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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.

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What you’re looking at

The page is headed Clients Management, with four figures across the top: The toolbar carries Import, Export and Create client. The row under it holds Search clients…, the Client status and Billing type filters, a Waitlist button — a toggle, not a menu, which turns amber while it is on — and a Sort control offering Sort by last name, Sort by first name and Sort by date added. A filter that is applied shows a 1 badge and gains a Clear filter item. The table has five columns: Status is changed in place from the Name column — Active, Inactive, Prospective or Archived — and confirms with Client status updated. A practice with no records yet gets Your client registry is empty instead of a table, offering Explore with sample clients, Import clients and Add your first client. The sample tour is for clicking around in: “About 60 seconds · nothing is saved to your clinic”. When a search matches nobody you get No clients found matching ”…” instead.

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Add one client

1

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.
2

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.
3

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.
4

Save

Select Create client. The toast reads Client created successfully! and they appear in the list.
The full intake form, field by field, is walked through in Add your first client.

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Open or edit a record

The ⋯ menu at the end of a row offers View details — the full chart, see The client chart — Edit, Add sticky note, and Add status note for owners, managers and clinical staff.

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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 toggle 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 — “The request will be archived and removed from the waitlist. This does not notify the requester.”
The Enable client portal access checkbox on Approve client request — “Lets them sign in via magic link to view records, book appointments, and message your team.” — arrives already ticked. Approve without clearing it and the toast reads Client approved and portal access enabled: that person now has a working login to their own records. Clear the checkbox if you are not ready for that. See Turn on the patient portal.

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Import and export a list

Import opens Bulk-import patients — “Upload a CSV to register multiple patients in this clinic at once.” Take Download sample CSV first so your columns match, upload the file (“.csv only, max 5MB, up to 500 rows”), read the Preview, then run it. The Result panel reports Submitted, Created and Failed, with Download failed rows with error column for anything that did not land. Export opens the export sheet and downloads the registry as a single file. Import in one pass rather than in fragments — a half-imported list is harder to reconcile than a missing one.

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Who can do this

Role decides whether Clients opens. Permission decides what you may do once it is open. On Solo and Team the real levers are the role you gave someone and the access tier you picked when you invited them — Basic, Billing, Full client list or Entire practice. There is no per-role navigation editor on these plans, and no per-action permission covers the client list itself: the Permissions sheet on a team member (“What they may do on the pages their role already opens”) carries only clinical-authority acts such as signing and countersigning. Two behaviours surprise people:
  • Enforcement is opt-in, per person. A colleague never saved in the permissions sheet is unrestricted. The sheet warns “Saving starts enforcing”.
  • A denied action is recorded; an allowed one is not. Hiding a module from somebody’s sidebar is a convenience, not a security boundary.
See Staff permissions.

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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 no longer carries a Waitlist badge.

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Common issues

A Client status, Billing type or Waitlist filter is still applied from earlier. Each filter carries a Clear filter item at the bottom of its menu; the Waitlist toggle is cleared by selecting it again.
You have reached your plan’s record limit. Hovering the disabled button shows the upgrade prompt. See Change your plan.
The Enable client portal access checkbox was cleared at approval. Open the record and grant access from there — see Turn on the patient portal.
The sheet gives you the failures back with Download failed rows with error column. Correct those rows and upload that file — do not re-upload the whole list, or you will duplicate the rows that already worked.
That is Explore with sample clients. It is a preview of the screen, separate from your real list, and “nothing is saved to your clinic”.

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FAQ

Both take somebody out of your working list. Inactive is for a client you expect back; Archived is for one you do not. Neither deletes anything — the chart, its notes and its invoices stay exactly as they were.
No. Clinical records are kept for their full retention period, so a client is retired by status rather than removed. Set them to Archived.
No — “This does not notify the requester.” If they should hear from you, contact them yourself before declining.
Yes, and the last save wins. For anything the whole team needs to see, use a sticky note on the chart rather than a field somebody else may overwrite.
No. An import creates records and nothing else — no portal invitation, no welcome message. Portal access is granted per person afterwards.