Client Profiles

Quick Reference: View and edit comprehensive client information and history

📋 TL;DR - Quick Start

Go to Clients page
Click on any client name to open their profile
View appointment history, medical records, and notes
Click Edit to update client information
Add photos, notes, or medical history as needed

Step-by-Step Guide

1. Opening a Client Profile

From the Clients List:

Navigate to Clients in the sidebar
Find the client using the search bar (search by name, email, or phone)
Click on the client's name in the table

From Other Pages:

Calendar: Click appointment → Click client name
Search: Global search results show client links
Recent Activity: Click client name from activity log

2. Profile Overview

When you open a client profile, you'll see several sections:

📋 Basic Information

Full name (first + last)
Email address (clickable to send email)
Phone number (tap-to-call on mobile)
Date of birth
Full address
Private notes

📅 Appointment History

All past appointments with dates and treatments
Upcoming scheduled appointments
Appointment status (completed, scheduled, cancelled)
Quick links to appointment details

💉 Treatment History

All treatments the client has received
Treatment dates and frequencies
Most popular treatments
Total revenue from this client

🏥 Medical Information

Allergies and sensitivities
Current medications
Previous aesthetic procedures
Medical conditions and contraindications

📸 Photo Timeline

Before/after photos by appointment
Progress tracking over time
Chronological photo gallery

💰 Financial Overview

Total spent at your clinic
Outstanding balances (if any)
Payment history
Loyalty status

Editing Client Information

How to Edit

Open the client profile
Click the Edit button (top right)
Update any fields:
- First name / Last name
- Email
- Phone
- Date of birth
- Address
- Notes
Click Save Changes

What You Can Edit

| Field | Editable | Notes | |-------|----------|-------| | First Name | ✅ Yes | | | Last Name | ✅ Yes | | | Email | ✅ Yes | Must be valid email format | | Phone | ✅ Yes | Any format accepted | | Date of Birth | ✅ Yes | | | Address | ✅ Yes | | | Notes | ✅ Yes | Private - only visible to your team | | Appointment History | ❌ No | Managed via Appointments page | | Medical History | ✅ Yes | See Medical History |

Adding Information to Profiles

Adding Medical History

Open client profile
Scroll to Medical Information section
Click Add Allergy, Add Medication, or Add Previous Procedure
Fill in details and save

See full guide: Medical History Documentation

Adding Photos

Open client profile
Navigate to Photos tab
Click Upload Photos
Select appointment to link photos to (optional)
Choose photo type (before/after/progress)
Upload and save

Adding Notes

Private Notes (visible only to your team):

Open client profile
Scroll to Notes section
Click Edit or add new note
Save changes

Appointment Notes (linked to specific appointments):

Navigate to specific appointment
Add notes in the appointment details page

💡 Tips & Best Practices

Keep Profiles Complete

Complete profiles improve your service:

✅ Email & Phone → Enables automated appointment reminders
✅ Date of Birth → Send birthday promotions
✅ Medical History → Ensures treatment safety
✅ Notes → Remember preferences and build rapport

Use the Notes Field Effectively

Great things to record in notes:

Treatment preferences (e.g., "prefers numbing cream")
Appointment preferences (e.g., "only available afternoons")
Referral source (e.g., "friend of Sarah Martinez")
VIP status or special considerations
Personal details that build rapport (e.g., "has two children, teacher")

Privacy & Compliance

GDPR: Clients can request their data or deletion at any time
Consent: Only record information the client has consented to share
Security: All data is encrypted and secure
Access: Only your team members can view client data

Mobile Access

Client profiles are fully responsive
Phone numbers become tap-to-call links on mobile
Email addresses become tap-to-email links
Perfect for quick lookups between appointments

❓ Common Questions

Q: Can clients see their own profiles? A: Not currently. Client profiles are internal team-only records. However, clients receive appointment confirmations and can book via your booking link if enabled.

Q: Can I delete a client? A: Yes, but be careful! Deleting a client is permanent and removes all associated appointments and history. Consider marking them inactive instead.

Q: How do I merge duplicate clients? A: Contact support@aestheti.cc for assistance merging duplicate records.

Q: Can I export client data? A: Yes! Go to Clients → Export to download a CSV of all client records.

Q: Are photos backed up? A: Yes, all photos are stored securely in cloud storage with automatic backups.

Q: Can I restore a deleted client? A: No, deletion is permanent. Always double-check before deleting.

Q: How do I see which clients haven't visited recently? A: Use the search and filter tools on the Clients page to sort by last appointment date.

🎯 Next Steps

Book an Appointment for this client
Add Medical History for safety and compliance
Send SMS Reminder about upcoming promotions
Generate Consent Form before treatments

🆘 Need Help?

If you encounter issues with client profiles, contact support at: 📧 support@aestheti.cc

Last Updated: 2025-11-10 Related Documentation: Adding Clients, Medical History, Appointments