Client Directory

What it is

Browse and search your client directory

Who it's for

Workspace Owner Staff

Access & Scope

Property	Value
Module	clients
Personas	workspace-owner, staff
Scope	Workspace-level
UI Location	Dashboard > Clients

| Status | active |

UI Location

Dashboard > Clients

How it works

The Client Directory provides a searchable and filterable interface for browsing your client database. Here's how it works:

1. Client List View: Displays all clients in a paginated table format showing:

   • Client name and avatar (or initial letter)
   • Member since date
   • Quick actions (edit, delete)

2. Search Functionality:

   • Real-time search by client name
   • Search is case-insensitive and matches partial names
   • Search works in combination with custom field filters

3. Custom Field Filtering:

   • Filter clients by any custom field marked as "filterable"
   • Supported filter types:
     • Text: Partial text matching
     • Number: Exact number matching
     • Boolean: Filter by true/false values
     • Select: Filter by specific option
     • Multi-select: Filter by multiple selected options
     • Date: Filter by date (matches dates starting with the entered value)
     • Datetime: Partial datetime matching
   • Multiple filters can be applied simultaneously
   • Filters are combined with AND logic

4. Pagination:

   • Configurable page sizes: 5, 10, 20, or 50 clients per page
   • Navigation controls for moving between pages
   • Results count and current page information displayed

5. Client Actions:

   • Click on a client row to view/edit client details
   • Direct navigation to client info, sessions, or financial tabs
   • Quick edit and delete actions from the list view

Settings

The Client Directory includes the following configurable options:

1. Page Size: Choose how many clients to display per page (5, 10, 20, or 50)

2. Filterable Fields: Only custom fields marked as "filterable" in the field manager will appear as filter options in the directory. This setting is controlled in the Custom Field Manager.

3. Default View: The directory opens in list view by default, showing all clients sorted alphabetically by name.

4. Filter Reset: All active filters and search terms can be reset with a single button click.

Permissions

Access to the Client Directory requires:

• client.read: Required to view the client directory and search/filter clients

Additional Permissions (for actions within the directory):

• client.create: Required to see the "Add Client" button
• client.update: Required to edit clients from the directory
• client.delete: Required to delete clients from the directory
• client.fields.manage: Required to access the "Manage Fields" button

Default Access:

• Workspace Owner: Has full access to all directory features
• Staff: Access depends on assigned role permissions. Staff without client.read will see a permission-locked message.

Use Cases

1. Quick Client Lookup: Use the search bar to quickly find a client by name when you have many clients in your database.

2. Client Segmentation: Apply custom field filters to find specific groups of clients:

   • All clients in a specific location (if location is a custom field)
   • Clients with a particular status or tag
   • Clients who prefer a specific service type

3. Bulk Operations Preparation: Filter clients to identify groups for:

   • Sending targeted communications
   • Scheduling group sessions
   • Applying discounts or promotions

4. Data Analysis: Use filters to analyze client distribution:

   • How many clients match certain criteria
   • Distribution across different custom field values

5. Daily Operations: Quickly access client information during:

   • Phone calls (search by name)
   • Appointment scheduling (filter by availability or preferences)
   • Follow-up tasks (filter by last contact date or status)

Notes / Limits

1. Filtering Limitations:

   • Only custom fields marked as "filterable" appear in the filter panel
   • Not all field types support filtering (e.g., file uploads, signatures, complex nested objects)
   • Filters are applied client-side for performance, so very large client lists may experience slight delays

2. Search Behavior:

   • Search only matches against client names, not custom field values
   • To search custom field values, use the appropriate custom field filter instead
   • Search is case-insensitive

3. Pagination:

   • Pagination resets to page 1 when filters or search terms change
   • Total result count reflects filtered results, not total client count

4. Performance:

   • Directory loads all clients initially, then filters client-side
   • For workspaces with thousands of clients, consider using more specific filters to narrow results
   • Large numbers of filterable fields may slow down filter rendering

5. Sorting: Clients are currently sorted alphabetically by name. Custom sorting options are not available in the current implementation.

Changelog

Mon Jan 15 2024 02:00:00 GMT+0200 (Eastern European Standard Time)

• Initial documentation