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 > People Management > Clients

note

The Client Directory is part of the People Management section, which also includes Staff Directory and Referrals. The available tabs are controlled by workspace menu configuration.

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
   • If the Labs module is enabled, client details can include a Lab Visits tab to review the client's lab visits history and open a visit details page
   • 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