Clients

What it is

Customer directory and client management with custom fields

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 Clients feature provides comprehensive client management with flexible customization options. Here's how it works:

1. Client Creation: Create new clients by providing:

   • Full name (required)
   • Contact methods (at least one required, with exactly one marked as preferred)
   • Avatar image (optional)
   • Custom field values based on your workspace's field definitions

2. Client Editing: Update client information including name, contact methods, avatar, and custom fields. Changes are saved immediately and reflected across all related features.

3. Custom Fields System: Each workspace can define custom fields with various types:

   • Text, textarea, number, boolean
   • Date, datetime
   • Select, multi-select
   • Image, file upload
   • Signature capture
   • Array and object (nested structures)
   • Team member selection

4. Contact Methods: Clients can have multiple contact methods (WhatsApp, phone, email, fax, other), with one designated as the preferred method for communications.

5. Client Management: View, edit, and delete clients. Each client has three main tabs:

   • Info: Basic information and custom fields
   • Sessions: All sessions associated with the client
   • Financial: Invoices, payments, and financial records

Settings

The Clients feature includes the following configurable settings:

1. Custom Field Management:

   • Create custom fields with various types and configurations
   • Set field labels, descriptions, and validation rules
   • Configure field metadata (placeholders, default values, options for select fields)
   • Mark fields as required or optional
   • Enable/disable field filtering in directory view
   • Set field uniqueness constraints
   • Reorder fields to control display order
   • Archive or restore fields (archived fields are hidden but data is preserved)

2. Field Types Configuration:

   • Text/Textarea: Configure min/max length, patterns, placeholders
   • Number: Set min/max values, step increments
   • Select/Multi-select: Define option lists with labels and values
   • Date/Datetime: Configure date ranges and formats
   • File/Image: Set accepted file types and size limits
   • Array/Object: Define nested field structures with child fields

3. Avatar Settings:

   • Upload client avatars (PNG, JPEG, WebP, SVG)
   • Automatic fallback to initial letter if no avatar is set

Permissions

Access to the Clients feature is controlled by role-based permissions:

• client.read: Required to view the client directory and individual client details
• client.create: Required to create new clients
• client.update: Required to edit existing client information
• client.delete: Required to delete clients
• client.fields.manage: Required to create, edit, archive, and reorder custom field definitions

Default Access:

• Workspace Owner: Has all permissions by default
• Staff: Permissions are granted based on their assigned roles. Staff without client.read permission will see a locked message when accessing the clients section.

Use Cases

1. Customer Directory Management: Maintain a centralized database of all clients with their contact information and custom attributes relevant to your business.

2. Custom Data Collection: Use custom fields to capture industry-specific information:

   • Medical clinics: Patient history, insurance information, allergies
   • Salons: Hair type, preferred services, product preferences
   • Fitness trainers: Fitness goals, medical conditions, workout preferences
   • Consultants: Company size, industry, project requirements

3. Multi-Contact Management: Store multiple ways to reach clients (phone, email, WhatsApp) and designate a preferred method for automated communications.

4. Client Segmentation: Use custom fields with filtering capabilities to segment clients by various criteria (location, service type, status, etc.).

5. Integration with Other Features: Client data integrates seamlessly with:

   • Sessions: Link appointments and sessions to clients
   • Financial Records: Track invoices and payments per client
   • Evaluations: Associate evaluation forms with clients

Notes / Limits

1. Contact Methods:

   • At least one contact method is required when creating or updating a client
   • Exactly one contact method must be marked as preferred
   • Contact method values are trimmed and validated

2. Custom Fields:

   • Field keys must be unique within a workspace
   • Field keys are automatically slugified (lowercase, hyphens, alphanumeric only)
   • Archived fields are hidden from forms but their data is preserved
   • Filterable fields must be of specific types (text, number, boolean, select, multi-select, date, datetime)

3. Data Validation:

   • Client names cannot be empty
   • Custom field values are validated against their field definitions
   • File uploads have size and type restrictions based on workspace settings

4. Performance Considerations:

   • Large numbers of custom fields may impact form loading time
   • Directory filtering is performed client-side for better responsiveness
   • Pagination is available for large client lists (5, 10, 20, or 50 per page)

5. Deletion: Deleting a client is a permanent action. Ensure all related data (sessions, invoices) is handled appropriately before deletion.

Changelog

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

• Initial documentation