Pogozo lets you store an unlimited number of clients - both active and inactive. This guide walks you through how to add a new client and how to update an existing client's information.
Adding a new client
Go to Clients from the main menu. Then click + Add New Client.
Now fill in the relevant client information. The first section is for Client details, such as name, sex, gender identity, date of birth, and contact information.
This is also where you can set the client as a dependent - learn more in our guide Making a client a dependent.
Next add the client's Emergency contacts.
Under the Further information section you can add a Note, and select an option from the How did clients hear about us? This referral information is tracked and can be viewed in the Referrals Report.
If you'd like to add a Tag to this client you can do this at the bottom of the client creation page - learn more about tags in our guide How to manage tags.
Click Create new client to add the client to your records.
Editing a client's information
Go to Clients from the main menu and search or scroll to find the relevant client.
Click on their name to open their profile, or click on the three dots beside their details and select View.
Click the Pencil icon in the top right corner to Edit.
Make the relevant changes, then click Update to save.
Making a client inactive or active
To make an active client inactive, go to Clients from the main menu and open the relevant client's profile.
Click the trash can icon.
A confirmation window will appear asking "Are you sure you want to make this client inactive?" Click I understand, delete client and all associated bookings to confirm.
IMPORTANT: All of the client's future bookings will be cancelled.
All of their details, notes, and files are retained and archived.
The client will be moved to your inactive clients list.
To make an inactive client active, go to Clients from the main menu and select Show inactive clients.
Click on the client's name to open their profile.
Click the restore icon (the box with an arrow).
A confirmation window will appear asking "Are you sure you want to make this client active?" Click Make client active to confirm.
The client will be moved back to your active clients list.
Merging duplicate clients
Sometimes clients end up with multiple profiles, usually from entering different details in the online booking process. You can merge these duplicates together to ensure they have one comprehensive file within your system.
IMPORTANT: Merging a client is permanent and CANNOT be undone. Ensure you have the correct client profiles selected before merging.
Go to Clients from the main menu and open one of the duplicate client profiles.
Click the Merge button.
Search for the duplicate profile, click on it to select it, then click Continue.
Select which profile you'd like to keep as the primary profile.
TIPS: The client details from the primary profile will overwrite those of the secondary profile - however, any fields that are blank in the primary profile but filled in the secondary will be carried across.
All other information such as invoices, notes, and bookings from the secondary profile will be added to the primary profile.
Payment methods CANNOT be merged into another profile - any payment details recorded in the secondary profile will be removed, but payment details in the primary profile are retained.
Recurring memberships CANNOT be merged into another profile - if one of the client profiles has a recurring membership this must be selected as the primary profile in order to merge.
Click Confirm merge.
The two profiles will be merged into one.
