Clients

Web and Mobile

The Clients section is your client database. Search, view, create, and manage all client profiles.

Client List

What You See

The client list shows:

  • Name - Client’s full name
  • Phone - Phone number
  • Date Updated - When the record was last modified
  • Actions - Quick action buttons

Searching

  • Type in the search bar to filter
  • Results update automatically as you type (debounced)
  • Search is case-insensitive
  • Clear search to show all clients

Mobile: Search activates after typing 3 or more characters.

Quick Actions per Client

From the client list, you can directly:

  • View Profile (person icon) - open the full client profile
  • New Form (clipboard icon) - start an intake form with the client’s info pre-filled
  • New Appointment (calendar icon) - schedule an appointment for this client

Pagination

Navigate between pages using the controls at the bottom. Page size options: 5, 10, 15, or 20 per page.

Exporting Client Data

To export your client database to CSV, go to Settings > Backup and use the Export Client Data option there. The Clients page does not have its own export button. See Backup Export for full details on exports and backups.

Creating a New Client

From the Client List

  1. Click “New Client” at the top of the Clients page (or the + button on mobile)
  2. Fill in client information

Required fields:

  • First name
  • Last name
  • Sex
  • Date of birth
  • Address (street, city, state, postal code)
  • Phone number
  • Email

Optional:

  • Profile photo
  1. Save. The client is added to the database.

From the Home Screen (Kiosk)

First-time clients can also use New Client on the Home/Kiosk screen. See Dashboard Home.

Quick Add Client (During Checkout)

You can create a client without leaving the checkout flow. Quick Add captures only first name, last name, and phone. See Queue Management under Quick Add Client.

Client Profile

Clicking a client opens their full profile. The 4.2 redesign replaces the old stack of accordion sections with a horizontal tab strip across the top and a quick-stats row underneath the header card. Everything about the client lives here.

Profile Header

  • Client name, profile photo, and primary contact info at the top of the page
  • No-show count badge - a small red count badge in the header shows how many no-shows this client has accumulated. It only appears when the count is 1 or more, so most profiles don’t show it. Useful for spotting repeat offenders before you book them again
  • Total Deposits - the running total of deposits paid by this client (across all appointments) appears as a pill in the header
  • Call and Email quick links - tap or click to call or email the client directly from the header

Stat Strip (New in v4.2)

A row of stat cards sits below the header card, giving you a snapshot before you dig into a specific tab:

  • Total Appointments - lifetime count across upcoming, past, and cancelled
  • Lifetime Spend - total checkout amount across all completed sales for this client
  • Total Deposits - the same Total Deposits figure also surfaced as a pill on the header, here as a quick stat
  • No-Show Count - the running no-show tally that drives the header badge

Tabbed Layout (New in v4.2)

Sections that used to be accordions are now tabs (Activity, Appointments, Forms, Photos, etc.). Click or tap a tab to switch the section in view. The active tab is saved to your browser’s local storage so the same tab is open when you come back to the profile. Section anchor IDs are preserved, so deep-link bookmarks to a specific section still work.

Profile Sections

Client Info

  • Name, phone, email, date of birth, address, profile photo
  • Click “Edit” to update any field
  • Changes save immediately

Release Forms

  • All completed intake forms for this client
  • Click any form to view full details (PDF viewer)
  • Download forms as PDFs
  • New Form button - start a new form with their info pre-filled

Appointments

  • Upcoming and past appointments
  • Click any appointment to view details, reschedule, or cancel
  • Status column - each appointment shows a color-coded status badge: Upcoming (blue), Confirmed (green), Cancelled (red), Completed (gray), No-Show (red), or Past (gray) for older appointments without an explicit status
  • Status here stays in sync with the calendar. Change it in either place and the other updates automatically
  • New Appointment button - schedule directly from the profile

Purchase History

  • Every completed checkout for this client, with services performed, team member, payment amount, and notes
  • Most recent visits appear first
  • Only populated after a checkout has been completed
  • Useful for reviewing what work has been done before a follow-up session

Photo ID

  • Government-issued ID collected during form completion (for age verification)
  • Only appears if collected
  • Stored separately from attachments
  • View only when needed for verification

Attachments

  • Reference photos, design images, and other documents
  • Click “New Attachment” to upload
  • Click any attachment to view full size
  • Click the delete icon to remove
  • Different from Photo ID

Notes

  • Private staff-only notes about the client
  • Add and edit from the Notes section on the profile

Quick Actions from Profile

  • New Form (in Release Forms section) - start a new intake form
  • New Appointment (in Appointments section) - schedule next visit
  • Call and Email (in profile header) - direct contact links

Troubleshooting

Client not found in search

  • Try different search terms (first name, last name, phone, email)
  • Check spelling
  • Clear search and browse manually
  • Verify the client actually exists in the database

Can’t create new client

  • Check that all required fields are filled (name, sex, DOB, full address, phone, email)
  • Both phone AND email are required
  • Check internet connection
  • Check subscription status

Section is empty (Purchase History, Release Forms, etc.)

  • Sections only populate after activity:
    • Purchase History: after a checkout is completed
    • Release Forms: after an intake form is completed
  • Refresh the page if data should be there

Can’t add attachment

  • Check file size (very large files may fail)
  • Verify file type is supported (images, PDFs)
  • Check internet connection

No-show count looks wrong

  • The count updates when you mark an appointment as No-Show in the calendar popover
  • Refresh the profile page if the badge looks stale

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