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Client Details

The client profile holds everything you know about a client: personal and contact details, tags, custom fields, notes, forms, WhatsApp Flow answers, bookings and payments. Use this page to add a client by hand, to keep a profile up to date and to find your way around the profile tabs.

Available withCRM SuiteIncluded in the Complete plan.Plans and modules

Before you start​

  • Adding clients needs CRM Suite. Team members with only Bookings or Sales can open a client from a booking or invoice and see the tabs their plan includes.
  • Clients are also created automatically by online bookings, store orders, public web forms, WhatsApp Flow forms and bulk imports.

Add a client​

  1. In the main menu, click Clients, then click New Client.
  2. Under Client Profile, enter at least the First Name. You can also add a photo, Last Name, Preferred Name, Identification No, Gender, Date Of Birth, Marital Status, Preferred Language, Primary Workspace, Primary Staff, Date Of Registration, Referral Source, Quick notes and Tags.
  3. Under Contact Information, choose the Country Code and enter the Contact Number. Add an Email (Optional) and Address (Optional) if you have them.
  4. Optionally fill in Company Information (Company Name, Tax Id Type (GST, VAT, ABN, etc), Tax Id Number) and Emergency Contact (Relationship Type, Name, contact number).
  5. Click Save.
New Client form open on the Client Profile section with the photo upload, name, gender, date of birth, workspace, staff and referral source fields
tip

The Client Id is filled in for you when automatic client IDs are on. Click change next to it to enter one by hand. Field names on this form follow your field labels, so they may read differently in your account.

The client profile​

Open a client from the client list. The header shows the photo or initials, name, client ID, phone, gender, age and identification number, plus:

  • Start Chat opens a WhatsApp conversation with the client in the team inbox.
  • Tags, with Add Tag to add more and an x on each tag to remove it.
  • Available Funds, Amount Due and Loyalty Points. Click one to jump to the tab that explains it.
Client profile of Olivia Tan with the VIP and Member tags, Start Chat button, funds and loyalty tiles, and the profile tabs on the left

Profile tabs​

TabWhat it showsNeeds
ProfileThe client's details. Edit them and click Update.Every plan
NotesNotes, documents, letters and charts. See Client notes.CRM Suite
FormsWeb forms assigned to or filled in by the client. See Client forms.CRM Suite
WhatsApp FlowsAnswers the client submitted in WhatsApp Flow forms.CRM Suite
Custom FieldsYour own data about the client, as attribute and value pairs.CRM Suite
Appointments, Classes, Calendar FeedBookings and the client's calendar link.Bookings
Invoices, Payments, Subscriptions, Credits, Loyalty, Orders, StatementsMoney, plans and purchases.Sales (Payments also with Bookings)

A tab your plan does not include shows a lock and an upgrade prompt instead of its data. Clinical Details, Vaccinations and Lab Results appear only for business categories with clinical features. Team members whose access to client notes, finance or communication is turned off do not see those tabs.

WhatsApp Flows tab​

The WhatsApp Flows tab lists every WhatsApp Flow form this client submitted, with the Flow, the Submitted date and a Summary of the answers.

  1. Open the client and click WhatsApp Flows.
  2. Click View response to see all answers and any Uploaded files.
  3. Click Open in flow responses to jump to that form's full response list.

Responses appear here when the flow collects client details, or when it was sent in a chat linked to this client.

WhatsApp Flows tab on a client profile listing a Book a free consultation response with its submitted date and answer summary

Custom fields​

Custom fields store details that have no standard field, such as Pressure preference or Preferred therapist.

  1. Open the client and click Custom Fields.
  2. Click Add New Attribute.
  3. Enter the Attribute (the field name) and the Value.
  4. Click Save.
Custom Attributes on a client profile with Pressure preference set to Firm and Preferred therapist set to a staff name
tip

Each attribute name can be used once per client. Custom fields can also be filled from a CSV import or by the automation action Add or Update Client Custom Attributes, and used in letters as {{client.customFields.fieldName}}.

Set up automatic client IDs​

  1. Go to Settings > Client ID Settings (under Data & Fields).
  2. Under Client ID Generation, enter a Prefix (for example SW) and the starting Number.
  3. To renumber clients you already have, tick Override existing clients with the new IDs.
  4. Click Save.

New clients then get the next ID in sequence. This setting is available to admins.

Client ID Settings with a prefix and starting number
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