👉 New Feature: The Client Communication Preferences feature has been released. See the section How to Manage Client Communication Preferences below to learn more.
📝 Overview
Creating a client profile is necessary in order to perform many other actions in your workflow. Once a client is established, you can have patient(s) tied to the client via relationships. There are a few different ways to add a new client into the software. This article will cover how to work within a client profile.
🧍🏽How to Add a Client
Learn about the data fields when entering in a new client and the multiple different locations clients can be added. Learn the most efficient way to add a new client based on the workflow you are in.
Client Data Fields
This section covers what is required when creating a new client, and other important data fields.
Click the arrow to learn about the client data fields
Click the arrow to learn about the client data fields
Required Fields
These following must be filled out in order to save a new client.
First Name
Last Name
Email
Optional Fields
The following fields are optional, but it most cases, some of these fields are important to gather.
Address: When typing in this field, you will be presented a dropdown of addresses. Select from the dropdown and it will fill in the Zipcode, City, State and County fields
Birthdate: This field will transfer to the controlled substance log if the client has a controlled substance record under their name
Home Phone
Mobile Phone: If using the SMS add-on, make sure to get a mobile number if the client wants SMS communications
Work Phone
Fax
Reminders: This is the client's reminder preference. The available options are based on the information available on the client's profile
Driver's License: This field will transfer to the controlled substance log if the client has a controlled substance record under their name
Referred By: Any client, contact or company in your system can be searched
Payment Terms: This can be adjusted on a client to client basis
Exempt from: Choices are Taxes, Late Fees and Statements
Status
Discounts: If a discount is selected in this field, the discount will automatically be applied to any invoices for this client.
How to Add a Client from the Schedule - Recommended Workflow
This workflow is ideal because it allows you to create both the client and patient profiles, and book the appointment—all from a single screen.
Click the arrow to learn the recommended workflow for adding a client
Click the arrow to learn the recommended workflow for adding a client
Click anywhere on the "Schedule"
Click on the "Client" field and begin typing the client's name
Click on "Add Client," if the client you are looking for does not appear
Complete the form that appears, and click "Save"
Complete scheduling the appointment
How to Add a Client from the Quick Add Shortcut
Click the arrow to learn how to add a client from the quick add
Click the arrow to learn how to add a client from the quick add
Click on the green + shortcut in the top right corner
Click on "New Client"
Complete the form that appears (first and last names are required)
Click "Save + Done" to save the current record and exit (or "Save + Add New" to save the current records and create another)
How to Add a Client from the Clients Dashboard
Click the arrow to learn how to add a client from the client dashboard
Click the arrow to learn how to add a client from the client dashboard
Click on "Clients"
Click on "New Client"
Complete the form that appears (first and last names are required)
Click "Save + Done" to save the current record and exit (or "Save + Add New"
to save the current records and create another)
How to Add a Client when Assigning an Owner Relationship to a Patient
Click the arrow to learn how to add a client from a new relationship
Click the arrow to learn how to add a client from a new relationship
Navigate to the applicable patient profile
Click on "Relationships" and select the option "New Relationship"
Choose "Is Owned By" as the relationship "Type"
Begin typing the client's name in the "Name" field
Click on "Add Client" if the client you are looking for does not appear
Complete the form that appears, and click "Save"
Click "Save" in the new relationship form
📧 + 📱 How to Manage Client Communication Preferences
Clients have the option to opt out of transactional and/or marketing communications. This includes both email and SMS messages (if the SMS add-on is enabled). This section outlines key information regarding client communication preferences and explains how communication preferences can be managed directly from the client profile.
Click the link to learn how to manage client communication preferences
Click the link to learn how to manage client communication preferences
Client Communication Preferences in Client Profile
Within the client's profile, below the client's contact information is a Communication Preferences section.
Transactional Communications: This type manages essential messages related to your account activity, appointments, and services. These communications are necessary for the operation of your account and service delivery.
Marketing Communications: This type includes promotional content including special offers, product announcements, newsletters, and recommendations tailored to your interests.
💡 Marketing information is provided for compliance consideration purposes. DaySmart Vet does not currently offer automated messaging features intended for promotional use. If you use a third-party messaging or marketing platform, information is for consideration to ensure your communications meet applicable requirements.
Users can click Edit Client on the top left and update the client’s communication preferences as needed, based on the client’s request. Marketing opt ins must be verified by an extra step when opting the client in.
⚠️ Important: Marketing opt-in options on a client profile can be enabled at the clinic level. When enabling this setting, a form will appear prompting the user to select a Source of Consent — the method by which the client provided permission to receive marketing communications.
📧 Email Transactional & Marketing Details
Click the arrow to learn more
Click the arrow to learn more
A client can opt out of either transactional or marketing communications by clicking the Unsubscribe link at the bottom of any email sent from your account. This will direct them to our Communication Preferences page, shown below.
Overriding Email Opt Outs
Within your account, if a client is opted out of the email type transactional option, you will be notified when manually emailing a client a document from your system. If needed, you can override the opt out and select Send Anyway option on the bottom right.
⚠️ If a client has opted out of transactional emails, any automated emails—such as medical reminders—will not be sent, and you will not receive a notification that the email was blocked. When attempting to send a confirmation or reminder directly from an appointment, you will be notified that the client has opted out and will not be able to send the email.
💡 The Send Anyway option is only available when manually emailing a communication, for example a patient file export, form, invoice, certificate, etc.
📱 SMS Transactional & Marketing Details
Click the arrow to learn more
Click the arrow to learn more
A client can opt out of transactional or marketing SMS messages by typing the following in the text thread from the clinic:
STOP
STOPALL
UNSUBSCRIBE
CANCEL
END
QUIT
A client can resume SMS communications by typing:
START
UNSTOP
YES
Overriding SMS Opt Outs
Just like the email type, the user will be notified when a manual SMS communication is being sent but the client is opted out. Automated SMS messages are not notified, such as medical reminders.
⚠️ The option to Send Anyway (override opt out) will only be available if the SMS type was manually turned off within the client profile, or the client opted out from DaySmart Vet's Communication Preferences page, shown below.
➕ Contact Detail: How to Add Additional Contacts to a Client Profile
The Contacts Detail tab in the client profile allows for additional contact information, such as a second mobile number or another person's contact info.
💡 If a family member / additional patient contact does not want their own separate client profile, utilize the contact details to enter in the secondary person's contact information.
Click the arrow to learn about contact details
Click the arrow to learn about contact details
Adding a New Contact Detail
Navigate to the Contact Detail tab within the client profile
Click New Contact Detail
Select a Contact Type from the dropdown menu
Fill in the contact information
Set the Primary field:
💡 If the Primary field is set to Yes, the new contact information will replace the existing primary details in the client profile.
💡 Tip: Use the Description field to clarify the purpose of a contact entry. For example: SecondMobile.
Using Contact Details for Communications
Contact details can be used for SMS and email communications.
Any mobile number added here will appear in the client's communication log.
Any email address added here will appear in the client's email records.
Enabling Automated Reminders
For email and mobile contacts, you have the option to enable Receive Automated Reminders. This allows multiple contacts to receive important updates, such as medical or appointment reminders.
⚠️ To use automated reminders for texting, the following must be in place:
The SMS One-Way or Two-Way add-on must be enabled.
The client must be opted in for reminders
🚫 How to Deactivate or Delete a Client
Client profiles can either be deleted or inactivated, depending on the situation. Best practice is to deactivate a client if they have a complete profile with patient relationships. This preserves their data in your system while preventing them from appearing in the schedule for new appointments.
Deleting a client is appropriate only if the profile was created in error and contains no meaningful information. It may also be considered if the client has not been seen at the clinic, based on your clinic’s retention policy timeframe.
Click the arrow to learn how to inactivate or delete a client
Click the arrow to learn how to inactivate or delete a client
⚠️ When deactivating a client, the system will prompt you to confirm whether you'd also like to deactivate their patient(s). This prompt only appears if the patient(s) are linked to a single owner.
Deactivating a Client
Navigate to the applicable client
Edit the profile from the top right
From the Status field on the right, click the dropdown and select Inactive
In the form that appears, confirm your intent and if you would like to deactivate the Patient. If Yes is selected, follow the prompts on if you want the reminders and tasks deactivated
Select Deactivate
Deleting a Patient
Navigate to the applicable client
Select Delete Client from the top right
Confirm your intent to delete the client
🔎 How to Find Clients
There multiple different ways to find the client(s) you are looking for. Learn what is the best method for the workflow situation.
Click the arrow to learn how to find clients
Click the arrow to learn how to find clients
How to Search for a Client
1. Click on Clients
2. Enter either the client's first name, last name, email address, phone number, and/or ID in the search box at the top right of the page
3. Click on the applicable client in the list that appears
How to Find a Client Using the Client List
1. Click on Clients
2. Click on Client List and select whether to view all clients, active clients only, or inactive clients only
3. Click on the letter that is the first letter of the client's last name
4. Scroll to the applicable client
How to Find Clients using Reports:
Click on Reports
Click on Clients in the middle of the page
Select the applicable report
Scroll to the applicable client in the results
💡 Exporting the report via the 'Download' option, and opening the report in a spreadsheet program (Excel, Google Sheets etc.), will give you more advanced filtering options.
💸 Exempting Clients from Taxes, Late Fees, or Billing Statements
Click the arrow to learn how to exempt clients from Taxes, Late Fees, or Billing Statements
Click the arrow to learn how to exempt clients from Taxes, Late Fees, or Billing Statements
Navigate to the client
Click Edit Profile
Choose the Exempt from field and select a value from the drop-down list, repeat as needed
Click Save + Done
💡 When a client is marked as tax-exempt, taxes will not be applied to any of their invoices. If a client is exempt from late fees, no late fees will be charged on past-due invoices. If a client is exempt from billing statements, they will be automatically excluded when billing statements are sent or printed from the Accounts Receivable report.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What fields are required to save a new client?
Click the arrow to see the answer
Click the arrow to see the answer
First Name, Last Name, and Email are the only required fields when creating a new client profile.
What is the recommended way to add a new client?
Click the arrow to see the answer
Click the arrow to see the answer
The recommended workflow is to add a client directly from the Schedule. This allows you to create the client profile, add a patient, and book the appointment — all from a single screen.
What happens if a client opts out of transactional emails?
Click the arrow to see the answer
Click the arrow to see the answer
Automated emails — such as medical reminders — will not be sent, and no notification will be generated. When attempting to send a confirmation or reminder directly from an appointment, you will be notified that the client has opted out and the email cannot be sent. If manually sending a document, a Send Anyway override option will be available.
Can I override a client's email or SMS opt-out?
Click the arrow to see the answer
Click the arrow to see the answer
Yes, but only in certain situations. The Send Anyway option is available when manually sending a communication (such as an invoice, form, or patient file). For SMS, the override option is only available if the opt-out was applied manually within the client profile or via the Communication Preferences page — not if the client opted out by texting a keyword such as STOP.
What is the difference between deactivating and deleting a client?
Click the arrow to see the answer
Click the arrow to see the answer
Deactivating a client preserves all of their data and history while removing them from active scheduling. This is the recommended approach for clients with established profiles and patient relationships. Deleting a client permanently removes the profile and should only be done if the record was created in error or contains no meaningful information.
What does it mean to exempt a client from taxes, late fees, or billing statements?
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Click the arrow to see the answer
Tax-exempt: Taxes will not be applied to any invoices for that client.
Late fee-exempt: No late fees will be charged on past-due invoices.
Statement-exempt: The client will be automatically excluded when billing statements are sent or printed from the Accounts Receivable report.
Can I add a secondary contact to a client profile without creating a separate client record?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. The Contact Details tab within a client profile allows you to enter additional contact information — such as a second mobile number or another person's details — without creating a separate client profile.
What keywords can a client use to opt back in to SMS messages after opting out?
Click the arrow to see the answer
Click the arrow to see the answer
A client can resume SMS communications by replying with START, UNSTOP, or YES in the text thread.