The Client Directory

Overview

The Client Directory lists all clients. You usually don't need to add clients manually—records are created automatically when someone books, buys a bundle/membership/service, or when you add a booking or membership manually.

What Information is Shown

The directory shows:

Name and email
Last active date (based on most recent booking)
Total amount paid
Cash balance (negative = owes, positive = credit)
Total bookings count

How Clients Are Added to the Directory

Automatic creation

A client record is created when:

Someone books a class or service
Someone purchases a bundle
Someone subscribes to or purchases a membership
You manually add a booking
You manually add someone to a membership

No manual entry is needed in the first 4 cases.

Manual methods

Adding a client manually

Open the Client Directory
Click "Add"
Enter email (required), name, phone
Click "Add Client"

Importing clients via CSV

Click "Import"
Format CSV: email,firstname,surname,phone
Either upload a CSV file or paste the data
Click "Import Clients"

Note: Existing clients (same email) are skipped.

Viewing Client Details

Click a client to open details:

Contact info: name, email, phone, emergency contacts, tags
Onboarding forms: all submissions with dates and responses
Achievements: add, edit, or delete
Recent bookings: last 5 bookings
Financial summary: total spent and cash balance

Editing Client Information

Open client details
Click "Edit" (pencil icon)
Update name, email, phone, or tags
Click "Save"

Tags can be used to group clients (e.g., club, location). Previously used tags appear as suggestions.

Viewing Onboarding Form Submissions

Open client details
Go to the "Onboarding Forms" section
View all completed forms with:

Form name
Completion date
All submitted responses

If multiple forms were completed, each is shown separately with its completion date.

Managing Achievements

Open client details
Go to the "Achievements" section
Click "Add Achievement" to create a new one
Click the edit icon to modify an existing achievement
Use the export icon to export achievement data (useful for certificates)
Use the delete icon to remove an achievement

Exporting Client Data

In the Client Directory, click "Export List"
A CSV file downloads with:

Name, email, phone
Emergency contacts
Tags
All onboarding form responses
Achievements
Total bookings and amount paid
Member since date
Last active date
Marketing consent status

The CSV includes all unique form fields found across clients, making it useful for analysis or external tools.

Deleting Clients

Important restriction

You can only delete clients who have never made any bookings. If a client has bookings, delete those first, then delete the client.

How to delete

If the client has bookings:

Delete all bookings first (in Booking Management)
Once no bookings remain, the delete option appears in the Client Directory

If the client has no bookings:

Find them in the Client Directory
Click the trash icon next to their name
Confirm deletion

Why this restriction: Bookings link to client records. Deleting a client with bookings would break that link, so the system prevents it. After bookings are removed, the client can be safely deleted.

Tips and Best Practices

Search by name or email using the search box
Sort by name (A-Z, Z-A), email (A-Z, Z-A), or date (newest/oldest first)
Use tags to filter or group clients later
The directory updates automatically as bookings and purchases occur

The Client Directory is primarily for viewing and managing client information. Most of the time, clients are added automatically, and you can focus on viewing details, editing contact info, managing achievements, and exporting data when needed.