About Client Profiles
Client Profiles in Cosmesoft serve as the central hub for all information related to a client's journey at your practice, from personal contact details to clinical history and financial records.
Client Profiles may also be referred to as Client Records, Patient Files, or Client Details in some parts of the product.
What Client Profiles cover
The Client Profile is organised into several dedicated tabs to help you manage different aspects of client care:
- Profile — Personal details, contact information, emergency contacts, and general notes.
- Consultations — A chronological history of all appointments, clinical consultations, and treatment plans.
- Forms — Digitally signed clinical forms, consents, prescriptions and questionnaires attached to the client's record.
- Photos — A gallery of clinical photos (before/after) used to track treatment progress over time.
- Accounts — A complete financial history, including invoices, payments, and outstanding balances.
- Products — A record of all retail and clinical products purchased by or used for the client.
- Loyalty & Promotions — Tracking of loyalty points, available vouchers, and purchased treatment packages.
- Messages - (Coming Soon) A communication portal and log of all communications between the business and the client.
Why it matters
Effective use of client profiles ensures that:
- Clinical care is continuous — Review past notes and photos before every treatment.
- Consent is documented — Verify all mandatory legal and medical forms are signed.
- Financials are transparent — Easily reconcile payments and track outstanding balances.
- Loyalty is rewarded — Monitor points and active vouchers to provide a personalised experience.
How it fits into your workflow
- Reception — Update contact details and check loyalty status during check-in.
- Clinical — Review consultation history and compare before/after photos during treatment.
- Billing — Access invoices and product history for accurate checkout.
- Management — Monitor client engagement and financial activity for reporting.
Access and permissions
- Viewing — Owner, Admin, Manager, Clinician, Receptionist.
- Editing Details — Owner, Admin, Manager, Clinician, Receptionist.
- Deleting / Archiving — Owner, Admin.
- Financial Access — Access to the Accounts tab may be restricted depending on your role settings.
Related articles
Last updated: 9/5/26, 1:07 AM