Automation Filter Descriptions

In this guide, we’ll explain the various filters available in the Automation feature.

Filters allow you to refine your automations based on specific data points. Understanding these filters will help you streamline your workflows and ensure that your automations are triggered with precision.

1. Data Object: Clients

• Membership Name: The name of the membership.

• Membership Amount: The total amount for the membership.

• Membership Expiration Date: The date when the membership will expire.

• Membership Status: The current status of the client’s membership.

• Membership Number: The insurance membership number.

• First Name: The first name of the client.

• Last Name: The last name of the client.

• Client Name: The full name (first and last) of the client.

• Salutation: The client’s title (e.g., Mr).

• Gender: The gender of the client.

• Date of Birth: The client’s date of birth.

• Age (Years): The client’s age in years.

• Phone: Phone number of the client.

• Client Mobile: Mobile number of the client.

• Email: Email address of the client.

• Street: The street address of the client.

• City: The city the client resides in.

• Postcode: The postcode of the client.

• County: The county of the client.

• Country: The client’s country.

• Client Location: The location associated with the client.

• Prefd. Location: The client’s most visited appointment location.

• Active: Whether the client is active or archived.

• Client Created Date: The date the client was added.

• Client Created By: The name of the user who created the client.

• Client Source: The source from which the client came.

• Connect Registered: Whether the client is registered for online bookings.

• Labels: Any labels assigned to the client.

• Letters Opt In: Whether the client is subscribed to letters.

• SMS Opt In: Whether the client is subscribed to SMS.

• Newsletter Opt In: Whether the client is subscribed to newsletters.

• Email Opt In: Whether the client is subscribed to emails.

• Birth Month: The month of the client's birthday.

• Last Saw: The practitioner of the last appointment.

• Last Visit (Days): Days since the last visit.

• Last Appointment (Date): Date of the last appointment.

• Total Appointments: Total number of appointments.

• Total No Shows: Total number of no-shows.

• Next Appointment (Date): Date of the next appointment.

• Next Appointment (Days): Days until the next appointment.

• Next Appointment Service: The service of the next appointment.

• Last Appointment Service: The name of the last service the client had.

• Last Appointment With: Name of the employee they last saw.

• Favorite Member: The practitioner the client sees most often.

• Appointment Frequency: How often the client returns.

• First Visit: Date of the client’s very first appointment.

• Est. Next Booking: Estimated next appointment date.

• Client Balance: The current balance the client holds.

• Balance (O/S): Any outstanding invoice balances.

• Average Client Spend: Average amount the client spends.

• Total Sales: Total amount spent (decimal format).

• Service Sales: Total service sales amount.

• Retail Sales: Total retail sales amount.

• Package Sales: Total package sales amount.

• Retail (%): Percentage of total spend that is retail.

• Client Price List: The pricing list assigned to the client.

• Review Score: The client’s review score.

• Total Cancelled Appointments: Total number of cancellations.

• Total Completed Appointments: Total number of appointments completed.

• Total Activities: Total number of client activities.

• Total Forms: Number of forms completed (EMR).

• History Last Completed: Last date medical history was completed.

• Total Photos: Number of photos uploaded.

• Clients Referred: Number of referrals from this client.

• Primary Service Category: The service category most booked by the client.

• Pabau Score: A score out of 50 (internal metric).

• Insurer Name: Displays “Private” or the name of the insurer.

• Client ID: Unique identifier for the client.

2. Data Object: Appointments

• Secondary Person: Assistant to the appointed staff member.

• Appointment Price List: The price list assigned to the appointment.

• Case Name: The name of the case associated with the appointment.

• Auth Code: Authorization code of the case.

• Appointment Location: Where the appointment is scheduled to take place.

• Issued To: Indicates whether the payer is the client or a third party.

• Service: The name of the service being provided.

• Created Date: The date the appointment was created.

• Appointment Date: The start date of the appointment.

• Start Time: The time the appointment begins.

• Time: Same as Start Time — when the appointment starts.

• Room: The room where the appointment is taking place.

• Form(s) Completed: Shows if any required forms have been completed.

• Appt With: The staff member the appointment is booked with.

• Email Confirmation: Indicates whether a confirmation email was sent.

• SMS Confirmation: Indicates whether a confirmation SMS was sent.

• Confirmed: Indicates if the client has confirmed the appointment.

• Repeat Appointment: Indicates if this is a recurring appointment.

• SMS Reminder: Indicates if a reminder SMS was scheduled.

• Resource: Any resource assigned to the appointment (e.g., equipment).

• Appointment Status: The current status of the appointment (e.g., Booked, Completed, Cancelled).

• Cancellation Reason: The reason the appointment was cancelled.

• Notes: Any private notes added to the appointment.

• Duration: The appointment length in minutes.

• Price: The original price of the service booked.

• Created By: The user who originally created the appointment.

• Appointment ID: The system-generated ID for the appointment.

• Rebook: Indicates whether this appointment was rebooked.

• Requested: Indicates if this appointment was requested by the client.

• Online Booking: Indicates whether the appointment was booked online.

• Appointment Date/Time: Full timestamp for when the appointment is scheduled.

• Converted: Shows if the appointment is marked as won, lost, or open (typically used in consultations or sales contexts).

• Cancelled Date: When the appointment was cancelled.

• Cancelled By: The staff member who performed the cancellation.

• Cancellation Comment: Any notes or comments made at cancellation.

• Minutes Before Cancelled: Time between the original booking and the cancellation.

3. Data Object: Invoices

• Sync Xero: Indicates the status of the invoice in terms of synchronization with Xero.

• Pay Link: A link clients can use to pay the invoice.

• Sent Date: The date the invoice was sent to the client.

• Sent Status: Shows whether or not the invoice has been sent.

• Next Appointment Date / Invoice Raised Date: Either the date of the client's next appointment or when the invoice was created.

• Next Payment Due Date (Days): The upcoming due date for payment.

• Payment Due Status: Indicates whether the payment is due, overdue, or settled.

• Inv Team: The internal team or department associated with the invoice.

• Net: The net amount before taxes.

• Client: The client who the invoice was issued to.

• Invoice No: A unique number identifying the invoice.

• Location: The clinic or business location where the invoice was generated.

• Inv Date: The official issue date of the invoice.

• Tax: The total tax applied on the invoice.

• Employee: The staff member who created or issued the invoice.

• Debtor: Identifies who is responsible for paying — the client or a third party.

• Payment Status: Shows if the invoice is paid, unpaid, or partially paid.

• Gross: The total amount including tax.

• Paid: The amount that has already been paid.

• Balance: The remaining amount due.

• Type: Specifies the type of invoice — for example, regular or credit.

• Issuing Company: The business entity that issued the invoice.

• Price List: If a specific pricing list was applied to this invoice.

• Last Update Time: The date and time the invoice was last modified.

• Credit Type: The type of credit note associated with the invoice, if any.

• Tip: Any tip amount recorded on the invoice.

• Invoice Note: Any internal or client-facing notes attached to the invoice.

• Invoice Created Date: The date the invoice was first created.

• Invoice Created By: The staff member who created the invoice.

• Healthcode: The submission status of the invoice via Healthcode.

• Payment Method(s): Lists all payment methods used for this invoice (e.g., card, cash, online).

4. Data Object: Line Items

• Gross Sales (C): Gross sales excluding tax that qualify for commission.

• Tax (C): Taxes that are deducted before calculating commission.

• Discounts (C): Discounts applied before commission is calculated.

• Cost (C): The cost of services or products, deducted prior to calculating commission.

• Commission: The total commission amount earned.

• % Commission: The commission earned as a percentage of the commission base.

• Item Name: The name of the item (product, service, etc.).

• Item Employee: The staff member who sold the item.

• Unit Price: The individual price of the item.

• Item Category: The type of item — product, service, voucher, or package.

• Item Client: The client who purchased the item.

• Qty: The quantity of items in the transaction.

• Product Code: The specific product or service code, if applicable.

• Discount Reason: Notes or reasons added to explain the discount.

• Disc %: The discount percentage applied.

• Discount: The name of the discount used.

• Tax Rate: The tax rate applied to the item.

• Voucher Type: The type of voucher sold.

• Voucher Status: Status of the voucher — Valid, Redeemed, or Expired.

• Unit Discount: The monetary value of the discount per item.

• Voucher Code: The unique code for the voucher sold.

• Voucher Remaining: The remaining balance on the gift voucher.

• Voucher Expiration Date: When the voucher is set to expire.

• Item Tax: The tax name and percentage applied.

• Tax Amount: The monetary amount of tax for that item.

• Item Gross: The gross (total) amount for the item line.

• Profit: The calculated profit from the item.

• Voucher Amount: The amount redeemed from the voucher.

• Packages Redeemed: Number of package sessions already used.

• Packages Remaining: Number of package sessions still available.

• Package Expiration Date: The expiry date for the package.

• Package Expiration Date (Days): The number of days until the package expires.

• Voucher Expiration Date (Days): The number of days until the voucher expires.

• Package Status: Indicates whether the package is Valid, Redeemed, or Expired.

• Item Net: The net sale amount for the item.

5. Data Object: Activities

• Done: Indicates whether the activity has been completed.

• Due Date: The date the activity is due.

• Subject: The subject or title of the activity.

• Assigned to user: The user assigned to carry out the activity.

• Status: The current status of the activity.

• Type: The category or type of the activity.

• Duration: The total time allocated for the activity.

• Done time: The exact time the activity was marked as completed.

• Note: Any note or comment related to the activity.

• Creator: The person who created the activity.

• Add time: The time the activity was initially added.

6. Data Object: Leads

• Lead date of birth: Date of birth of a lead.

• Capture form name: The name of the form that captured the lead.

• Lead ID: The unique identifier of a lead.

• Lead First Name: The first name of a lead.

• Lead Last Name: The last name of a lead.

• Lead Name: The first and last name of a lead.

• Lead created: The date the lead was created.

• Lead phone: The phone number of a lead.

• Lead email: The email address of a lead.

• Lead owner: The owner of a lead.

• Lead stage: The current stage of a lead.

• Lead source: The current source of a lead.

• Lead age: The time difference between the current date and the lead's creation date.

• Won time: The date when the lead was converted into a client.

• Lead status: The status of a lead.

• Won by: The user who last marked the lead as 'Won'.

• Lead location: The location of a lead.

• Lead done activities: The number of completed activities assigned to this lead.

• Pipeline name: The pipeline associated with the lead.

• First activity time: The date and time of the first completed activity assigned to this lead.

• Lead last activity date: The date of the last completed activity assigned to this lead.

• Lead total activities: The total number of activities assigned to this lead.

• Lead lost time: The date and time when the lead was marked as "Junk".

• Activities to do: The number of activities assigned to this lead that are not yet completed.

• Date of entering stage: The date when the lead entered a specific stage.

• Email messages count: The total number of emails sent to the lead.

• Last email sent: The most recent email communication sent to the lead.

• Next activity date: The due date of the most recent activity assigned to the lead.

• Update time: The last time any edit or interaction with the lead occurred.

• Title: The first and last name of a lead (alternate label).

• Lead last activity (days): The number of days since the last activity was completed for this lead.

• Lead creator: The user who created the lead.

• Pipeline stage: The current stage of the lead within the pipeline.

• Lead lost reason: The reason why the lead was marked as "Junk".

• Lead Service: The services associated with the lead.

• Lead Active: Whether the lead is currently active or not.

7. Data Object: Payments 

• Invoice No.: The invoice number for the specific payment.

• Date: The date the payment was made.

• Payment No.: The unique payment ID for the specific payment.

• Location: The location where the payment was made.

• Amount: The total payment amount.

• Payment Method: The method used for the payment (e.g., cash, card, online).

• Created Date: The date the payment record was created.

• Type: Indicates whether the transaction is a Payment, Refund, or Deposit.

• Pabau Pay: If the payment was made through Stripe, returns the reference number.

• Client: The client associated with the payment.

• Created By: The user who recorded the payment.

• Payment Note: Any note added to the payment record.

• Paid by: Indicates who made the payment (Client or Third Party).

8. Data Object: Quotes

• Quote Number: The unique identifier/number of the quote.

• Quote Items: A list of items that were added to the quote.

• Quote: The name of the quote.

• Quote Amount: The total amount for the quote.

• Quote Location: The location where the quote was created.

• Quote Owner: The person responsible for the quote.

• Issue Date: The date the quote was issued.

• Created Date: The date the quote was created (YYYY-MM-DD).

• Expiration Date: The date the quote will expire.

• Quote Client: The client associated with the quote.

• Status: The current status of the quote.

• Last Viewed: The date the quote was last viewed.

• Email Sent Date: The date the quote was sent to the client.

• Date Signed: The date the quote was signed.

• Has Downloaded: Indicates whether the user has downloaded the quote.

• Template: The template used for displaying the quote.

9. Data Object: Service

• Service Name: The name of the service item.

• Service Category: The name of the service category.

• Service Group: The name of the service group.

• Bookable Online: Indicates if the service is available for online booking.

• Service Duration: The duration of the service.

10. Data Object: Product

• Product Category: The category the product belongs to.

• Product Barcode: The barcode for the product.

• Product SKU: The SKU (Stock Keeping Unit) for the product.

• Product Size: The volume of the product.

• Product Min: The minimum stock level for the product in the salon.

• Product Max: The maximum stock level for the product in the salon.

• Product Description: A description of the product.

• Product Cost: The cost price of the product.

• Product Name: The name of the product.

This guide covered the available filters in the Automation feature, helping you understand how to use each one to fine-tune your automated workflows. By selecting the right filters for your needs, you can ensure your automation runs smoothly and effectively.