Client Profiles
Each client has a dedicated profile page organized in three tabs: General (contact details, stats, notes, AI summary and upcoming sessions), History (past sessions by year) and Forms (intake forms). The General tab shows, in order: the identity card, your notes, the AI summary (collapsed by default) and the upcoming sessions.
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 first name
- Surname - Client’s last name
- Email - With quick copy and email buttons
- Phone - With quick call button
- Total Sessions - Count of all sessions
- Revenue & Avg / visit - Total earned across completed sessions with a price, and the average per visit: a visit is a day the client came in, so a multi-service booking counts once (sessions without a price are excluded; a ”+” marks amounts mixing currencies)
- Cadence - How often the client typically returns (median gap between completed visits, shown from the third visit)
- Last Session - Most recent appointment date
Revenue and cadence are business metrics: they are hidden while the device is in front desk mode.
Contact Information
Full contact details:
| Field | Description |
|---|---|
| Primary email address | |
| Phone | Phone number with country code |
| 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
Alerts
Up to three short, leveled alerts (Info / Warning / Critical) in the Alerts section of the General tab - what staff must know before the visit. They also show in the calendar appointment popup and flag the client in the list. Learn more in Client Alerts.
Follow-ups
What comes next for the client (Pro and Max): Rebook in N weeks or months (closes itself when they book again) or Check in (closed by hand), scheduled at checkout or from the Follow-ups card. Learn more in Client Follow-ups.
Notes Section
Your private notes about this client, shown in the identity rail. Click the pencil icon to edit them right on the profile - no need to open the edit form.
AI Summary (Max)
On the Max plan, the General tab also shows an AI summary card (collapsed by default - click its header to expand) - a short AI-generated briefing of the client’s history for whoever is about to attend them. Learn more in AI Client Summary.
Quick Actions
From the profile, you can:
Edit Profile
- Click the pencil icon next to the contact details (General tab)
- 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.
- Open the ”…” actions menu in the header and click Delete
- Confirm the deletion
- Session records are kept but show “Deleted Client”
Upcoming Sessions & History
The General tab shows the client’s upcoming sessions; the History tab holds the chronological record of past sessions, grouped by year.
Learn more in Activity Timeline.
Editing a Client Profile
Update Information
- Click the pencil icon next to the contact details (General tab)
- Modify any fields
- Click Save
Changes are saved immediately.
What Can Be Edited
- Name
- Surname
- Phone numbers
- Address information
- Birth date
- Notes
What Cannot Be Edited
- Profile creation date
- Activity history
- Associated sessions (edit sessions directly)
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, use the Data Export feature in Settings to export your account data, which includes client information.