Clients

Clients are the people your organisation serves. A client record links a person (name and contact details) to their status, assigned staff, cases, appointments, notes, interactions, follow-ups and forms.

Where: sidebar → Clients (/clients). Needs: clients.read to view, clients.write to add or change.

Client list

Select a row to open the client.

Row menu

The ⋯ menu on each row offers:

• View details
• Assign / Reassign: pick a staff member.
• Assign to me: shown when you have a staff profile and aren't already assigned.
• Status: …: change the status in one click.
• Delete: removes the client from lists. This is a soft delete, so history is kept.

Add a client

You can add a client from a dialog or a full page; both use the same fields.

1. Select Add client (top right of the list). For the full page, go to /clients/new.
2. Fill in Person: First name and Last name are required. Email, phone, date of birth, Status (defaults to your organisation's default status) and Address are optional. If address search is configured, start typing a street and pick a suggestion.
3. Fill in Assignment & emergency contact: Assigned staff, emergency contact name and phone.
4. Notes become the client's first note, titled Intake note.
5. If your organisation has published a Client intake form, its questions appear at the bottom as Client intake — <form name>. See Forms and the form builder.
6. Select Save (dialog) or Create client (page). Orbit opens the new client.

The full-page version at /clients/new:

Tip: When you create a case or an appointment, the client picker has a Quick create client button (person-plus icon) that opens this same dialog.

Tip: To add many clients at once, use a CSV import.

Client record

Header

• Name, status, client number and assigned staff.
• Schedule opens the scheduler with a new appointment for this client.
• Add note jumps to the notes card.
• Log records an interaction.
• Tiles: Upcoming appointments, Pending follow-ups, and Alerts (notes marked important).

Tabs

• Overview: everything below.
• Career interests: NOC occupations and matching jobs. See Classification and matching.
• One tab per published client form (for example Client Intake). See Filling in a form on a record.

Editing details

The overview has four editable cards. Select Edit on a card, change the fields, then Save.

The dropdown values (statuses, education levels and so on) come from definitions.

Notes

Client notes shows the latest 3 notes; View all opens the rest. Select a note to read it.

To add a note:

1. Select Add note on the card.
2. Enter a Title, choose a Type (Note, Update, Alert) and set Note date and Date of client visit if relevant.
3. Assign to case links the note to one of the client's cases, so it shows on the case too. Leave it as Client note only otherwise.
4. Write the Note. Rich text is supported.
5. Tick Mark as important (alert) to count it in the client's Alerts tile; it saves with the Alert type. Tick Confidential to flag it.
6. Select Save.

Interactions

Interactions are contacts with the client: calls, emails, meetings, messages.

1. Select Log (header) or Log interaction (Recent interactions card).
2. Choose the Type, set When, optionally the Staff member and a Subject, and write a Summary.
3. Select Save. The client's Last contact updates.

Right-hand cards

• Appointments: upcoming and recent. Schedule appointment opens the scheduler.
• Follow-ups: see Follow-ups and tasks.
• Cases: the client's cases. New case opens /cases/new with the client filled in.
• Available forms: each published client form, with Fill out.
• Activity (audit.view): a timeline of changes to this client.

Related

• Cases
• Workflow: client intake to first appointment
• Importing clients