Clients

Adding clients

1. 1Clients → New client: first and last name, date of birth and mobile are needed. Email, gender, address, next of kin and admin notes are optional.
2. 2If someone with the same email, or the same surname and date of birth, is already on file (archived clients included), Pulosa asks first. Open their profile, Restore previous profile for an archived client, or tap It’s someone else: add new client.
3. 3Or add them as you book. Online bookings add the client for you, or match them to someone you already have.

Letting the client fill in their own details

1. 1Clients → New client has three choices at the top: Fill in now (you type it), Hand to client, or Send a link.
2. 2Hand to client: tap Hand to client and give them your device. The screen locks to a short form for their name, date of birth, mobile, email, address and emergency contact. When they tap I’ve finished, enter your PIN, check what they typed (it says Filled in by the client), and tap Save client.
3. 3Send a link: enter their first and last name, then an email, a UK mobile, or both, and tap Send link. Pulosa emails it, texts it, or both (a text uses one of your texts). Texting is on unless New client links is switched off in Admin → Website & messages → Client messages → Texts, and then there’s no option to text it. If you’ve no texts left, it says so under Mobile, and the link is only emailed. With consent forms on, you can also choose a treatment: its health questions and consent form go with the link. Copy link is there too, and on a phone, Text it opens your own messages if you’d rather send it yourself. Each one shows in the sent log as New client details link (By text only when there was no email).
4. 4Their profile is made straight away, marked Waiting for details. The link works once and runs out after 7 days. When they send it, their details fill in the profile on their own (marked Filled in by the client) and you get a notification. A consent form waits for the practitioner to countersign at their next booking for that treatment.
5. 5Already a client? If the email matches someone on file, you’re asked first. Tap Send for this profile and nothing on their profile changes until you check: it shows Details to check, with what’s on file beside what they sent. Tap Use these or Keep current.
6. 6Waiting too long? On their profile, Send again makes a new link (the old one stops), and Stop link cancels it so you can fill it in yourself.

Importing from another system

1. 1Clients → Import, and choose a CSV or Excel (.xlsx) file (up to 5,000 clients). Import shows for Admins, and for anyone given Import clients in Admin → Team → Roles & permissions. Exports from Fresha, Phorest, Timely and Booksy work as they are.
2. 2Match your columns (Download a template to see them all). Each row needs a name and an email or mobile. Admin notes and next of kin (name, relationship and phone) come across too.
3. 3Check Ready to import, Already clients and Need fixing, then Import.

Downloading your client list

Clients → Export downloads a spreadsheet (CSV) of every client: name, email, mobile, date of birth, gender, address, next of kin, admin notes, when they joined, their last visit and next appointment. Turn on Include archived clients to add those too. It uses the same columns as the import template, so it can be imported back in. Health information is never included. Admins can always do this; anyone else needs the Download client list permission (Admin → Team → Roles & permissions, or a person’s Access tab). Every download is recorded in the audit log. The file isn’t encrypted once it leaves Pulosa, so keep it safe and delete it when you’re done.

Finding and following up

Search by name, phone, email or postcode. Sort by first name, surname, longest since last visit or most recent visit. Filters: Booked in, Not seen 3+ months, 6+ months, 12+ months, Never visited and Archived. The “not seen” filters leave out anyone with something booked. At the bottom, choose how many show per page (10, 25, 50, 100 or All) and use Previous and Next. The phone and email buttons get you straight in touch.

Archiving and deleting

Archiving, restoring and deleting clients are all in Admin → Data & compliance, never on the client’s profile (see the Data & compliance guide). Clients with no activity for 24 months (you can change this) are archived automatically. An archived client’s profile says how long their records are kept, and links to Data & compliance for whoever can restore them. An archived client who books online, or is added again and restored, comes back on their own.

In the app

The client listNew client

On a phone