The Clients page lists the clients your account can access — not every client in the organisation. Searching narrows that list as you type, and it matches more than the name: first and last name, email, phone number, and the name of the facility the client is linked to. A facility name is often the fastest way in when you know where someone is but not how their name is spelled.
The page opens on Active clients. Archived ones are on their own tab, which is worth remembering before you conclude a record does not exist.
Confirm the identifying details before you open a profile and before you act on one. A blank field on a profile means nothing was recorded there — it is not a statement that the client has no phone, no email or no facility.
Step 1
Open Clients
Clients in the side menu. The list holds the clients your permissions cover, on the Active tab.
Step 2
Search for the person
Type a distinctive part of the name into Search clients. The list filters as you type, so you can stop as soon as the right row is on screen.
Step 3
Search matches more than the name
The search also matches email, phone and the linked facility — so a facility name pulls up everyone based there, which is a quick way to find someone whose name you are unsure of.
Step 4
Check before you open
Read the name and facility on the row first. Two clients with similar names is the ordinary case, not the rare one, and the profile you open is the one you will act on.
Step 5
Read the Information tab
The profile opens on Information — the recorded details, including the facility the client is linked to. Which other tabs are there depends on your access and what your organisation has turned on.
Step 6
What else is on a client's page
Information is where a profile opens, but it is one tab of many. Contacts, Documents, Forms, Tasks, Medications, Funding and Shifts are always there; Schedules, Registers, Goals and Associations appear according to what your organisation has enabled and what your role can reach. So a colleague describing a tab you cannot see is usually describing a feature or a permission, not a different client.
The tab is held in the address, so a link to a client's Medications opens on Medications rather than dropping the reader on Information to find their own way there.
Step 7
Archived is not deleted
Archiving takes a client off the Active list without removing anything: the record, its documents, its history all stay, and an archived client can be restored from the Archived tab. It is the right thing to do when somebody's support ends — a record you can still read is worth far more than a tidy list, and it is what stops a returning client acquiring a second profile.
Step 8
When a search comes back empty
Check the spelling, then try a fragment rather than a full name — the search matches anywhere in the field, so "ann" finds Joanne. Then check the Archived tab. Then consider access: a client outside your permissions is invisible here, not missing. Creating a second profile for someone who already exists is the expensive mistake this check avoids.
Step 9
What the list will not tell you
This page is a directory, not a status board. It says who exists and how to reach them; it says nothing about whether a client is currently rostered, has open tasks, or has had a visit today. Those live on the roster and on the client's own tabs.
Keep reading
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