Client Management

Question 1

What does the client detail page include?

Accepted Answer

The client detail page is organized into three main regions.

Header:

Name and status labels (risk, progress, clinical process, administrative; 16 labels across 4 categories)
Breakthrough moments counter, edit and new appointment buttons

Left panel:

Upcoming appointment
Pinned note (critical info such as crisis plan, allergies, medications)
Financial status card (unpaid and overdue amounts)

Center — Client Flow: chronological timeline of sessions, notes, goals, and breakthrough moments.

Right panel — four tabs:

Summary: process summary (start, duration, last session, session breakdown) and goal summary
Goals: active, completed, and archived goals with progress indicators
Profile: demographic information and emergency contact
Finance: paid / unpaid / overdue totals, default fee, financial history

Question 2

How does the client lifecycle work?

Accepted Answer

The lifecycle consists of five stages: Create → Edit Profile → Sessions & Notes → Goal Tracking → Archive Clients can be in three states: Active: therapy ongoing, all features available. Archived: data preserved, read-only mode. Trash: deleted, can be restored within 30 days. Clients whose therapy is complete can also be archived. When a client is archived, past sessions and notes remain active; only future scheduled sessions are automatically cancelled. After the 30-day retention period, data is permanently deleted.

Question 3

What is Client Flow?

Accepted Answer

Client Flow is a chronological timeline view of the entire therapeutic process, located in the center of the client detail page. It lists all events grouped by month in date order.

Event types shown in the flow:

Sessions: with date, session number, status, mental state indicator, and linked notes
Notes created: with note type and tags. 28 different clinical note types appear in the flow with distinct styles (e.g., Initial Assessment, Treatment Plan, Formulation).
Goal definitions
Completed goals
Breakthrough moments

Each event type is displayed as a distinct card. You can filter the flow by event type using the filter options at the top.

Coming soon: measures and homework will also be added to the flow.

Question 4

What is a pinned note?

Accepted Answer

A pinned note keeps the most critical clinical context for a client one glance away before every session. Use it for the things you reference repeatedly: case formulation , treatment plan , crisis plan , medications , allergies , or core themes that keep surfacing in sessions. It stays visible on the left panel of the client detail page; hovering over the card expands it so you can scan the full content without leaving the client page. Each client has a single pinned note that you can update at any time.

Question 5

How do I create a new client record?

Accepted Answer

Click the New Client button in the top-right corner of the Clients page. In the form that opens, enter the first name, last name, and phone number (required), and optionally add email, date of birth, and other details. Click Save to create the client record; you will be automatically redirected to the client detail page.

Question 6

Which fields are required?

Accepted Answer

First name, last name, and phone number are required. All other fields (email, date of birth, gender, address) are optional. Required fields are marked with an asterisk (*) in the form. You can complete missing optional fields later from the client profile.

Question 7

What do client language and time zone settings do?

Accepted Answer

The language setting determines which language is used for automated messages and notifications sent to the client. The time zone affects the session dates and times the client sees in messages. For example, while you work in Istanbul (GMT+3), your client in New York (GMT-5) sees the session time in their local time.

Question 8

How do I edit client profile information?

Accepted Answer

There are two ways to edit a client's profile from the detail page: the Edit button in the top header, or the Edit Profile button on the Profile tab. The form lets you update first name, last name, email, phone, date of birth, gender, and other fields. Changes are applied with the Save button and recorded in the activity history.

Question 9

What are status labels and how are they used?

Accepted Answer

Status labels are color-coded visual indicators that provide an at-a-glance view of clinical process, risk level, and administrative status. There are 16 labels across four categories:

Risk & Warning: High Risk, Medium Risk, Needs Follow-up
Progress & Success: Making Progress, Goals Achieved, Actively Engaged, Strong Therapeutic Alliance, Termination Phase
Clinical Process: Assessment Phase, Maintenance Phase, On Hold, Supervision Topic
Admin & Financial: Billing Issue, Waitlisted, Referral in Process, Legal Involvement

You can assign multiple labels to each client. Click the pencil icon next to the client's name on the detail page to add or remove labels.

Question 10

How are communication preferences configured?

Accepted Answer

Separate communication preferences can be set for each client in the profile: the language setting determines which language is used for messages sent to the client (session reminders, payment links, receipts). The time zone fills date and time variables in messages according to the client's local time. For example, while you work in Istanbul (GMT+3), your client in New York (GMT-5) sees the session time in their local time.

Question 11

How do I view the client list?

Accepted Answer

Open the Management → Clients page from the top menu to see all your clients. The list shows active clients by default. You can use the search bar to search by first name or last name in real time; search is case-insensitive.

Question 12

What filtering and sorting options are available?

Accepted Answer

Filtering: Status: Active , Archived , Trash Multi-select filtering by status labels Sorting options: By name (A-Z / Z-A) Next appointment Last session Goal success rate Balance Creation date Update date

Question 13

What is the difference between card and table view?

Accepted Answer

Both views show the same core information: avatar, name, status labels, last session, next appointment, goal progress, and balance.

Card view: each client is displayed as a visual card; optimized for browsing.

Table view: adds a Sessions column showing counts of completed, scheduled, no-show, and cancelled sessions at a glance. Useful for quick scanning when working with many clients.

Your view preference is remembered across sessions.

Question 14

Where can I see a client's financial summary?

Accepted Answer

The client detail page offers two access points for the financial summary: Finance tab (right panel): full payment history, total revenue, paid/unpaid/overdue totals, and current balance. Financial Status card (left panel): a quick-glance card showing unpaid and overdue amounts. Overdue amounts are highlighted in red; the card's link takes you directly to the Payments page.

Question 15

How is the default session fee set?

Accepted Answer

You can set a client-specific session fee in the Default Session Fee field in the client profile. This amount is automatically applied when creating a new session. You can change the fee individually for each session. The fee is displayed in the currency set in your profile settings.

Question 16

How are overdue payments detected?

Accepted Answer

Sessions whose date has passed and whose payment status is Unpaid or Link Sent are automatically marked as Overdue . The fees of these sessions are summed to calculate the total overdue amount. Overdue payments are highlighted in red in the financial tab and the summary card.

Question 17

How do I archive a client?

Accepted Answer

Archiving flow: Open the Management → Clients page from the top menu. On the client's card, open the three-dot menu and choose Archive . Read the warning in the confirmation dialog and confirm with Archive . The archived client is removed from the active list and can be viewed via the Archived filter. An Undo notification appears at the bottom right after the action. To reactivate an archived client, use the Unarchive option in the card's menu on the Archived tab.

Question 18

What is the difference between archiving and deletion?

Accepted Answer

Archiving: a reversible action; the client and all data are preserved, just removed from the active list. Deletion: permanent; after a 30-day retention period, all data (sessions, notes, payments, goals) is completely removed. Use archiving when therapy is completed; use deletion when data needs to be permanently removed.

Question 19

What is the 30-day retention rule?

Accepted Answer

When a client is deleted, data is not immediately permanently removed; it remains in a "pending deletion" state for 30 days . During this period, you can undo the deletion. After 30 days , all client data (personal info, sessions, notes, payments, goals, breakthrough moments) is permanently and irreversibly deleted.

Question 20

How does permanent deletion work?

Accepted Answer

Move to Trash: Open the Management → Clients page from the top menu. On the client's card, open the three-dot menu and choose Delete . Read the 30-day retention warning in the dialog and confirm with Move to Trash . The client moves to the Trash tab and the 30-day retention period begins. During this period, open the card's menu on the Trash tab and choose Restore to bring the client back. Permanent deletion: on the Trash tab, open the card's menu and choose Delete Permanently . This action cannot be undone.

Client Management

Client Management Overview

Creating a Client

Profile Editing

Client List & Filtering

Financial Tracking

Archiving & Deletion

Can't find what you're looking for?

Client Management

Client Management Overview

Creating a Client

Profile Editing

Client List & Filtering

Financial Tracking

Archiving & Deletion

Can't find what you're looking for?

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