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Adding and Editing Clients

Let’s look at how to add a client to diarybook.

Client records mainly hold contact details, which can be used for automatic reminders by SMS, email, telephone, or letter.

Client Groups

Before we add a client, let’s look at client groups. Groups help you organise clients — for example:

  • By status, such as Waiting List
  • By activity, such as Pilates Group

If you plan to use groups, it’s best to set them up first, but you can add them at any time.

To create a group:

  1. Go to the Clients area and select Client Groups.
  2. Click Add New on the toolbar.
  3. Enter the group name and click Save.
  4. Repeat for each group you need.

Copying clients into another group

You can add every client in one or more groups to another group in one step, for example to bring two activity groups together into a new combined group.

  1. In Client Groups, tick the group or groups whose clients you want to copy.
  2. Click Group Menu in the toolbar and select Copy to group.
  3. In the Copy To Group panel, either choose a group from Existing Group:, or type a name in New Group Name: to create a new group. You can use one or the other, not both.
  4. Click Copy.

The clients stay in their original groups. Anyone already in the target group is not affected, so the copy only adds clients.

Adding a Client

To add a client:

  1. In the top-right corner, click the green Add button and select Add New Client.
  2. The New Client screen opens.
    • Depending on your account, you may see optional identification fields for unique codes.
    • At minimum, the client’s first and last name are required.
  3. Fill in as much detail as suits your process.

Reminders

  • SMS reminders → Sent to the client’s mobile number, and can also go to parent/guardian numbers.
  • Email reminders → Sent to the email address provided.
  • Voice reminders → Call the phone number entered.
  • Letters → Use the address fields.

When entering a mobile or phone number, first select the country, then enter the number.

Notes

  • Important Note — highlights information on the client’s record so it’s always visible.
  • General Notes — a free-text area for extra details.

When finished, click Add.

  • If your account has groups, you’ll now see them.
  • Select the groups this client belongs to and click Apply.
  • Your new client has been created.

Editing Client Details

To edit a client:

  1. Go to the Clients area and open the Clients screen.
  2. Use the search box if needed.
  3. Click the client’s row to open their record.
  4. On the General Details screen, click Edit in the toolbar.
  5. Make your changes and click Update.

Exporting Your Clients

You can export your whole client list to an Excel spreadsheet. The export includes client data only. You need the Change Settings permission (see Users and Permissions).

  1. On the Clients screen, click Client Menu in the toolbar and select Export All Clients.
  2. In the Export Clients panel, click Export.
  3. The export is prepared in the background, so you can carry on working. Its progress shows under the notifications bell in the toolbar.
  4. When the notification reads Your client export is ready, click Download export.

Only the person who ran the export can download it, and the file expires after 4 days. The link is in the bell’s Notifications panel for 24 hours. Clear all removes it, so download the file first. If the link has gone, run the export again.

For a faster shortcut:

  • Use the search icon in the top-right corner.
  • Type part of the client’s name.
  • Select the correct result to open their record immediately.

Closing

And that’s it — you’ve seen how to add and update clients in diarybook. With your client records in place, you’re ready to make the most of reminders, groups, and the other powerful tools in Version 10.

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