Adding a client and their sessions

Add a client

1. In the menu, open Clients and choose Add client.
2. Give them a Client alias: a code you use instead of their name, for example FCS011. The alias is what shows across the app. Leave it blank and we’ll make one up.
3. Add their full name, email and phone if you like. Their name is kept encrypted. Their email is used for booking confirmations, reminders and receipts.
4. Your main supervisor is chosen for you. Change it, or choose No supervisor.
5. Press Add client.

You can also add a client while booking a session: choose + New client… at the bottom of the client list.

Book or log a session

1. Open the client and, under Sessions, choose Log a session.
2. Set the Date, Start and Length. The length starts at your usual appointment length from Settings.
3. To set up a regular arrangement, choose how often under Repeats (weekly, every 2, 3 or 4 weeks, or monthly). Leave Ends on blank for an ongoing arrangement.
4. Choose face to face, online or telephone. For online sessions, add the Meeting link: it shows as Join on the calendar for you and your client.
5. Choose How they pay: card, cash, bank transfer or no charge. See Taking payments with Stripe.
6. Leave Send confirmation to client ticked to email them the details with a calendar file.
7. Press Book session (for a future session) or Save session (for one that has already happened).

After the session

Open the session from the calendar or the client’s page and set the Outcome: Attended, Did not attend or Late cancellation. For card payments, marking a session attended is what takes the fee.

Add a Theme (the main topic only, never anything that could identify the client) and your Private notes, which are private to you and never shared. Tick Flag for supervision to add the session to the agenda for your next supervision.

Changing a repeating arrangement

When you edit a session in a series, choose Just this session or This and all future sessions. To end the arrangement, use Stop this series….

Ending work with a client

On the client’s page, choose End work with followed by their alias. Their sessions, notes and documents stay on the record, future sessions come off your calendar, and the client isn’t emailed. You can reactivate them later, but you’ll need to book any future sessions again.