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Client Details

Basic client information and demographics

The Details section displays essential client information including avatar, contact details, demographic data, and general notes about the client.

Header Card​

The main details card displays:

Avatar​

Size: 120x120 pixels

Display:

  • Profile picture if uploaded
  • Client's initials if no picture (first letter of name)
  • Colored background (primary theme color)

Client Name​

Prominently displayed at the top of the card in large, bold text.

Format: Full name as entered in client record

Fallback: "Unnamed Client" if no name provided

Contact Information​

Email Address:

  • Displays with envelope icon
  • Shows "No email provided" if missing
  • Email is the unique identifier for the client

Phone Number:

  • Displays with phone icon
  • Shows "No phone provided" if missing
  • Used for SMS notifications and contact

Demographic Chips​

Color-coded chips displaying:

Age (blue chip):

  • Calculated from date of birth
  • Shows age in years
  • Updates automatically

Gender (purple chip):

  • As entered in client record
  • Common values: Male, Female, Non-binary, etc.

Marital Status (pink chip):

  • Relationship status
  • Common values: Single, Married, Divorced, etc.

Action Buttons​

Edit Information​

Opens Edit Client Details Dialog to modify:

  • Full name
  • Email address
  • Phone number
  • Date of birth
  • Gender
  • Marital status
  • Other demographic fields

Permissions: Only available to note owners and team admins

End Recurring Sessions​

Appears only if client has recurring appointments:

Functionality:

  • Cancels all future recurring sessions
  • Opens confirmation dialog
  • Removes recurrence rule from calendar
  • Individual sessions remain until manually deleted

Use when:

  • Client completes treatment
  • Client goes on extended break
  • Switching to different schedule

Remove Client​

Deletes the entire client record:

Warning: This action is permanent and cannot be undone

What gets deleted:

  • All session notes
  • Treatment plans
  • MSE records
  • Portal access
  • Booking history (references removed)

Confirmation: Requires explicit confirmation before deletion

Permissions: Only available to note owners

General Notes Section​

Below the header card, a "Details" section for free-form notes.

Purpose​

Store non-clinical information such as:

  • Administrative notes
  • Practice management details
  • Scheduling preferences
  • General observations
  • Non-session reminders

Editing​

Click the edit icon to open text editor:

  • Rich text editing
  • Saves automatically
  • Visible to all team members with access

Empty State​

When no notes exist:

  • Info alert displays
  • Message: "No details available for [Client Name]"
  • Click edit to add first note

Client Portal Quick Access​

Portal Icon (Top-Right Corner)​

Click the portal icon in the page header to:

If Portal Doesn't Exist:

  • Creates new portal with loading overlay
  • Generates unique portal ID
  • Saves ID to client record
  • Opens portal in new tab

If Portal Exists:

  • Opens existing portal in new tab
  • No delay or loading
  • Direct access to client's portal view

Permissions​

Note Owner​

Full access to:

  • Edit all client information
  • Modify general notes
  • End recurring sessions
  • Remove client record
  • Create/access portal

Team Members​

Limited to:

  • View client information only
  • View general notes (read-only)
  • Cannot edit demographics
  • Cannot remove client
  • Cannot end recurring sessions

Team Admins​

Same permissions as note owner:

  • Full edit access
  • Can remove client
  • Can manage all aspects

Best Practices​

Contact Information​

Keep contact details current:

  • Update email if client changes it
  • Verify phone number accuracy
  • Use email as primary identifier
  • Document preferred contact method in general notes

Demographics​

Maintain accurate demographics for:

  • Age-appropriate treatment planning
  • Insurance documentation
  • Legal requirements
  • Clinical research

General Notes​

Use general notes for:

  • Scheduling preferences (prefers mornings, etc.)
  • Administrative details (insurance changes)
  • Non-clinical observations (prefers phone vs email)
  • Practice management (payment arrangements)

Avoid clinical content in general notes - use session notes instead.

Next Steps​

Learn about other client record sections:

Pro Tip

Add scheduling preferences and preferred contact methods to the general notes. This helps maintain consistency across sessions and ensures smooth communication with clients.

Last updated on by Anurag Mandal