Follow these instructions to add a new client to your database:

1. From any hub, click File > New > Client. Or, from most ribbons, click Client in the New group of the ribbon.

      

2. 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.

• Client Header - The header section is for the client's contact information and image. This section, along with the General tab below, contain the basic client information.

• 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. 

  
  

3. 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. When entering the salutation, please note that this field's drop-down options cannot be modified. However, you may free-type your own salutation if the one you're looking for is not listed.

   TIP! The software will automatically capitalize the first letter for you. If you type "sara johnson," the software will update the name to "Sara Johnson" when you continue to the next field. If you don't want the auto-capitalization to take effect, simply press the F3 key on your keyboard and press the TAB key to move to the next field.

   • 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.

4. 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.

     • "Allow Marketing" - For those clients that do not want to receive marketing information from you, leave these boxes unchecked. The software can automatically eliminate these clients from certain features.

5. 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.

      

6. 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.

7. 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.

8. Click Save & Close when finished.