Client profiles and notes

Tap any client to open their profile. It is the one place that pulls together who they are, every request they have ever sent you, and anything you have written down about them. On desktop it opens as a panel over the list. On a phone it slides up as a sheet you can drag back down.

The top of the profile carries their initials, their name and their email. The message icon beside it opens their thread on Messages, and the three dots hold Message, Compliance Log, Block Client and Delete Client. Below that sit five tabs: General, History, Payments, Waivers and Notes.

General is the summary. It counts their total visits, then lays out their contact details and a booking summary side by side. Both the email and the phone number have a copy button next to them, which is usually faster than selecting the text.

The booking summary gives you three dates and counts: First Visit, which is when the client record was created; Last Visit; and Total Requests. If the client is blocked, a banner appears here with the message you left when you blocked them.

History is every request this client has sent you, newest first, with the status of each one. It is the tab to open before you reply to someone who says "same as last time", or when you want to see how a project actually went.

Four tabs across the top narrow it down, each with a count: All, New, Active and Closed. Active covers anything confirmed or with a quote out. Closed covers anything cancelled.

Notes holds three things. Private Notes is a free text box for anything you want to remember: how they sit, what they reacted to, the reference they keep coming back to. It carries a "Hidden from client" badge because that is exactly what it is. Write, then tap Save Notes.

Below it, the Compliance Log is a dated record of anything that went wrong, and Client Access shows at a glance whether this client can still send you requests. Both are covered in Incidents, no-shows and banning.

Details are edited from the list rather than from the profile. Pick Edit Client from the row menu and the row turns into an editable line where you can fix their first name, last name, email and phone. Save and the change is live everywhere immediately.

Worth knowing what each field does. The name is what you see across the app. The phone is what the copy button hands you. The email is the important one: it is how Maelo recognises this person, so it decides which record a new request attaches to and which inbox your emails reach.

You get one client record per email address. Two rows for the same person almost always means they booked once from a personal address and once from a work one, or typed their address slightly differently the second time. There is no merge button, so treat the two rows as what they are: one you want to keep, and one you do not.

The tidiest fix is to keep the record that carries the history and archive the other from its row menu. Archiving hides it from every view except the Archived filter, keeps everything attached to it, and is reversible from the same menu. Before you archive, open both profiles and copy any notes across.

To stop it happening again, tell the client which address you have on file. Once they use it, their next request lands on the record you kept.