Client details

The client dialog is a full-screen editor for a single client, with a Details tab for their information and a Journal tab for their history.

The Details Tab

All of the client's fields are shown here and can be edited directly. Which fields exist depends on your organisation's client field definitions (see Template fields); common examples are name, email, and phone number. Staff see every client field here, including the ones the customer never sees.

The save button stays disabled until you have actually changed something and there are no validation errors, such as an email address in the wrong form. Fields defined as required are marked while they are empty; fill them in — the dialog itself does not stop a save without them. Closing the dialog discards your edits — if there are unsaved, valid changes, you are asked to confirm first. Without Clients at Manage the dialog is read-only and the save button is not shown.

Profile Image

If the client has a profile image on file, it appears at the top of the Details tab with a remove button on its corner. Removing is the only image action available here — you cannot upload or replace a photo from this dialog. If you also hold Manage on Configuration & settings, on Organisation or on a resource, clicking remove deletes the picture at once: closing the dialog without saving does not bring it back. If you also hold Manage on Configuration & settings, on Organisation or on a resource, clicking remove deletes the picture at once: closing the dialog without saving does not bring it back.

Consent and process fields

Consent and process fields — marketing permission, a signed waiver — are shown read-only, because only the client can give them on the customer site. Each shows a green tick or a grey cross, the field's heading and the date of the last answer; click the row to see the IP address and the device the answer came from. A field the client has never answered reads "This field can only be set by the client". See Template fields.

Protected fields

A client field is a protected field when its reads are logged now: it is set to Always logged, or to Logged when opened while your organisation has Log who reads client data switched on (see Audit settings and the health profile). The answers of protected fields are not stored in the client list on your device; the dialog fetches them from the server when you open an existing client.

• While they load, a thin progress line reads "Loading protected fields", and the fields stay locked (read-only) until the answers arrive.
• Each protected field shows a lock icon beside it. Its tooltip reads "Reading this field is logged".
• If loading fails, a warning reads "The protected fields could not be loaded. They stay unchanged when you save." with Retry.
• When you save, only the protected answers you changed are sent. An answer you did not touch, or could not load, stays exactly as stored.
• A new client has nothing to load, so its fields are open at once.

While Log who reads client data is on, opening an existing client is itself recorded in the audit log: one entry per client, per person, per 15 minutes. Loading the protected fields is recorded too, by the names of the fields and never their answers; for a field set to Always logged that holds whether or not Log who reads client data is on. See Read logging. While it is off, a field set to Logged when opened behaves like any other field and nothing is recorded about it.

The Journal Tab

For an existing client the dialog has a second tab, Journal, listing everything recorded for that client across their whole history — bookings, journal records, orders, payments, wallet movements, vouchers, and feedback (the entry types are explained on the Journal page). Use the search field (Find entry) to filter the list. Each row shows the event-type icon, date, description, and amount; the Columns button adds who created and last changed each entry. Open a row with its arrow to see who created and last changed it; for a booking, a journal record, an order, a payment, a wallet movement or a voucher, a History button there also opens its record history, when your organisation keeps record history and you hold the Audit log right.

Use this tab to trace a case before you decide on a remedy: search for "voucher" or "wallet" to see the client's voucher and credit movements next to their bookings. Tags and notes cannot be added here. For an operational handover, open the main Journal, find the relevant order, payment or wallet movement, and use its tags and timestamped notes. Record what happened, what remains to do and who should act; a note alone does not change a booking or refund a payment. A standing fact about the client belongs in a staff-only client field.

The Journal tab does not appear while you are creating a new client.

Created, changed and history

Below the Details form, a short line shows when the client was created and when it was last changed, and by whom. If your organisation keeps record history and you hold the Audit log right, a History button beside it opens the client's Record history: the earlier versions, who made each change, and Restore this version. See Record history and restore.

More actions: export and erase

For an existing client, More actions (the three dots in the toolbar) offers:

• Export client data — downloads everything go flow holds about the client as a zip file, for a request to see or take their data. It needs a connection. See Data subject export.
• Erase client — erases the client's personal data for a request to be forgotten. Shown only to users who hold both Configuration & settings and Clients at Manage on the client's organisation, and it needs a connection. See Erase a client.

Deleting a Client

Click the trash icon in the toolbar (tooltip Mark for deletion). A warning banner says the client will be deleted when you save, and the form is locked; click the icon again to undo. Then click Save.

If you may also erase clients, saving asks "Delete this client?" with two choices:

• Delete the client record — the client leaves the lists; the record and its history are kept and can be restored.
• Erase the personal data — for a request to be forgotten; it cannot be undone, and the next step asks you to confirm (see Erase a client). It needs a connection.

Choose one and click Continue. Without the right to erase, saving deletes the client record directly.