Clients

The Clients section gives you a full view of everyone connected to your studio, including their contact details, booking history, assigned plans or passes, and notes.

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Adding a client

Go to Clients and click Add client. Click Create client to save. No invitation email is sent — the record is created immediately. If the client later registers on your public booking page using the same email, their account will be linked to this profile.

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Client profile

Click any client in the list to open their profile panel. The panel shows:

• Contact details: name, email, phone, date of birth
• Address: street, city, postal code, country
• Tags: assigned labels (VIP · Newsletter · Drop-in · Trial · Online · Injured · Staff)
• Notes: internal notes visible only to your team
• Health notes: internal notes for any relevant health information
• Emergency contact: name and phone number
• Account: whether the client has a Book2befit login

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Editing a client

Click Edit to update any field. In addition to the fields available at creation, the edit form includes:

• Status — Active, Inactive, or Pending
• Health notes
• Address (full address fields)
• Emergency contact — name and phone

Click Update to save.

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Sending a password reset

If a client has a Book2befit account and has forgotten their password, you can send them a password reset email directly from their profile. Click Send password reset email in the profile panel.

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Bookings and plans

The profile panel has two tabs:

• Bookings — full history of past and upcoming sessions, with the ability to cancel individual bookings
• Plans & passes — any memberships, class packs, or subscriptions assigned to this client

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Assigning a product

From a client’s Plans & passes tab, click Assign Product. Select a product and pricing tier.

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Client statuses

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Tags

Tags are used to label and filter clients. The preset options are: VIP · Newsletter · Drop-in · Trial · Online · Injured · Staff

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Merging duplicates

If a client appears twice (for example, they booked under two different email addresses), you can merge them. Click Find duplicates in the Clients section. The system shows groups of profiles with similar details. Each group shows the number of profiles and total bookings. Select which profile to keep as the primary record — profiles are labeled Has account or Guest to help you decide — then confirm. Booking history from both profiles is combined into the primary record.

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Removing a client

To permanently remove a client’s personal data, open their profile and scroll to the Danger zone. Click Schedule removal and confirm by entering your organization name. This schedules a GDPR-compliant data removal: non-payment personal data is deleted within 30 days. Billing and transaction records are kept only where the law requires. If the client uses Book2befit at other studios, their login may remain active after removal at your studio is complete. You can cancel a scheduled removal at any time before it completes. To simply deactivate a client without deleting their data, set their status to Inactive instead.

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Filtering and search

Use the search bar to find clients by name or email. Columns can be sorted by name, email, status, total bookings, and join date.

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Roles and access

Can a client update their own details?

Yes. Clients can update their name, email, and password from their account page on your public booking portal.

What is the difference between Inactive and removed?

Setting a client to Inactive hides them from active lists but keeps all their data intact. Scheduling a removal permanently deletes their personal data within 30 days — this cannot be undone once the removal runs.