Customise the client record
Add the fields your practice actually needs. Set timezones and languages for reminders. Decide email vs SMS notification per client.
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 information tab.
- Scroll to the bottom and click + New field (top right).
- 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 globally at 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 is paid-plan only).
Clients can adjust timezone and language from their own portal settings. Notification method is set on your side; clients can't change it themselves.
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.
Five custom-field setups practitioners rely on.
Real fields from real practices. Add the ones that match what you actually 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 information tab → + New field. Or manage all fields at Workspace settings → Custom fields. Either way the field applies to every client record.
Can my clients change their own timezone or language?
Timezone and language, yes, clients can adjust those from their portal settings. Notification method (email vs SMS) is set on the practitioner side and clients can't change it themselves.
Is SMS notification on every plan?
No. SMS reminders require a paid plan (Plus or Advanced). Free plans use email-only notifications.
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 Workspace settings → Custom fields. Deleting a field removes the data from all client records, so prefer renaming or archiving where possible.
Will custom fields appear on intake forms?
Not automatically, intake forms are separate templates (Lesson 2.3). You can build a form that asks the same questions and have the answers map back to the client record.