Customise the client record
Add the fields your practice actually needs. Set timezones and languages for reminders. Decide email vs SMS notification per client.
- At least one client in your workspace (lesson 2.1)
When the defaults need a little more
Out of the box, a client record has the basics: name, email, phone, DOB, address. The moment you have something specific to track (a fitness goal for a coach, a presenting concern for a therapist, a last X-ray date for a dentist) you'll want a custom field.
Add it once and every client record carries the same structure forward, so your notes and reports stay consistent.
Add a custom field
- Open any client and go to the Personal tab.
- Click + New field at the top right of the section you want the field in.
- Pick a field type: text, paragraph, email, phone, location, date, date range, single-choice dropdown, multiple-choice dropdown, or yes/no.
- Name the field and save.
The field now appears on every client record going forward. You can also manage all fields at Settings → Workspace Settings → Custom fields.
Timezone, language, and notifications
Each client has their own settings behind the gear icon on their profile:
- Timezone controls when their appointment reminders fire. This matters most for international or interstate clients.
- Language changes the language of portal messages and reminder emails.
- Notification method is email or SMS. SMS needs a paid plan and doesn't send during the free trial.
Clients can change their own timezone and language, and switch email or SMS notifications on or off, in their portal settings.
Custom fields in practice
A few patterns work well:
- Single-choice dropdowns for things you'll filter on later: referral source, insurance status.
- Paragraph fields for clinical context you want visible at a glance: presenting concern.
- Date fields for clinical milestones: last assessment, consent on file.
Keep the count modest. A handful of fields you actually use beats a long list you won't.
Tick these off in your own workspace before moving on.
Five custom-field setups to start from.
Example fields by profession. Add the ones that match what you need to track.
Presenting concern (paragraph). Risk flag (yes/no). Last review (date). Referral source (single choice).
Injury site (single choice: shoulder/back/knee/other). Treatment goal (paragraph). Last imaging date (date).
Allergies (paragraph). Regular medications (paragraph). Next health-check due (date). Smoking status (single choice).
Last cleaning (date). Pre-medication required (yes/no). Insurance group (text). Notes for next visit (paragraph).
Primary goal (single choice). Constraints (paragraph). Programme start date (date). Tier (single choice: starter/full/group).
What field types can I add?
Text, paragraph, email, phone, location, date, date range, single-choice dropdown, multiple-choice dropdown, or yes/no.
Where do I add a custom field?
Open a client → Personal tab → + New field. Or manage all fields at Settings → Workspace Settings → Custom fields. Either way the field applies to every client record.
Can my clients change their own timezone or language?
Yes, from their portal settings. They can also switch email or SMS notifications on or off there, as long as one of them stays on.
Is SMS notification on every plan?
No. Automated reminders, whether email or SMS, need a paid plan (Plus or Advanced), and SMS doesn't send during the 14-day free trial. The Free plan doesn't include automated appointment reminders.
Can I make a custom field required?
Custom fields are not enforced as required on the client record itself. For required information at intake, build it into your intake form instead (Lesson 2.3).
Can I delete or rename a custom field after creating it?
Yes, manage all fields at Settings → Workspace Settings → Custom fields. Deleting a field removes the data from all client records, so rename a field rather than delete it where you can.
Will custom fields appear on intake forms?
Not automatically. Intake forms are separate templates (Lesson 2.3). Ask the same questions there; the completed form saves to the client's record as a note, and you copy anything you want to keep into the custom fields.