This article explains how to create a new client record directly from the Contacts tab.
If you manage client information through the system, you'll probably use client records a lot. An individual needs a client record on the system so that you can do things like:
- include them on service agreements
- deliver services, and
- claim funds.
Before you begin...
If your business captures enquiry or intake information, you should check that the client doesn't already have information stored in one of those records.
If they already have an enquiry or intake record, you can:
To create a new client record:
- Click on the Contacts tab.
- This will open the contacts list view. You should search this list to make sure that the client doesn't already exist. The linked article explains how to search for a record in a list view.
- Once you're sure you won't be creating a duplicate client record, click on the New button.
- You'll be prompted to select a record type. The default setting is Client/Customer, which will create a new client contact record. Make sure Client/Customer is selected and then click on the Next button.
- This will launch a New Contact form.
Some of the headings and fields you see in the New Contact form will depend on the services your organisation provides and may be different than what you see in the following examples and images.
- The first section of the form captures information about the contact record. For example, you may need to indicate whether your client requires support for disability or aged care. Select a Client Type by clicking on an option under Available.
- Then click on the right-arrow to add your selection to the Chosen list.
- Other key fields on this part of the form are explained in the following table.
| Field | Purpose |
| Account Name |
This field is auto-filled when you click on the Save button and can usually be left blank. A household account will be created using the client's last name. If you want to attach the client to an existing account, click on Search Accounts... and locate the relevant account. Find out more about the relationship between accounts and contacts. |
| NDIS Number | If the client is an NDIS participant, it's important to record their NDIS number. This number is required to claim funds from the NDIA. |
- The next few sections of the form capture information about the client. The only mandatory field is the Last Name field under Client Details. You won't be able to save the record without including a last name. Most of the form fields are self explanatory and will depend on the reporting requirements of your organisation. Key sections of the form are explained in the following table.
| Section | Purpose |
| Client Contact Details, Client Features, Address Information | These sections of the form capture information about how to contact and identify the client. |
| Client Demographics | Captures information for funding bodies that require reporting on specific client demographics. |
| Accommodation Requirements | For clients who need accommodation. |
| Medical Details, Behaviour Issues | For disability clients, these sections capture primary and secondary disabilities. They can also be used to indicate medical conditions and any behavioural issues that could affect the provision of services. |
| Exit Details | Captures information about clients who are discharged, deceased or transfer to another provider. |
- Fill out as much of the form as you can then click on the Save button. If you're creating more than one client record, click on the Save & New button.
- Clicking on Save will take you to your new client contact record.
Once you've created a client record, you can add more information about your client, such as medical details, consents and information about their support network.