Clients and the client record

Open Clients to search the clinic list. Each person has an account number. The same email can appear on more than one file in your clinic — treat each row as its own client.

Add a client

Click Add Client. First and last name are required. Email and phone are optional. A new row is always created, even if the name or email matches someone else.

The list page

Search by name, email, phone, or account number. The page can show age and gender charts from the latest Contact form, plus a map of clients who have a postal code.

Open a file

Click a row. Typical tabs include contact details, visits, forms, treatment notes, invoices, memos, uploads, and activity. Use Book appointment from the header when you need a new visit.

• Memos are notes for the team. Notify starts on Staff only. Choose Client or Client and staff only when the memo should be added to the client's reminder email, and leave out health details.
• Uploads holds files such as insurance cards from forms.
• Client photos are private to your clinic. Only people who can open that file can see them. They are not shown on a public page.
• Memos and uploaded files are archived, not deleted. Use the archive icon to hide one from the file. It stays in the clinic’s records and the action appears in activity.
• Credit Cards stores card-on-file details for later charges when Stripe is connected.

Archive

Owners can archive a client so the active list stays clean. The file is kept for records.

Privacy requests

Clients on the portal can ask for a copy of their file or a correction. Review those under My Clinic → Data Security → Privacy Requests. See Privacy requests.