Your client database is the foundation of your SpaSphere business. Every appointment, note, payment, and recommendation ties back to a client record. The Clients page gives you a central view of everyone you serve, with tools to add new clients one at a time or import hundreds from a spreadsheet.

Why This Matters for Your Spa

A well-maintained client database is the single biggest driver of repeat revenue for spas and salons. Businesses that capture complete client data -- including contact details, skin type, and communication preferences -- see up to 30% higher rebooking rates because they can send targeted reminders and personalized offers. Bulk import means you can migrate from another system without losing a single record, eliminating the weeks of manual data entry that cause most platform switches to stall. Accurate client records also reduce liability: having Fitzpatrick skin type on file before a laser treatment or chemical peel protects both your clients and your business. Every client interaction in SpaSphere -- from AI recommendations to SOAP notes -- depends on the data you capture here, so investing a few minutes in clean client records pays dividends across your entire operation.

Key Capabilities

Searchable client list with real-time filtering by name, email, or phone number
Add individual clients with detailed information including contact details, date of birth, gender, biological sex, and Fitzpatrick skin type
Bulk import clients from a CSV file using a downloadable template
Client count displayed at the top so you always know how many records you have
One-click navigation to any client's full profile by clicking their row in the table

Viewing Your Client List

When you open the Clients page from the sidebar, you see a table of all your clients. Each row displays the client's avatar (or initials), full name, email, phone number, company, and date of birth. The header at the top shows the total client count.

SpaSphere clients page showing a searchable table with columns for name, email, phone, company, and date of birth — The Clients page lists every client in your database with key details visible at a glance.

Use the search bar in the top-right corner to filter clients instantly. The search matches against first name, last name, email, and phone number. Results update as you type, so finding the right person takes only a few keystrokes.

Adding a New Client

Open the Add Client form

Click the Add Client button in the top-right corner of the Clients page. A modal dialog appears with fields for all the client information SpaSphere tracks.

Enter required information

Fill in the following required fields:

First Name and Last Name
Email -- Must be a valid email address
Phone -- The client's phone number
Date of Birth -- Select the day, month, and year using the date selector

Add Client modal with fields for first name, last name, email, phone, and date of birth — All five required fields must be filled in before you can save the client.

Add optional details

Below the required fields, you can optionally set:

Gender -- Choose from Woman, Man, Non-binary, Other, or Prefer not to say
Biological Sex -- Choose from Female, Male, Intersex, or Prefer not to say
Fitzpatrick Skin Type -- Select from Type I (very fair, always burns) through Type VI (dark, never burns). This helps your team select appropriate treatments and settings for skin-related services.

Configure email notification preferences

The Email Notifications toggle controls whether the client receives appointment reminders and updates via email. It is enabled by default. Turn it off if the client prefers not to receive email communications from your business.

Save the client

Click Add Client at the bottom of the form. A success notification confirms the client was created, and the client list refreshes to include the new record.

Skin type reduces liability and improves safety

Collecting Fitzpatrick Skin Type reduces liability and improves treatment safety, especially for laser and chemical peel services. Incorrect laser settings on the wrong skin type can cause burns, hyperpigmentation, or scarring. Encourage your front desk staff to collect skin type during intake so providers always have this critical safety data before starting a treatment.

Importing Clients in Bulk

If you are migrating from another system or have a large list of clients to add, the bulk import feature saves significant time.

Open the Import modal

Click the Import button next to the Add Client button on the Clients page. The Import Clients modal opens with a two-step process.

Import Clients modal showing step 1 download template and step 2 upload CSV file sections — The import workflow guides you through downloading a template and uploading your filled CSV.

Download the CSV template

Click Download Template to get the SpaSphere CSV template file. This template contains the correct column headers and formatting. The required fields are first_name and last_name. Optional fields include email, phone, birthday, sex, gender, and avatar_url.

Fill in the template

Open the CSV file in your spreadsheet application and add your client data. Use the date format YYYY-MM-DD or MM/DD/YYYY for birthday fields. Save the file when you are done.

Upload and import

Click Select CSV File and choose your completed file. Then click Import Clients to begin the upload. SpaSphere processes each row and reports results immediately.

Review import results

After the import completes, a results summary shows how many clients were imported successfully and how many failed. If any rows failed, each error is listed with the row number, client name, and the specific reason for the failure so you can correct the data and re-import.

CSV format required

The import only accepts CSV files. If you have data in an Excel spreadsheet (.xlsx), use "Save As" to export it as CSV first. Make sure every row has at least a first name and last name. Taking the extra minute to clean your CSV before uploading prevents failed rows and saves you from having to re-import, which is especially important when migrating hundreds of client records from a previous system.

Editing and Deleting Clients

To edit a client, click their row in the client list to open their profile, then click the pencil icon on the profile card. The same form used for adding clients appears, pre-filled with the client's current information. Make your changes and click Update Client to save.

To delete a client, open their profile and scroll to the bottom of the sidebar card. Click Delete Client and confirm the action in the dialog that appears.

Deletion is permanent

Deleting a client removes their entire record from your database, including appointment history, notes, SOAP notes, and purchase records. This action cannot be undone. Before deleting, consider whether you might need the client's history for reporting, compliance, or liability documentation. In most cases, keeping inactive client records is safer than deleting them.

How to Manage Spa Clients in SpaSphere