Who this is for: studio operators (admin panel) · Product: Podyx V2
The Clients tab is the ledger of everyone with an account at your studio. As soon as someone creates an account they appear here automatically, and their whole history builds up behind them. It is the closest thing Podyx has to a CRM, and it is getting deeper over time.
🎥 Watch the walkthrough
🔧 Where to find it
Admin Panel → Clients
💡 A member of your own team who also books sessions appears in this list, because they are a customer too. Personnel who have never bought anything stay out of it.
✉️ Invite someone who has not registered
If a client has not signed up yet, invite them straight from this tab with their email address. They receive an activation email, and once they activate they appear in your ledger and can be added to bookings and bundles.
👤 What a client profile holds
Total Spend and number of bookings
Active bundles and active subscriptions
Core details such as name, phone number and status
Filters across their bookings, purchases and bundle subscriptions
💰 What Total Spend actually counts
Total Spend is what the client has really paid you through Podyx — not what they were once invoiced. Specifically it is:
Net of refunds. Money you gave back is subtracted rather than left in the figure.
Inclusive of subscription renewals, so a long-standing plan holder reads as the customer they actually are.
Inclusive of add-ons bought after the booking, not just what was in the original checkout.
Inclusive of cancellation fees you actually collected.
💡 Total Spend plus active bundles tells you instantly whether the person messaging you is a first-timer or your best customer. Worth a glance before you reply.
⚠️ If you have been tracking this figure over time, note that renewals, post-booking add-ons and cancellation fees were previously missed and refunds were not deducted. The number you see now is the accurate one, so expect it to differ from what you noted before.
🧾 Reading the Amount column
The Amount on a client's Bookings tab matches the same order on their Purchases tab, and sorting by that column sorts by the number you can actually see.
An order that has been partially refunded carries a badge, so you can tell it apart from an order that was simply smaller. Without that, a refunded booking and a cheap booking look identical at a glance.
➕ Act from the profile
You can create admin bookings and admin bundles directly from a client's profile, which is the fastest route when someone calls or when you have negotiated a custom package with them.
📧 Help a client change their email
If a client needs to update the email on their account, open their profile and tap "Send them a change link" under their current email address. This sends the client a sign-in link, valid for 24 hours, that opens their own email editor so they can make the change themselves. You send the link; the client does the update.
🔑 How clients sign in
A client who has no password yet but already has an account at another Podyx studio can now sign in with a link sent to their email. Before, that client was pushed towards sign-up and told their email was already taken, which was a dead end. Once they are in, they can set a password or skip it and carry on.
Emailed sign-in and verification links now open a page with a button to continue, rather than signing the person in the moment the link is opened. This is deliberate: email security scanners — Microsoft 365 Safe Links is the common one — were following links automatically and using them up before the client ever clicked.
💡 The trade-off is one extra click for every client. If someone asks why there is now an extra step, that is why — the button makes sure the client is the one using the link, not their mail scanner.
⚠️ A sign-in link only works on the studio that sent it, and an account you have blocked is refused. If a client says a link "does not work", check which studio sent it and whether their account is blocked.
📝 Internal notes
Add notes to any profile: personal preferences, what their show is about, scheduling quirks, anything your team should remember. These are internal, and they are the difference between a client feeling recognized and feeling processed.
💡 Profile notes are about the person. Notes on an individual session are about that booking — see Sessions for those.
🗒️ Editing a Session Brief
Clearing a field on a Session Brief now stays cleared. An emptied field no longer comes back with its old content.
When two people edit the same brief, the second save no longer silently overwrites the first. The person saving second is told which fields changed, and the latest version of the brief loads so they can redo their edit on top of it.
💡 If you see that message, read the listed fields before you retype. A colleague may already have written what you were about to.
🧠 Why it matters
You know who you are talking to before you answer.
Your best clients become visible, so you can look after them deliberately.
Spend figures you can trust, because refunds and renewals are counted properly.
Context survives your memory, which matters most when the studio gets busy.
✅ Summary
Clients is your ledger and your memory. Invite people who have not registered, check Total Spend and active packages before you reply, create admin bookings and bundles from the profile, send a change link when a client needs to update their email, and keep notes on anything worth remembering next time. Total Spend is net of refunds and counts renewals, later add-ons and cancellation fees. A client with an account at another Podyx studio can sign in by emailed link, and every emailed link now needs one extra click on a continue button so mail scanners cannot use it up first. Session Brief edits hold: cleared fields stay cleared, and a second editor is told what changed instead of overwriting the first.
Related: Guests · Sessions · Purchases · Credits