How to manage client profiles

How to manage client profile details

Use this guide to update client records, track treatment history, and monitor financial activity in Cosmesoft.

For a high-level explanation of client profiles, see About Client Profiles.

Where to find Client Profiles

• Navigate to Sidebar > Clients.

• Search for the client by name, email, or phone number and click on their name to open the file.

Before you begin

Make sure:

• You have the appropriate permissions to view and edit client records.

• You have the client's information ready (e.g., new contact details).

Step 1 — View and Edit Client Details

• In the Profile tab, review the client's current information.

• Click the Edit button in the top right corner.

• Update personal fields like Mobile Number and Email.

• Click Save Changes.

Step 2 — Review consultations and bookings

The Consultations tab provides a full history of the client's treatment journey.

• Click the Consultations tab within the profile.

• View History — Review past appointments and complete any outstanding consult notes from this panel.

• Clinical Notes — Click on any past session to view the detailed notes recorded by the practitioner.

• Quick Booking — Click the Create Booking button to schedule a visit for the current or future time directly from their file.

Step 3 — Manage client forms and consents

• Click the Forms tab in the client's profile.

• Review registrations, consents, prescriptions, and medical history forms.

• Add Form — Click +Add Form to create a specific digital template (e.g., "Botox Consent") and follow prompts to complete and sign.

• Status Tracking — Monitor forms that are completed, pending signature, or expired.

Step 4 — Upload and manage treatment photos

• Navigate to the Photos tab.

• Click Upload Photos. Select the images from your device, and label Before, After or Other, as well as leaving an optional note.

• Compare Photos — Select two or more photos and click the comparison tool to view them side-by-side for progress tracking.

Step 5 - View financials and purchase history

• Accounts Tab — View all invoices, payments, and credit notes. Check the Balance summary for any outstanding amounts.

• Products Tab — Review a record of all retail and clinical products the client has purchased or used.

• Loyalty / Promotions — Track points balances, active gift vouchers, and remaining treatment package items.

What to do next

• Learn how to manage client photos and forms.

• How to perform a clinical consultation.

• How to process a sale at checkout.