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PocketSuite’s Icons feature lets you tag clients, sub-accounts, bookings, and other records with visual symbols that surface critical information at a glance — across your dashboards, calendar, client list, and individual records.

Use icons to flag things you need to act on (a missing form, an unsigned waiver, a client without a card on file), highlight key attributes (VIPs, first-time bookings, allergies), or simply make your records easier to scan during a busy day.

Note: Icons is only available on Premium, Team, Facility, and Enterprise plans.

How to enable Icons

1. Go to Settings > Features > Icons and toggle on.
2. Open Settings > Icons to start creating your icons.

How icons work

Each icon has three parts:

• The icon, color, and name — what shows on screen and what it represents (e.g., a red syringe icon named “Vaccine expired”).
• The record it applies to (optional) — clients, sub-accounts, bookings, packages, subscriptions, invoices, scheduled invoices, estimates, gift certificates, product orders, classes, forms, and documents.
• Triggers (optional) — rules that automatically apply the icon when certain conditions are met.

There are two kinds of triggers:

• Custom field triggers are based on fields you or your clients fill out — your client fields, intake questions, file uploads, dates, single- or multi-select options. A single client field with the options “Allergic to peanuts / soy / dairy,” for example, can drive three different icons.
• System triggers are based on data PocketSuite already tracks — whether a client has a card on file, whether a booking is the client’s first, whether a contract has been signed, who a record is assigned to, and more.

You can stack multiple triggers on a single icon to refine when it appears. 

Creating an icon

From Settings > Icons, tap the + button:

1. Pick an icon and color from the icon library. You can’t change the icon after creation, so pick one you’ll recognize.
2. Name it. The name is what shows on hover (desktop) or in the icon detail view (mobile).
3. Select the record (optional)  the icon applies to. Once the icon is live on a record, this can’t be changed — switching the record would wipe your triggers.
4. Add triggers (optional). Pick a field or attribute, then a condition (Is empty, Greater than, Any of, In the past, etc.). Stack additional triggers for more refined behavior.
5. Save. The icon is now live everywhere it applies.

If you don’t add triggers, the icon won’t appear automatically — but you can apply it manually to any record.

Two examples

Expiring vaccinations. Create an icon on the sub-account record. Add a trigger on your “Rabies vaccine” file upload field with the condition “Expiration date is in the past.” Any sub-account with a lapsed vaccine will now show the icon on their record, on related bookings, and — if it’s a top-priority icon — on your calendar.

Allergies is not empty. Create an icon on the client record. Add the trigger “Allergies [Custom field] is not empty.” Your front desk can spot brand-new clients on the calendar at a glance and give them extra attention.

Where icons appear and how priority works

In Settings > Icons & Tags, set your icons in priority order.

• Top 5 icons show up in places where space is tight — dashboards, the client list, workflows, and the calendar.
• All other icons appear on the related record’s detail screen.

When PocketSuite picks which 5 icons to show on a calendar booking, it looks at every related record — client, sub-account, and booking — and surfaces the top 5 across all of them based on your priority order.

On desktop, hover over an icon to see its name and the value that triggered it (the date, the selected option, the team member assigned, etc.). On mobile, tap to view the full list of icons on a record.

Setting icons manually

Some icons are best applied by hand — internal lifecycle stages, one-off flags, or things you don’t want to define a rule for.

• Open the record and add the icon directly. You don’t need to edit the entire record.
• Only icons without triggers can be applied manually. An icon with triggers is fully automated.
• An icon will never appear twice on the same record, even if it’s applied manually and would otherwise be triggered.

Permissions

• Super Admins can create, edit, and delete icons in Settings.
• Admins can view all icons throughout the app and add or remove them at the record level.
• Staff and Limited Staff access is controlled by a per-role setting: Can edit icons on records. 

Imports, exports, and history

• Exports. Any export of a tagged record (client, booking, sub-account, package, subscription, invoice, scheduled invoice, estimate, gift certificate, or order) includes a Tags column listing the icons applied to it.
• Imports. Use the Icon import template to bulk-create icons. Triggers can’t be imported, but the basics — name, icon, color, and record — can.
• History. Every time an icon is added or removed from a record, PocketSuite logs the action with the record, the icon’s name, and the team member who made the change.

Need help thinking through your icon strategy? Reach out to us in-app, we offer Fast Features and White Glove Service to help you setup features like this and many more!