloads leave the phone and email columns blank.

Good to know: neither switch can stop someone copying what they can already see on screen. To keep phone numbers and emails private, switch off Can see client phone numbers and emails. To stop someone taking a list of your clients away, switch off Can export client data as well.

Which settings to choose

Person	Can see client phone numbers and emails	Can export client data
A receptionist who calls and texts clients	On	Off, unless they send mailings for you
A stylist or therapist on your payroll	On	Off
A self-employed stylist or renter	Off	Off

Common problems & fixes

Problem	Likely cause	Fix
A client's phone and email show Hidden	Can see client phone numbers and emails is off for you	Ask the owner or an admin
I can't find a client by phone number or email	Your contact details are hidden, so search works by name only	Search by name
These details belong to another client. Search by name, or ask an admin.	The phone or email you typed is on another client's record	Search for the client by name and choose them
You can't change this client's phone or email. Ask an admin.	Your contact details are hidden	Ask the owner or an admin to make the change
There is no Call, Email or Message button	Your contact details are hidden	Ask an admin to contact the client for you
Exporting client data is switched off for you.	Can export client data is off for you	Ask the owner or an admin
The Export button is missing on Contacts	Can export client data is off for you	Ask the owner or an admin
An admin has no Can see client phone numbers and emails	Owners and admins always see contact details	Nothing to fix. Only the owner sees Can export client data for an admin
There is no Manage button on my own row	Nobody can change their own settings	Ask the owner or another admin
Someone still sees phone numbers after I switched it off	The change takes up to 30 seconds, and their page has not refreshed	Ask them to refresh the page

Next steps

• Roles and permissions
• Who can see and work other people's diaries
• Add and manage your team
• Your contacts (CRM)