Home > Clients > Client How To's > Creating a ClientCreating a Client
Follow these instructions to add a new client to your database:
From any hub, click File > New > Client. Or, from most ribbons, click Client in the New group of the ribbon.
Take a look at the new client form. You will see the following areas:
Client Ribbon -
The ribbon is where you'll find tools for working with your clients.
Click on the tabs across the top (Home, Communication, etc.) to see more
tools. For a complete description of each tool on the ribbon, see the Client Ribbon reference topic.
Detail Tabs - There are a variety of detail tabs shown in the lower portion of the record. When entering a new client, you'll focus on the General tab, the Groups tab, and the Notes tab.
The other tabs will automatically display details for any appointments,
sessions, tasks, invoices, etc. that are related to the client. You can
easily access any record in your database related to a specific client -
right from the client's record.
Enter the client's contact information.
Name - You can enter a first name, last name, and salutation (optional) for the client. See Start with Client's First/Last Name to change the order the name fields are entered.
Address - Enter the client's mailing address.
Email - Be sure to enter the client's email address! To enter more than one, separate them with a semi-colon (;).
Phone Numbers - Enter the client's main phone number and any additional contact numbers. See Phone Number Labels to find out how to customize the labels.
Fill in the following fields on the General tab.
Client Number - The software will automatically
assign a unique client number, based on your selected preferences. The
client number can be manually changed, but it MUST remain unique. See Setting up the Client Numbering System to change how the client number is determined.
Client Status - Select the client's status.
Use client statuses to track your prospects as well as to assign various
"levels" to your current clients. There can be a due date associated
with the client status to remind you to follow up. See also: Client Statuses
Lead Source - Use this field to keep track of how this client heard about you. See also: Lead Sources
Referred By - If the client was referred by
one of your current clients, click the browse (...) button to find that
client in your database. See also: Tracking Referrals
Anniversary Date - If available, enter the client's anniversary. You can use it in the future for marketing purposes. See also: Marketing Plans
Birthday - Also, if available, enter the client's birthday. See also: Marketing Plans
Contract Date - If you require clients to sign a contract, use this field
to record when the contract was received.
Custom Fields - You can enter some custom information about your client. There are two date fields and four text fields for you to use.
Call Warning - Call warnings are messages that will alert you and your staff to special instructions, such as "This
is a surprise party, don't talk to spouse." If there is a call
warning for a client, it will appear in red next to the phone number anywhere
it is listed in the software.
Marketing Options - Keep track of the client's specific marketing preferences with the following check boxes:
"Saturday Only" - For clients that prefer to book sessions and appointments only on Saturdays.
"Do Not Market" - For those clients that do not want to
receive marketing information from you. The software can automatically
eliminate these clients from certain features.
"Do Not Call" - For those clients who do not want to be
called. The software can automatically eliminate these clients when creating
Enter the client's family members.
Click on the green plus (+) sign to add a new family member.
Or, to modify an existing family member, double-click the family member
in the list. See also: Adding Family Members
Enter the name of the family member, their relationship to
the client, and their birthday, along with their phone number(s) and
an email address. A family member can be designated as a "Secondary Contact."
A secondary contact's name will stored in the client table, making
them available on the hub screens. See Family Member Relationships to see how to customize the relationships list.
Open the Groups tab and choose the appropriate group(s) for the client.
Select group(s) in the left panel and then click the right arrow (>) to assign the client to the group(s). See Client Groups learn how to add, delete, and modify your client groups, as well as how to use them for marketing.
Additional things you may want to do:
Choose the organization the client belongs to (i.e., high school seniors). See also: Organizations
Create a task or schedule a phone call to follow up with this client.
Print the client's profile using the Print button on the ribbon.
Type in some additional notes about the client on the Notes tab.
Click Save & Close when finished.