Client Profile

All client interaction with your business is stored in one convenient location.

Client Profile Overview

The Client Profile your central hub for managing and accessing details related to a client’s interaction with your business. Whether you’re reviewing treatment history, handling invoices, tracking loyalty points, or managing photos, everything you need is centralised for efficient and personalised service.

In this article, we’ll break down each section of the Client Profile, giving you a detailed look at the features available.

Permissions Overview

Operators (Clinical Staff): Default access to all tabs containing medical history and consents. Contact information and account history may be restricted.
Managers and Admins: Default access to all tabs.
Receptionists: Access to client contact information only. Account and visit history may be enabled.

Client Details: Personal & Contact Information

At the top of each client profile, you’ll find the client’s personal and contact details. This includes essential information to identify and communicate with your client. To view and manage these details:

View Personal Details:

Select Show Details to expand the section and view full personal information, including:
- Full Name
- Address
- Email
- Mobile Number
- Date of Birth

Edit Details:

To make any changes, select the Edit button located beside the client’s name.
You’ll be able to update all of the above fields by selecting the field and overwriting.

Save Changes: Don’t forget to save any changes after editing the details to ensure that the client’s profile is up-to-date.

Client Profile Tabs: Overview of Key Sections

The Client Profile is divided into 9 tabs, each of which focuses on a specific area of the client’s history and interactions with your clinic. Here’s a breakdown of each tab:

1. Visits: Client Appointment History

The Visits tab provides a comprehensive log of all the client’s past appointments at your clinic or salon. This includes details any associated treatment notes. Here’s what you can do in the Visits tab:

Appointment Summary: A list of all previous visits, with key details such as:

Location (within your business umbrella)
Visit date: When the appointment occurred.
Service Type: What treatments or services were provided.
Operator: Which staff member performed the service.
Supervisor: Who the prescriber was, if applicable.
Status: Any statuses that were allocated to the visit such as 'Cancellation', 'First Visit' etc.
Action: A summary of the visit and a space to edit comments.
Treatment Notes: You can view detailed treatment notes from the clinician. This is helpful for follow-up appointments or to track specific client needs.
If a Treatment Note has been completed a 3 horizontal line menu will also be available that allows the user to:
- Upload another document ie. a paper note, blood test results etc.
- Remove Uploaded documents
- Add the visit to the POS if it has not already been completed.

2. Products: Client Purchase History

The Products tab tracks all the product sales history of your client.

View Product Invoices:
A list of previous invoices will appear, showing the following details:

Date of Purchase
Brand and Product Type
Quantity
Price Paid
Invoice ID
Action - Shows the invoice that can be printed or downloaded.

Filter by Date: You can filter the purchase history by date to find specific transactions. This is especially helpful for clients who frequent the clinic often.

3. Photos: Visual History of Treatments

The Photos tab is a digital store for all of the client’s before and after photos. This is a key feature that makes up part of the client's medical history.
Tip! Make sure to complete a Consent form in the Forms section before taking any photos of the client. This is mandatory for health practitioners under AHPRA Guidelines.

Add a Photo:

Desktop: Upload photos directly from your computer.
iPad/Phone: Upload photos or use the device’s camera to capture photos in real time during appointments.

Photo Editing Options: Once a photo is uploaded, you have several editing tools at your disposal to adjust the image:

Rotate: Adjust the image's orientation to ensure the photo is correctly aligned.
Zoom: Zoom in or out for a better view of the treatment area.
Flip: Flip the photo horizontally to correct perspective or symmetry.
Fill Aspect Ratio: This ensures the image fits within the correct display dimensions without distortion.

Save as Before Photo: Once you are satisfied with the photo, you can select Save as Before Photo to store it for future reference.

Label the Photo: Once you’ve adjusted the photo, click the paper and pen icon to add a descriptive label (e.g., “Before Treatment - 28/01/2025”). This will help you easily identify and compare images over time.

Delete a Photo: If necessary, you can delete any photo by clicking the bin icon.

Compare Photos: When multiple photos are available, select the white checkboxes in the top-right corner of two or more images. Then, click Compare Photos to view them side by side for an easy visual comparison. This is a handy tool for demonstrating to your client the improvements after treatment or to collect a 'Before and After' for advertising, if allowable.

4. Forms: Client Documents & Consents

The Forms tab houses all essential client documents, including consent forms, registration forms, and aftercare instructions. This ensures that you have all legal and medical paperwork in place.

View and Manage Forms: You can easily access and review completed forms for each client.

Add New Form: If you need to enter in a new form for the client, follow the steps below.
Please note that the Forms must first be made available to the business through Admin, Client Forms, which requires advanced permissions. More information is available in the Forms Article.

Select Add Form.
Choose the appropriate Form Category (e.g., Registration, Consent, Aftercare).
Select the correct form from the list provided.

Custom Forms: If you require additional forms not currently available, please contact the Cosmesoft admin team to request the addition of new forms.

5. Account: Financial History

The Account tab gives you a detailed look at the client’s payment history. This includes sales, refunds, and other financial transactions related to the client’s visits.

Review Payments: You can review all payments made for treatments or products, including the amounts and dates of each transaction.

Track Refunds: Any refunds processed for the client will also appear in this section. This can help resolve payment disputes or clarify billing questions.

Invoice Management: The Account tab provides easy access to client invoices, allowing you to track outstanding balances or confirm completed transactions.

6. Promotions: Loyalty Points & Gift Vouchers

The Promotions tab tracks the client’s participation in any loyalty programs or promotions, including:

Loyalty Points: See how many points the client has earned through past treatments or purchases. You can also check the history of point redemption.

Gift Vouchers: If the client has purchased or used any gift vouchers, this section provides details on the voucher's value, redemption history, and expiration dates.

7. Messages: Communication History (Coming Soon)

The Messages feature is coming soon to Cosmesoft. Once available, this tab will allow you to track and manage communication between the clinic and the client, ensuring that important messages, appointment reminders, and promotional communications are easily accessible.

8. Activities: Client Engagement (Coming Soon)

The Activities tab is another upcoming feature. This section will provide an overview of the client’s engagement with your clinic or salon, including a log of any actions performed in your client's file.

9. Archive: Viewing Client History from Mediapp

The Archive tab displays a client's historical data from Mediapp. This allows Operators to review previous client activity and treatment history directly within Cosmesoft, supporting continuity of care and informed decision-making.
The Archive tab will only display information under the following conditions:

The clinic must be connected to Mediapp via the App Connect feature
The client must have existed in Mediapp prior to the transition to Cosmesoft

Once these conditions are met, the Archive tab will show:

Past Products and Visits associated with the client
Any stored Treatment Notes, accessible by clicking the blue hyperlink next to each visit date

Conclusion

The Client Profile is a crucial tool for managing all aspects of a client’s journey at your clinic or salon. By providing easy access to treatment history, photos, payment details, and forms, you can offer a more personalised and efficient service. Keep your client profiles up-to-date to enhance client satisfaction and improve the overall experience at your clinic!

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