> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage your client list

> Create a client record, find and edit one, import or export a list, and work the self-registration waitlist.

export const AuditNote = ({action = 'This action'}) => <div className="ck-callout ck-callout--info" role="note">
    <p className="ck-callout__body">
      {action} is written to your workspace's audit log with your name, the
      record touched and the time — a HIPAA requirement, and one you can review
      yourself under <strong>Audit Log</strong>. See{' '}
      <a href="/platform/security/audit-log">Audit log</a>.
    </p>
  </div>;

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const TaskHeader = ({before, time, after}) => <div className="ck-task">
    {before ? <div className="ck-task__cell">
        <div className="ck-task__title">Before you start</div>
        <p className="ck-task__body">{before}</p>
      </div> : null}

    {time ? <div className="ck-task__cell">
        <div className="ck-task__title">Takes about</div>
        <p className="ck-task__body">{time}</p>
      </div> : null}

    {after ? <div className="ck-task__cell">
        <div className="ck-task__title">When you're done</div>
        <p className="ck-task__body">{after}</p>
      </div> : null}
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['clinic']} plans="Solo and Team" roles="Any staff member with access to the client list" />

The client list is the single place a person is created, found and edited. Every other part of the product — appointments, notes, billing, documents — reads from it.

<Path steps={['Sidebar', 'Clients']} />

<TaskHeader before="Nothing — this is usually the first record a new practice creates" time="Under a minute for one client" after="A client record you can book, chart and bill against" />

## What the list gives you

The page is headed **Clients Management**, with four figures across the top:

| Card               | Counts                             |
| ------------------ | ---------------------------------- |
| **Total Clients**  | Everyone registered in your clinic |
| **New Clients**    | Added in the last 30 days          |
| **Active Clients** | Those with recent activity         |
| **Consultations**  | Consultations in the last 30 days  |

Below them sits the list itself. The toolbar carries **Import**, **Export** and **Create client**; the row above the table carries **Search clients...**, the **Client status**, **Billing type** and **Waitlist** filters, and a **Sort** control offering **Sort by last name**, **Sort by first name** and **Sort by date added**.

A practice with no records yet gets **Your client registry is empty** instead of a table, offering three ways forward: **Explore with sample clients**, **Import clients** and **Add your first client**. The sample tour is for clicking around in — nothing in it is a real person, and nothing you do there reaches a real record.

## Add one client

<Steps>
  <Step title="Select Create client">
    The intake sheet opens over the list. It runs to three steps and shows its position as **Step 1 of 3 • Basic information**.
  </Step>

  <Step title="Enter who they are">
    **Legal first name** and **Legal last name** are required; name they go by, gender and date of birth are worth filling but optional. Enter what you have — the record is editable forever and a booking does not wait on a complete profile.
  </Step>

  <Step title="Set how they pay and their status">
    **Billing type** is **Self-pay** or **Insurance**, set separately for individual and group appointments. **Status** is required: **Active** or **Prospective**.
  </Step>

  <Step title="Save">
    Select **Create client**. The toast reads **Client created successfully!** and they appear in the list.
  </Step>
</Steps>

The full intake form, field by field, is walked through in [Add your first client](/practice/get-started/add-clients).

## Open or edit a record

Select the **⋯** menu at the end of a row:

* **View details** opens the full chart — visits, documents, billing, files. See [The client chart](/practice/daily/client-chart).
* **Edit** reopens the record for changes.

## Work the self-registration waitlist

If people can register themselves, their requests arrive as a waitlist rather than as live records. Anyone waiting carries a **Waitlist** badge, and the **Waitlist** filter shows only them. Then use the row menu:

* **Approve request** opens **Approve client request** — "They'll become an active client in your clinic." Confirm with **Approve**.
* **Decline request** archives it and removes it from the waitlist. It does not notify the person who asked.

The approval dialog carries an **Enable client portal access** checkbox — "Lets them sign in via magic link to view records, book appointments, and message your team."

<Note>
  **That checkbox is ticked by default**, so approving someone normally grants portal access as well as creating the record. Untick it if you do not want them signing in yet. See [Turn on the patient portal](/portal/setup/enable).
</Note>

## Import and export a list

**Import** opens **Bulk-import patients** — "Upload a CSV to register multiple patients in this clinic at once. Each row creates one adult patient with primary contact info." Start from **Start from the template** so your columns match, upload the file, check the **Preview**, then run it. The **Result** panel reports **Submitted**, **Created** and **Failed**, and failed rows come back as their own CSV you can fix and re-upload.

**Export** opens **Export patient registry** and downloads every record as a single file.

Import in one pass rather than in fragments — a half-imported list is harder to reconcile than a missing one.

<AuditNote action="Opening a client record" />

## Check it worked

* The client appears in the list and can be found by searching their name.
* Opening **View details** shows the details you entered.
* They can be selected when booking an appointment and when writing a note.
* An approved waitlist request is gone from the **Waitlist** filter and present in the main list.

## If something goes wrong

<AccordionGroup>
  <Accordion title="A client I just created is not in the list">
    Check whether a **Client status**, **Billing type** or **Waitlist** filter is still applied from earlier, and clear it. Each filter carries a **Clear filter** item at the bottom of its menu.
  </Accordion>

  <Accordion title="Create client is greyed out">
    You have reached your plan's record limit. Hovering the disabled button shows the upgrade prompt. See [Change your plan](/platform/plans/change-plan).
  </Accordion>

  <Accordion title="An approved client cannot sign in to the portal">
    The **Enable client portal access** checkbox was unticked at approval. Open the record and grant access from there — see [Turn on the patient portal](/portal/setup/enable).
  </Accordion>

  <Accordion title="Some rows failed on import">
    The sheet gives you the failures as their own CSV. Correct those rows and upload that file — do not re-upload the whole list, or you will create duplicates of the rows that already worked.
  </Accordion>

  <Accordion title="Sample clients appeared that nobody created">
    That is **Explore with sample clients**. It is a preview of the screen, separate from your real list, and nothing in it is saved to your clinic.
  </Accordion>
</AccordionGroup>

<StillStuck />