Clients

The clients page is your member directory: a searchable, filterable list of everyone in the selected organisation, with full create and edit access from a single screen.

Overview

The page lists the clients of the organisation who have booked, were created in the dashboard, or were invited by a hold. Deleted clients are excluded, and someone who only signed in on the customer site without completing a booking is not listed yet. Across the top you have a search field (Find client), the Advanced filter button, the Export to Excel button and the Create client (+) button. On a phone these collapse into a single speed-dial that combines the filter, export, and add actions. The page needs Clients at View.

Invited clients

When a colleague holds places in a session (Hold places) for an email address that does not belong to a client yet (see Session participants), go flow creates a client with the status Invited. The list shows an envelope instead of a picture; its tooltip reads "Invited: places held for this address, not signed in yet". When the person books through the link, the client becomes an ordinary active client. Saving an invited client's record in the dashboard also makes it an ordinary client. See also Add your first client.

Searching

Type into the search field to find clients as you go. The search runs across every client field marked Searchable in Template fields — typically name, email and phone number — and it is debounced so the list updates a moment after you stop typing rather than on every keystroke.

Advanced Filtering

Click the filter button to open the advanced filter dialog and build a precise query across multiple fields at once. The filter button shows a small red badge whenever any filter is active, so you always know the list is narrowed.

Activity and balances filters on what clients do rather than what is stored about them:

• Wallet balance at least — a minimum credit balance (with the Wallets module).
• Visits in the last 12 months, at least — your frequent visitors.
• Holds spendable vouchers — Any, Yes or No (with the Vouchers module).

Below, Client details offers a filter per client field, adapted to its type:

• Checkbox, consent and process fields become Any / Yes / No selectors.
• Dropdown, radio and autocomplete fields become multi-select chip lists of their options.
• Tags become a multi-select picker of all existing tags.
• Text, email, number, textarea and mobile fields become "contains" text filters.

Date fields cannot be filtered. Apply and Clear filters stay disabled until you have set at least one filter; Clear filters removes every condition at once and shows the full list again.

Adding a New Client

Click the add (+) button (Create client) to create a new client. Creating and editing clients requires Clients at Manage; without it the page is read-only — you can open and view clients, but not change or save them. A new client opens the full client dialog, where you fill in the details and save to add the record to the list.

The Client Table

Every column of the list is a client field with Show in table switched on, in the order of the field list. That includes the columns go flow fills itself: by default Picture, Credit balance (with the Wallets module), Voucher balance (with the Vouchers module), Visits and Last visit. Show, hide, rename and reorder any of them under Templates > Fields, where they are listed as computed rows (see Template fields). A column with an icon instead of a heading shows its name and explanation as a tooltip.

• Credit balance is the client's wallet credit.
• Voucher balance is the value still to spend on the client's vouchers.
• Visits counts attended sessions and appointments that have ended in the last 12 months, and Last visit shows when the most recent one was — cancellations and no-shows do not count.

The activity figures are fetched when the page opens and need a connection; offline they read as zero. Sort on any column by clicking its header. The Columns button in the last header cell adds Created, Created by, Changed and Changed by. Double-click a row — or click the eye icon at the end of the row — to open that client.

Excel Export

Click the Excel export button to download the list as a spreadsheet. The export contains the rows you have selected, or — when any filter is active — the full filtered set rather than just what happens to be on screen. The file is named with the current date so successive exports don't overwrite each other.

Data subject export

When a client asks what you hold about them, open the client and choose More actions (the three dots in the toolbar) > Export client data. It downloads everything go flow holds about that one client as a zip file; it is not the Excel export, which only saves the list. See Data subject export.

Erasing a client

When a client asks to be forgotten, open the client and choose More actions > Erase client, or mark the client for deletion and choose Erase the personal data when you save (see Client details). Only users who hold both Configuration & settings and Clients at Manage on the client's organisation see the option, and it needs a connection. Erasing cannot be undone; if the client also asked for a copy of their data, export it first. See Erase a client.

Notes and tags about a client

The client record has no notes or tags of its own. Use instead:

• Notes on money records — tags and timestamped notes on the client's orders, payments and wallet entries in the Journal, for a matter with a next step.
• A staff-only client field — for a standing fact your team should see whenever the client is opened, create a client field with Self managed off, for example a textarea for notes (see Template fields). It shows only in the dashboard and is part of the client's data subject export.

Opening a Client (Details & Journal)

Opening a client (double-click, or the eye icon) shows the full-screen client dialog with two tabs:

• Details renders the ordered client-field controls. If the client has a profile image on file, it is shown at the top and can be removed — a new image cannot be uploaded here. For a client you have already saved, the trash icon in the toolbar (Mark for deletion) marks the client for deletion, and the deletion happens when you save. The icon is not shown while you are creating a brand-new client.
• Journal appears only when you open an existing client, never for a brand-new one. It is a searchable timeline of the client's history — bookings, journal records, orders, payments, wallet movements, vouchers and feedback. Each row shows a type icon, a formatted date, a description, and an amount column: entries with a credit or debit show it in green with a plus sign or red with a minus sign, other entries show a plain currency amount. Use the main Journal to add operational notes to the relevant order, payment or wallet movement.

When your organisation logs who reads client data, opening a client is recorded in the audit log; see Client details for what else changes in the dialog.