Adding Clients
Clients are added to your system automatically when they book, but you can also add them manually.
Automatic Client Creation
When someone books through your website:
- They enter their details during booking
- An account is created automatically
- They appear in your client list
- They receive a welcome email
No action needed from you - it’s seamless.
Manual Client Creation
To add a client before they book:
Go to Clients
Navigate to the Clients section in your admin panel.
Click Add Client
Click the Add Client or + button.
Enter Details
Fill in the required information:
- Full name
- Email address
- Phone number (optional)
Save
Click Save to create the client profile.
When to Add Clients Manually
- Existing clients - When moving from another system
- Before first booking - If you want to prepare their profile
- Referrals - When someone is referred before they book
- Corporate clients - When setting up multiple people
Required vs Optional Fields
| Field | Required | Notes |
|---|---|---|
| Full Name | Yes | First and last name |
| Yes | For account and notifications | |
| Phone | No | Useful for reminders |
| Date of Birth | No | For age-appropriate training |
| Emergency Contact | No | Recommended for safety |
| Notes | No | Any initial information |
After Adding a Client
Once a client is added:
They Can Be Booked
- Book sessions on their behalf
- They appear in the client dropdown
They Need PAR-Q
- Send them a link to complete their health form
- Or wait until they book (automatic prompt)
They Can Log In
- They can create a password to access their account
- Or use the booking link you send them
Importing Multiple Clients
Moving from another system? Contact support for bulk import options.
When importing:
- Prepare a CSV with client details
- Include name, email, phone
- We’ll help you map the fields
- Review and confirm before import
Duplicate Prevention
The system checks for existing clients by email address. If an email already exists, you’ll be notified.
If you find duplicates:
- Identify which profile has more history
- Contact support to merge profiles
- We’ll combine all bookings and data
Client Welcome Email
When a client is added (either automatically or manually with email):
They receive a welcome email with:
- Your business name
- Link to log in / set password
- How to book sessions
- Your contact information
You can customise this email in Settings.
Inviting Clients
Want to invite someone who hasn’t booked yet?
- Add them as a client
- Click Send Invite on their profile
- They receive an email to complete their profile
- They can then book sessions
Tips for Clean Data
- Consistent naming - Use “John Smith” not “john smith”
- Real email addresses - Ensure emails are valid
- Complete profiles - Fill in as much as possible
- Regular cleanup - Archive old or duplicate accounts