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KadePay

MAKE THE NEXT VISIT FEEL PERSONAL

Remember the customer, keep the team informed

Remember what was agreed, find the customer's files and help the next team member pick up the conversation. Put the context where the customer relationship already lives.

Show me how See an example

For business owners and teams. Kady can help you along the way.

A customer profile connects files with an internal team handoff Alex's profile holds reference photos in Gallery and private Notes about a morning appointment preference and the agreed design. Sharing Gallery never exposes Notes. Alex / Customer profileThe context for the next visit Gallery / Reference photosOrganize files and share selected folders Notes / Team handoffPrefers a morning appointment.Review the agreed design first. Customer sharing never exposes internal Notes.
Illustrated example: files hold the material; Notes preserve the context for your team.

THE OUTCOME

Pick up the relationship instead of starting over.

The Customers screen helps you find the person. Their profile brings related business activity and customer context together, so your team can prepare for a visit or follow up without piecing it together from separate messages.

  • A returning client: check their preferences and earlier reference photos before the next visit.
  • A team handoff: record what was agreed and what the next colleague should check.
  • A follow-up: review the customer's bill, submitted form or remaining package sessions before sending the next message.

Find the person and build useful context.

  1. Open Customers. Use Customers in the intended business. Search by name, phone or email. The list can be sorted by customer, balance, total spent or last activity. Choose Find or add customer when needed; check for an existing match first.
  2. Open the profile. Choose the customer's row/name and verify the identity. Overview holds useful summary, contact and action controls. Bills, Transactions, Forms, Wallet, Gallery and Notes appear according to your access and available features.
  3. Use the relevant section. Open Bills or Transactions for payment records, Forms for that customer's requests/responses, and Wallet for saved-method controls, gift cards and packages/sessions where available. Check actual record status before acting.
  4. Put files in Gallery. Create useful folders, then upload photos, documents or other supported files and add reference links. Use the Gallery guide to organize them and share selected folders with the customer.
  5. Write the handoff in Notes. Choose Notes > New note. Write a recognizable first line as the title, add formatted details and save. Add useful tags, such as consultation or follow-up. Authorized colleagues can open and search those notes from the same profile.

Choose Gallery or Notes by what you need to preserve.

Gallery: the material

Reference photos, project images, documents, voice/video files and useful links. Use folders and tags. Share selected folders when the customer needs to view or upload files.

Notes: the context

Preferences, conversation summaries, decisions and the next agreed step. Keep the note concise enough that another team member can act on it. Notes stay internal.

EXAMPLE: A SMOOTHER TEAM HANDOFF

The next colleague knows what matters.

After Alex's consultation, Jamie puts the reference photos into Alex's Gallery and writes a note: Consultation - next visit. It records the preferred direction, the decision made and "Review the selected photo before starting; client prefers mornings." Jamie tags it consultation.

The next authorized colleague opens Alex's profile, searches Notes for the title or tag and reviews the photos. The customer does not need to repeat the whole conversation.

For the customer, the team shares a Gallery folder containing the agreed files and sends the Store profile link. If the customer needs a written summary, the team prepares a separate customer-facing document and places it in a shared folder. Internal Notes are not published by that sharing action.

Make sharing and follow-up clear.

  • Between staff: colleagues with the appropriate business permissions open the same customer profile. Gallery viewing permits reading Notes; management access is required to create, edit, tag or delete them. Ask the owner for suitable access when controls are missing.
  • With the customer: share selected Gallery folders with that profile's customer, then provide the actual Store profile link from Stores/links. Do not forward a merchant profile URL as if it were a public customer portal.
  • Find the note again: search its title, preview, words or tags. Full note text is searched after a short delay or Enter; tag:name narrows a tag search. File-name/tag search in Gallery is a separate search.
  • Keep the distinction: the older private memo on Overview is separate from Notes. A written follow-up in Notes does not create a scheduled reminder or send a customer message.
  • Coordinate edits: Notes have no version history; simultaneous edits can overwrite each other. Keep useful, appropriate customer context and check that your save succeeded.

Continue with structured intake forms or the right link to send customers.

YOU HAVE HELP

Start with the outcome. Ask Kady for the steps.

Open Kady from your KadePay menu and describe what you want your customer to do. Kady can explain the workflow, help you choose the right tool and guide you through setup.

"Help me create a simple customer handoff workflow using Gallery and Notes. I need colleagues to find the reference photos and agreed next step without exposing internal notes to the customer."

Review your settings and customer page before sharing. When an editor offers Create with Kady or writing help, you can work on the draft there too.