Add or import clients
Add one client at a time, or bring a whole list across from another system. Plus when to use a Contact instead of a Client, and how merging works.
Add a single client
- Open Clients from the left sidebar and click + New client (top right).
- Enter a name and email. That's the practical minimum: email powers the portal invite, intake emails, and booking confirmations, even if you don't use those today.
- Save. The client record opens, and you can fill in the rest (date of birth, address, custom fields) without rushing.
Clients vs contacts: use the right type
Carepatron splits people into two types.
- Clients are the patients you book, see, document on, and invoice. They get appointment history, billing, and a full portal space.
- Contacts are everyone else: referral sources, emergency contacts, family members, GPs, allied-health colleagues. Contacts have a simpler profile (no tags, no lead status) and never appear in scheduling.
Importing everyone as a Client clutters your client list and reports, and usually means tidying up later, so it's worth picking the right type from the start.
Bulk import from a spreadsheet or another system
- Open Clients and click Import (top right).
- Choose Upload a file for a CSV, XLS or XLSX file, or Import from another platform if you're moving from SimplePractice, JaneApp, Therapy Notes, Tebra or one of the other systems listed. Carepatron shows you how to export from each one.
- Carepatron matches your columns to its fields. Check the mapping, review any duplicates it finds, then finalise the import.
To bring in referrers, emergency contacts or family members, use Import on the Contacts page instead, so they don't land in your client list. If you're starting from scratch, Download template gives you the right columns.
Merging duplicates and archiving
If you import twice, or migrate from a system that double-counted, Carepatron flags possible duplicates under Duplicates found at the top of the Clients list. Review the match, confirm the merge result, then Continue. Merging is permanent; there's no undo.
For inactive clients, Archive instead of deleting (most practices need to retain records anyway). Archived clients drop out of search and scheduling, but their data stays intact and can be unarchived from the hover menu.
Tick these off in your own workspace before moving on.
Five ways practices bring clients in.
Pick the one closest to your practice and adapt it.
Choose SimplePractice under Import from another platform, upload the export ZIP and check the mapping. Insurance policies come across too, marked Unverified until you check them.
Use Download template to get the right columns, then upload the spreadsheet under Clients → Import. Import referrers and emergency contacts separately on the Contacts page.
Add new patients one at a time during front-desk check-in. Use Contacts for parents/guardians of paediatric clients.
Referring GPs go in as Contacts, attached to each client as 'Referring practitioner'. They never appear in scheduling, and you can email them from the workspace.
One-by-one add. Each new client gets created during the discovery call so portal invite + intake fire automatically (Lesson 2.5).
What's the minimum information to create a client?
Name and email are the practical minimum, email powers the portal invite, intake, and booking confirmations. You can fill in everything else from the client record afterwards.
What's the difference between a Client and a Contact?
Clients are the people you book and invoice; they get appointment history, billing and full portal access. Contacts are referrers, emergency contacts and family members. They have a simpler profile (no tags, no lead status) and don't appear in scheduling, though you can still grant a contact portal access from their record.
Can I bulk import clients from another system?
Yes. Go to Clients → Import and upload a CSV or Excel file, or pick your old system under Import from another platform. Carepatron maps the fields and flags duplicates for you to review before you finish.
What happens when I archive a client?
Their record stays intact but they drop out of search results and scheduling. You can unarchive any time from the hover menu in Clients.
Is merging duplicate clients reversible?
No, merging is permanent. Always check the Merge result summary before clicking Continue. If you're not sure, archive one of the duplicates instead.
Can I delete a client outright?
Yes, though it's worth pausing first. Most practices need to retain records for regulatory reasons. Archive keeps the record without cluttering search, which is the safer default for most cases.