Relative Profiles

Relative profiles help you organize your bookings and other transactions by allowing you to create secondary profiles for your client’s (i.e., parent’s) relatives. These profiles don’t have contact or payment information and are stored under your client’s profile. Relatives can have their own forms and contracts, assigned bookings, team members, tasks, notes, and custom fields. 


In this article learn how: 

  • To set up relative profiles
  • To schedule and track relative appointments
  • Clients create and schedule relatives 
  • PocketSuite can set up the feature for you with our Fast Feature offering


Setup relative profiles


To get started, head to Settings > Features to turn the feature, called “Sub-accounts,” on. Once turned on, you will be able to create relative profiles for any client. 


Before creating any relative profiles, we recommend setting up your relative fields to properly track relative information separately from client information. To do so, head to Settings > Client fields to create client and relative fields and determine who completes them and when. We’ve simplified the creation of these fields, so we recommend reading our full article on Client Fields if you have any questions. To create relative profile fields, tap on an existing field or tap ‘+’ to create a new field. After selecting the title and type, tap “Show field” to see detailed setup options. To create a field for a relative profile, toggle “Relative record” on. If you also want this field to appear on a booking when you view it from the calendar or the dashboard, toggle “Booking record” on. 


Show during checkout will then appear, determining where clients complete the field. “Lead checkout” adds the field to your Online Leads form, “Booking checkouts” adds the field to your online booking and appointment confirmation flows, and “Product order checkouts” adds the field to your online ordering and order confirmation flows. You can also have clients complete the field when paying for a package or subscription or when paying an estimate or invoice with a relative attached by toggling “Other checkouts.” Note that clients will not be prompted to add a relative or complete relative fields when purchasing a package, subscription, or gift certificate through the online booking site. 


You should use relative fields to collect information specific to one relative, such as grade. That way if clients have multiple relatives, the field will be filled out for each relative rather than just once for the client.




You can use dynamic fields to call the name of a relative or all relatives associated with a client using syntax specifically for sub-accounts. Read our updated article on dynamic fields which includes dynamic fields for sub-accounts here. Note that if you're using a custom dynamic field in a contract, saved message, or smart campaign, if you change the field from a client to relative field, you'll need to adjust the custom dynamic field as well. The new syntax for relative custom dynamic fields is {subaccount.custom_}.

Once you’ve created your relative fields and adjusted your client fields, you’re ready to start creating relative profiles. It’s useful to set up the fields properly first so you do not have to do more work to transfer data in the future, especially if you are importing your relative information from another system or file. 


To create a relative profile, head to the Clients tab and tap ‘+’ in the upper right corner, tap relative, and complete the fields to create a new relative profile. 


If you are an existing Pro looking to add all of your relative profiles in bulk, or a new Pro importing your relative profiles for the first time, our team can import them for you! Read more information on the imports process for relative profiles here. Want us to do it all for you, including setting up your fields and compiling your imports template? Check out our Fast Feature offering here


Note that we cannot retroactively add relatives to bookings that have already been scheduled or packages, subscriptions, and products which have already been purchased in bulk. You can do this manually by heading to any upcoming appointment, incomplete product order, or unpaid invoice or estimate, tapping Edit, then tapping “Client / Relative” and selecting the relative. Note that the client cannot be updated or a relative added if the booking or other item has already been paid for. Once the feature is turned on however, clients will be prompted to create a relative profile when booking online or confirming an appointment you book if one has not already been created for them. See the end of this article for more!  


Scheduling and Tracking Relative Bookings


Once a relative profile is created in PocketSuite, you can add them to bookings for services, classes, and reservations. When scheduling, select the relative from your client list. The relative's name will then appear on the calendar. While you cannot book two relatives at the same time, two relatives owned by the same client can be booked into the same class or reservation while properly deducting from your capacity. See an example of the calendar below:




Likewise, when you go to your bookings dashboard or a class roster, you will see the relative's name. 


You can add relatives to packages and subscriptions. Keep in mind, any booking made by the client for an eligible service, for themselves or any relative, will be covered by the active package, even if it’s a different relative than was added to the package or subscription.


Relatives can also be added to POS charges, invoices, estimates, and product orders so that your client transactions can be tracked at a granular level if desired. Relatives cannot be added retroactively once paid.


You can add relatives to Gift Certificates as well for record keeping purposes, but the gift certificate can be applied for any purchase made by that client, even for appointments for a different relatives. 


Adding relative profiles works exactly the same as a client being added to an appointment, it just adds an extra level of detail. The client is also always included on booking and transaction records. Furthermore, viewing an individual relative's history allows you to view the history for all relative profiles at once. There’s no limit on the number of relative profiles a client can have. When viewing the income dashboard for one particular client, you can review the income by relative as well.


You can also attach relatives to forms and contracts. When you send a form or contract to a client from the Forms or Contracts dashboard, you can add a relative to that form or contract and, once completed, will be attached to that relative profile and available under the relative's history. Likewise, when a client completes a form or contract attached to a booking for a specific relative, the form or contract will be attached to that relative profile. Every item or transaction, including forms and contracts, can be accessed at the client level even when a specific relative is attached. 


Relatives can have their own notes as well. You can create a note for a relative by heading to the Notes section of a relative's profile, just like you would for a client. This update also allows you to filter between profile notes and appointment notes, helping you more easily keep track of your notes! When you’re viewing notes from the client profile, you can even filter between notes for different relatives! 


You can also add relatives to tasks! You can view tasks assigned to a specific relative on the tasks dashboard or under the History tab of any relative profile. You can also see the tasks assigned to all the relatives owned by a single client under the History tab for that client. 


Whenever a relative is attached to an item, whether a booking, invoice, contract, receipt, and so on, the relative's name will be reflected on what the client sees online so they know which relative the transaction is for.


Creating and Booking a Relative Profile as a client


When your clients book you online or confirm a booking you create, they will be able to create a relative profile and attach it to the booking. 


When you book a client and do not select a relative profile, your client will be prompted to add a relative or choose from their existing relative profiles. During this process they will also complete any required booking fields. Clients do have the ability to skip creating a relative profile in order to reduce drop off. If you do select a relative profile, they will be prompted to complete any of the relative fields that are incomplete, in addition to any booking fields you’ve created. 


When your clients book online, if it’s their first time they’ll be prompted to add a relative and complete the booking fields. If it’s a returning client, they will see a list of their relative profiles as well as an option to create a new one. If they select an existing relative profile, they will be prompted to complete any of the relative fields that are incomplete, in addition to any booking fields you’ve created. Unlike with client contact information, any information on the relative profile can be changed by you at any point. Keep in mind that if you change the relative's name or any of their relative fields (other than internal fields) the client will be able to see that change. 




Unlike with bookings (services, classes, and reservations), when you send a client a package, subscription, gift certificate, order, invoice, or estimate, the client will not be able to add one if you did not select a relative when creating the transaction. If you do select a relative however, they will need to complete any relative fields that are required, incomplete, and set to appear with other checkouts. Likewise, when clients purchase packages, subscriptions, gift certificates, and standalone products online, they will not be prompted to add a relative. This is in order to reduce any potential confusion amongst clients and to ensure the checkout process is as quick as possible.


Currently, clients cannot edit their relative profiles, only you and your team can, but we’re working on an improvement to allow them to do so through the client app. Only you and your admin level team members can delete relative profiles. If you delete a relative profile, all of the relative's history will still be available under the client history except for the notes and the relative fields. Once you delete a relative, the client will no longer see the relative's name when booking future appointments. 


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