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 appointment’s details on the calendar and flag the client in the list. Learn more in Client Alerts.
Follow-ups
What comes next for the client: 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.
This is the note that goes with the client to every appointment: you also see it in the appointment’s details on the calendar, as Client note, and you can edit it there. What belongs to one visit goes in the session notes. Team members see it on their appointments, and edit it when they have Edit permission.
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).
Message on WhatsApp
Next to the phone there is a WhatsApp icon that opens a chat with the client in your own WhatsApp (the app on your phone, WhatsApp Web on a computer), with the greeting already typed: “Hi Ana, this is Sol Salon.”. Timeblu sends nothing: the message leaves from your number when you press send. The icon only shows for a mobile number; a landline cannot receive WhatsApp.
The menu of an upcoming appointment (on the profile or in the calendar) also offers Reminder by WhatsApp: it opens the chat with the same text as that appointment’s automatic reminder (service, day and time, how to change or cancel it, and your own text if you set one). Handy to remind by hand someone who does not answer, with no credits or templates involved.
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.