Client Profiles
Each client has a dedicated profile page where you can view their information, session history, and activity timeline.
Accessing a Client Profile
- Go to Clients in the sidebar
- Click on a client’s name or the View button
- The client profile opens
Profile Sections
Overview Card
The top of the profile shows key information at a glance:
- Name - Client’s full name
- Email - With quick copy and email buttons
- Phone - With quick call button
- Total Sessions - Count of all sessions
- Last Session - Most recent appointment date
Contact Information
Full contact details:
| Field | Description |
|---|---|
| Primary email address | |
| Phone | Phone number with country code |
| WhatsApp number if different | |
| Address | Full street address |
| City | City name |
| State | State/province |
| Country | Country |
Personal Information
Additional personal details:
- Birth Date - With age calculation
- Profile Created - When the client was added
- Last Updated - Most recent profile change
Notes Section
Your private notes about this client. Click to expand and edit.
Quick Actions
From the profile, you can:
Book a Session
- Click Book Session
- Client is pre-selected
- Choose service, date, and time
- Complete the booking
Edit Profile
- Click Edit
- Update any information
- Save changes
Send Email
Click the email icon to open your email client with the client’s address.
Call Client
Click the phone icon to initiate a call (mobile/desktop app required).
Delete Client
Deleting a client removes their profile and disassociates all session history. This cannot be undone.
- Click Delete or the trash icon
- Confirm the deletion
- Session records are kept but show “Deleted Client”
Session History Tab
See all sessions for this client:
- Upcoming Sessions - Future appointments
- Past Sessions - Historical appointments
- Session Status - Pending, confirmed, cancelled, completed
- Service - What type of session
Learn more in Session History.
Activity Timeline Tab
View a chronological record of:
- Profile creation
- Profile updates
- Sessions booked
- Sessions completed
- Sessions cancelled
- Notes added/edited
Learn more in Activity Timeline.
Editing a Client Profile
Update Information
- Click Edit on the profile
- Modify any fields
- Click Save
Changes are saved immediately and logged in the activity timeline.
What Can Be Edited
- Name
- Phone numbers
- Address information
- Birth date
- Notes
What Cannot Be Edited
- Profile creation date
- Activity history
- Associated sessions (edit sessions directly)
Profile Statistics
The profile may show statistics such as:
| Metric | Description |
|---|---|
| Total Sessions | All-time session count |
| Completed Sessions | Successfully held sessions |
| Cancelled Sessions | Sessions that were cancelled |
| No-Shows | Sessions marked as no-show |
| Cancellation Rate | Percentage of cancelled sessions |
| Last Session | Date of most recent session |
| Next Session | Date of next scheduled session |
Client Tags (Coming Soon)
Future feature: Add tags to categorize clients:
- “VIP”
- “New Client”
- “Group Session”
- “Evening Only”
Profile Best Practices
Keep Information Current
- Update phone/email when clients share new info
- Verify details periodically
- Remove outdated information
Use Notes Effectively
Good things to note:
- Communication preferences
- Special requirements
- Session preferences
- Important context
Avoid in notes:
- Sensitive medical information
- Payment disputes
- Information that should be encrypted
Regular Profile Review
- Review client profiles quarterly
- Archive or delete inactive clients
- Ensure contact info is valid
Privacy Considerations
Client profile data:
- Is stored securely and encrypted
- Is only visible to you
- Can be exported upon request
- Can be fully deleted (right to be forgotten)
For clients requesting their data:
- Go to their profile
- Use export function
- Provide data in requested format