ℹ️ This article covers the client profile in the new Back Office. This article will be updated as we release more improvements over the coming months.
The client profile groups everything about a client into five tabs and shows anything that needs attention at the top of Overview. Use this article to find where things are, including anything you used to open from a tab in the Classic Back Office.
Terminology changes
Some names have changed in the new Back Office.
Classic Back Office | New Back Office |
Member profile | Client profile. "Member" now refers only to clients with an active membership (previously subscription) |
Passes (for group activities and workshops) | Class passes. Passes now covers both class passes and appointment passes |
Subscriptions | Memberships |
Relationships | Linked profiles. Set these up from Overview |
The five tabs
Go to Clients > Profiles and select a client to open their profile. You'll land on Overview. Use the tabs at the top of the page to switch between them.
Tab | What you'll find |
Overview | Client details, key information such as total visits, last visit, and join date, unpaid invoices, active passes and memberships, tags, bookings, purchases, linked profiles, and recent activity |
Bookings | Upcoming and past classes (including group classes and workshops), appointments, and waitlist bookings, with filters |
Memberships | All active and expired memberships for this client. Open one to see its details, pause it, or cancel it |
Passes | Class passes and appointment passes, in two separate lists |
Billing | Invoices and saved payment methods |
To see the address, ID number, reference number, barcode, and favourite location, select Show more under the client details on Overview.
Unpaid invoices
If the client has unpaid invoices, you'll see an alert at the top of Overview. Select View invoices to jump to the Unpaid invoices section further down the page.
Each unpaid invoice shows its total, the amount remaining, and how many days it's overdue. From each row, you can:
Select Copy payment link to send the client a link to pay that invoice
Select Take payment to take payment for that invoice
To clear everything the client owes in one go, select Settle debt. The button shows the total amount due, which includes the unpaid invoices and any negative account balance.
Header actions
The header stays at the top of every tab.
Contact opens a panel where you can message the client by email, SMS, push notification, or chat without leaving the profile. A badge shows how many messages are unread.
Bill opens quick sell. From there, you can bill the client to pay now, create an invoice for them to pay later, or set up a payment plan for the purchase.
The three-dot menu holds the other actions for the client's profile.
Three-dot menu | What it does |
Edit information | Edit the client's name, contact details, and personal details |
Referral link | Copy the client's referral link. Shows how many uses are left. Appears when your studio's referral program is turned on |
Merge profiles | Combine duplicate profiles into one. Before you confirm, you'll see which details are kept and which are deleted |
Reset password | Send the client a password reset email once you confirm |
Archive | Hide the client from the active client list once you confirm. Any irregularities on the account are listed first |
On a phone or a narrow window, Contact, Bill, and the other actions are grouped in one three-dot menu.
Right panel
The right panel changes depending on the tab you're on.
Tab | Right panel |
Overview | Notes and Tasks. Notes includes important information, general notes, and documents |
Bookings | Set up recurring classes and appointments |
Billing | Saved payment methods |
See more details
Select an individual booking, pass, or membership to open its details in the panel on the right. You stay on the client profile the whole time.
To refund an invoice, split it into instalments, manage planned payments, or use Fiskaly, select the invoice or select Open. This opens the page for that invoice.
Where to find what you used to open from a tab
Classic Back Office | New client profile |
Info | Overview, with extra fields under Show more |
Contact | Contact button in the header |
Relationships | Overview > Linked profiles |
Gift cards | Overview > Purchases. Use the Purchased / Received switch |
VOD (videos) | Overview > Purchases |
Forms | Overview > Recent activity > Forms |
Bookings and Private bookings | Bookings |
Payment (subscriptions) | Memberships |
Payment (invoices) | Billing |
Passes and Appointment passes | Passes |
Payment methods | Billing, right panel |
Notes and documents | Overview, right panel |
Edit, Merge, Archive, Reset password, Referral link | Three-dot menu in the header |
Archived clients
When a client is archived, a warning banner appears at the top of every tab. Select Restore in the banner to restore the client.
What's not on the new client profile yet
More options will be available from the Memberships tab in the future, such as planned invoices, the contract PDF, the auto-renewal setting, and switching the pass or payment method.
You can't add a client to a waitlist from Bookings yet. Add the client to the waitlist from the class management page in the Calendar instead.
Common questions
How do I register a new membership for a client?
Select Bill at the top of the page to bill a membership. The Memberships tab is for viewing and managing the client's existing memberships.
Why doesn't an active pass have a status chip?
Active passes show their remaining credits in colour. Chips appear on Expired and Blocked passes.
Where are a client's notes?
In the right panel on Overview, under Notes.