How to create a new Collection for a client

Creating client Collections is one of the most powerful features in SmartPics. Each client Collection becomes a dedicated digital space where you can track their service history, preferences, and progress over time. This article will walk you through creating your first client Collection step-by-step.

Why Create Client Collections?

Client Collections help you:

• Track service history - See what you've done for each client over time
• Remember preferences - Store notes about what works best for each client
• Show progress - Create impressive before/after timelines
• Stay organized - Keep all client information in one easy-to-find place
• Provide better service - Reference past work and client notes instantly

Step-by-Step: Creating a New Client Collection

Step 1: Navigate to Collections

1. Open the SmartPics app
2. From the home screen, ensure you're on the "Collections" tab
3. Look for the "New Collection" button at the bottom of the screen

Step 2: Start Creating Your Collection

1. Tap "New Collection"
2. You'll see a new screen asking for Collection details

Step 3: Name Your Collection

Choose a clear, consistent naming format that works for your business:

Recommended naming formats:

• "First Name - Service Type" (e.g., "Sarah - Color Services")
• "First Name Last Initial" (e.g., "Sarah M.")
• "Full Name" (e.g., "Sarah Martinez")
• "First Name - Date Started" (e.g., "Sarah - Jan 2024")

Naming tips:

• Use the name your client prefers to be called
• Keep it professional and easy to search
• Be consistent across all client Collections
• Avoid using last names only for privacy

Step 4: Add a Description (Optional)

In the description field, you can add:

• The type of services this client receives
• When they first became a client
• Any special notes about their preferences
• Frequency of visits

Example description: "Regular color client since March 2024. Prefers warm tones, visits every 8 weeks."

Step 5: Create the Collection

1. Review your Collection name and description
2. Tap "Create" to finish
3. Your new client Collection is now ready to use!

Setting Up Your Client Collection

Add Your First Images

Once your Collection is created, you'll see two options:

Take a Photo:

• Tap "Add Image"
• Use your camera to take before photos
• Document the client's starting point

Upload Existing Photos:

• Tap "Add Image"
• Choose "Upload from Gallery"
• Select relevant photos from your camera roll

Add Important Notes

For each image you add, include detailed notes about:

• Products used - Specific brands, formulas, or techniques
• Procedures performed - Step-by-step process details
• Client preferences - What they liked or didn't like
• Timing information - How long procedures took
• Future recommendations - What to try next time

Example note: "Used Brand X Formula 7N + 20vol developer. Processing time: 35 minutes. Client loves the result, wants to go slightly darker next visit."

Best Practices for Client Collections

Consistent Documentation

• Take before photos at the start of each appointment
• Document during service if appropriate for your business
• Capture final results with after photos
• Add notes immediately while details are fresh

Organize by Date

• Add the date to your notes for each visit
• This creates a chronological timeline of services
• Helps track how often the client visits
• Makes it easy to see what was done when

Include Consultation Notes

Document important consultation information:

• Client's goals and expectations
• Lifestyle factors that affect service choices
• Budget considerations
• Maintenance preferences

Track Products and Preferences

Keep detailed records of:

• Which products work best for this client
• Formulas or techniques that achieve desired results
• Products or methods to avoid
• Client's favorite looks or styles

Using Your Client Collection

During Appointments

• Reference previous work - See what you did last time
• Check client notes - Review preferences and special instructions
• Show progress - Display before/after photos from previous visits
• Plan next steps - Based on documented client goals

For Client Communication

• Share progress photos directly from the Collection
• Send inspiration images for upcoming appointments
• Include your business information automatically in shares
• Create professional presentations of their transformation journey

For Business Growth

• Generate testimonials using documented transformations
• Create marketing content from impressive before/after sequences
• Track client satisfaction through documented results
• Plan service packages based on client history

Managing Multiple Client Collections

Pinning Important Clients

For clients you see frequently:

1. Open their Collection
2. Tap the pin icon in the top right corner
3. The Collection will appear in "Pinned Collections" on your home screen

Using Search

Find any client Collection quickly:

• Use the search bar at the top of the screen
• Type the client's name or service type
• SmartPics will show matching Collections instantly

Organizing by Frequency

Consider your naming convention based on how often you see clients:

• Regular clients - Use first name for easy recognition
• Occasional clients - Include last initial or service type
• New clients - Add start date to track relationship length

Tips for Success

Start Simple

• Begin with basic client information
• Add more detail as you get comfortable with the system
• Don't try to document everything at once

Be Consistent

• Use the same naming format for all clients
• Take similar types of photos for each client
• Include similar information in notes

Update Regularly

• Add new photos after each appointment
• Update notes with new preferences or changes
• Review and clean up Collections periodically

Protect Client Privacy

• Use first names or initials only
• Be mindful of what information you include
• Consider client consent for photos you might share

Troubleshooting Common Issues

Can't Find Your New Collection

• Check that you completed the creation process
• Use the search function to locate it by name
• Look in the "All Collections" view

Photos Not Uploading

• Check your internet connection
• Ensure you have enough storage space on your device
• Try closing and reopening the app

Notes Not Saving

• Make sure to tap "Save" after adding notes
• Check that you have a stable internet connection
• Try adding notes again if they don't appear

Creating client Collections is the foundation of using SmartPics effectively! Start with one client today and experience how organized documentation can transform your client relationships and business efficiency. The more detailed your Collections become, the more valuable they are for providing exceptional client service.