You may occasionally notice that a client who has cancelled their membership or a staff member who has left is still appearing in the recovr Portal. This can lead to confusion and clutter in your client management and reporting processes. The reason for this usually lies in how data is synchronised between your studio’s booking platform and the recovr Portal.
Why It Happens
The recovr Portal integrates with your studio’s booking platform to track and assess clients’ activity levels and statuses. It relies on accurate and up-to-date data from your booking system, which means that if a client or staff member still has an active package or membership on your booking platform, they will continue to show up in the portal. The presence of an active package keeps them marked as a current member or staff, even if they are no longer engaged.
How to Resolve the Issue
To ensure that cancelled clients or former staff members are correctly removed from the portal, you must verify and update their status in your studio’s booking platform. Here’s how to do it:
- Check for Active Packages or Memberships: For a client, make sure they do not have any active packages or ongoing memberships on their account in your booking system. If a package is still active, the recovr Portal will continue to recognize them as an active client.
- Deactivate or Remove Active Packages: If a client has cancelled or is no longer using your services, deactivate their membership or package in your booking system. This action will trigger the next sync, updating the client’s status in the recovr Portal.
- Update Staff Records: If a staff member has left your organisation, review their account in your booking system and ensure that their staff privileges or roles are removed. This will prevent them from appearing in staff-related areas of the portal.
- Trigger a Manual Sync (If Needed): After updating the booking platform, you may need to trigger a manual sync or wait for the next scheduled sync to reflect the changes in the recovr Portal.
Why It’s Important to Keep the Portal Up to Date
Maintaining an accurate list of clients and staff in the recvor Portal is crucial for several reasons:
- Accurate Reporting: Outdated client or staff records can skew your retention and engagement metrics, leading to inaccurate reporting.
- Streamlined Communication: You don’t want to accidentally reach out to former clients or have inactive staff included in essential updates.
- Efficient Client Management: An up-to-date portal helps you focus your time and resources on actively engaged clients and relevant team members.
Summary
If a client who has cancelled or a staff member who has left is still showing up in the recovr Portal, the most likely reason is that they still have an active package or role on your studio’s booking platform. To remove them, make sure to deactivate their membership or role in the booking system, which will be reflected in the recovr Portal during the next data sync. This proactive management helps keep your portal accurate, ensuring you focus on the right people for effective client and staff engagement.