Manage clients and notes

Go to Clients and search by name, phone, or email.

Open a client profile to review appointment and note history. Notes sits immediately after Overview in the client sections on phones and larger screens. Appointment notes show when they were recorded, which can differ from the appointment time; the Notes list orders them by that recorded time.

Use the Forms panel to add a form without an appointment, send it to the client, copy the secure link, or open it for on-site completion.

Open Notes, enter the client note in the multiline New client note field, and optionally add comma-separated tags or select Pin note. The field grows as you type and then scrolls for longer notes; line breaks are preserved. Select Add note, or press Ctrl or Command + Enter. If saving fails, the note, tags, and pin choice remain so you can try again.

Update contact info immediately when clients report changes.

Use the Packages panel to sell active packages, view session balances, check package invoices, and cancel packages when needed.

Check package redemption history before booking another package session for the client.

Use clear note formatting so all team members can follow context.

In Clients, search by name, email or mobile before selecting Add client. Family members may share an email or mobile when their first or last names differ. If the same first and last name already use either contact detail, Add client keeps the form open and shows the matching record and customer reference. Choose Open client to use that record, or correct the name or contact details for a different person. Editing a client to match another record is also blocked.

For client-portal access, make sure the client’s primary email exactly matches their verified personal account. Correct the client record when authorised instead of creating a clinic staff login or a second personal account.