Work a client record

Open Clients in the sidebar and click any row. Every record has the same shape: a header, a strip of numbers, four tabs — Upcoming, Past, Billing and Activity — and a column of panels on the right. Back to Clients returns you to the list.

CalsoA client record

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The header and its quick actions

The header carries their email and phone as tap-to-open links and the date they became a client. Type into the + tag box and press enter to add a tag; tags are what you filter the Clients list by later. The coloured pill beside the name is their pipeline stage — a dropdown, and changing it needs a Practice plan or higher, so see Move a client through your pipeline stages.

Three buttons sit on the right: Copy booking link copies your own Booking Page URL, Send email opens a message in whatever email app you use, and Book Session opens the booking drawer covered below. Behind More actions you'll find Edit Profile — name, pronouns, phone, time zone, company, role and billing address — and Archive Client, which hides them from the default list and can be undone any time.

What the metrics strip counts

These are lifetime figures. Sessions is every booking attached to their email; Completed counts those marked completed plus any confirmed session whose end time has passed; No-Shows and No-Show % track the ones they missed. Revenue is a gross total — every payment plus every package, refunds still included — so treat it as a sense of scale and use Billing for the real number. Last Active is days since their last past session, Avg / Mo their booking rate since you first met.

The four tabs

Upcoming and Past

Upcoming lists their future sessions with a count badge on the tab. Past adds three filters — All Statuses, All Event Types and All Moods — so you can pull up, say, every challenging session before a review call; the mood column comes from the moods you tap when writing session notes.

Click any row and the session's detail panel slides in — the same panel you get from Bookings, note templates included, so you can drop your usual structure into the write-up from the dropdown above Session Notes before typing a word. The Session actions menu changes with the session: an upcoming one offers Reschedule, Send Reminder, Add Notes, Mark No-Show and Cancel; a completed one offers Edit Notes and Rebook Similar; a no-show offers Rebook Session and Add Notes.

A session that has already happened but is still Confirmed has no menu of its own, because closing it out is done from the panel. Click the row and the buttons along the bottom include Mark Completed — press it and the session settles as Completed, its notes become writable again, and the completion is added to this client's Activity timeline. Working down the Past tab this way is the tidiest way to close out a week, since you never leave the record you are reviewing. See what each booking status means.

Billing

Three cards sit on top — Total Collected, Via Calso and Via Webhooks — and beneath them one table merges paid sessions and purchased packages, showing Description, Date, Amount, a Source column marking whether the payment came through Calso or an outside system, and a Status of Paid, Free or Refunded. The Transaction actions menu offers View in Stripe, View Booking and View Package. Refunds are issued from the session itself — see Cancel a booking and choose the refund.

Activity

One timeline, newest first: bookings made, completed, cancelled and missed, payments taken, packages bought, pipeline changes, and the calls and emails you log yourself. It holds the last 200 events. Text reminders Calso sends on your behalf land here too, which is why you may see messages you don't remember sending.

A completed session is dated by when you marked it, not by when it ran, so a Monday session you close out on Friday sits under Friday. Mark sessions completed as you finish them and the timeline reads as the history of the relationship; close a month out in one sitting and they arrive in a block.

The panels down the right

Packages lists every package this client owns, active ones first, with Total credits remaining underneath; click a card to see what has been used and when it expires, covered in Adjust a client's package credits. Key Dates holds birthdays, anniversaries and renewal dates — press Add, give it a label and a date, and tick Recurring yearly. See Track birthdays and renewals with key dates.

Internal Notes at the bottom is a free-text box for anything you want to read back before your next call, never shown to the client. A Save Notes button appears as soon as you type and disappears once Saved flashes. Use this box for lasting notes; anything typed into the notes field while adding or importing a client is stored with the import rather than shown here.

Where a client's intake answers live

Booking-form answers belong to the session they were submitted with, not to the person. Click any row under Upcoming or Past and the panel opens on its Details tab, with an Intake Responses block listing each question and what they wrote. Questions you marked internal appear below under Internal Notes with a Host only badge, for you to fill in yourself — see Keep questions only you can see.

Book a session for a client

1. Open the booking drawer

   Press Book Session in the header. If the client has credits left it becomes a dropdown listing each package — pick one to spend a credit, or choose Book without package to charge them instead.

2. Choose the event type

   Under Select Event Type, pick what you're booking. When exactly one of their packages covers it that credit is selected for you; when several do, a Use Package Credit list appears with Pay without package as the last option.

3. Pick the time

   Under Select Date & Time, choose a day and then a slot — only genuinely free times are offered, so you cannot double-book yourself. Press Continue.

4. Confirm

   Check the Booking Summary, then press Confirm Booking on the credit path — the session is confirmed straight away. On the paying path the button reads Book & Send Payment Link, and you first pick a Payment Hold Duration of 24 hours, 48 hours or a time you set.

Next, put your clients in order with Move a client through your pipeline stages.