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 CSV or Excel
- Open the Contacts page and click Import (top right).
- Upload a CSV or Excel file. Carepatron auto-matches your columns to its fields.
- Review the mapping, then confirm.
Use the provided template if you can; it keeps emergency contacts from being categorised as clients. You can move people between Client and Contact after import, but it's easier to set the type before you import.
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.
Five ways practitioners actually move clients in.
Pick the row that matches you. Each is a real workflow.
Export client list from SimplePractice, save as CSV, import into Contacts, mark all as Clients. Twenty minutes for 80 clients.
Bulk import via the Carepatron template. Then move emergency contacts to Contacts manually so they don't clutter scheduling.
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 patients you book and invoice; they get appointment history, billing, and full portal access. Contacts are referrers, emergency contacts, family members, they have a simpler profile (no tags, no lead status) and aren't your scheduled patrons, though they can still have a portal space if linked to a client.
Can I bulk import clients from another system?
Yes, Contacts → Import with a CSV or Excel file. Carepatron auto-maps fields; you review and confirm. Use the provided template to avoid mis-categorising people.
What happens when I archive a client?
Their record stays intact but they drop out of search results, scheduling dropdowns, and reports. You can unarchive any time from the hover menu in Clients.
Is merging duplicate clients reversible?
No, merging is permanent. Always confirm 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.