Add a client, family member, or dependent

Create one connected family record and reuse existing people whenever possible.

Available to

Owners, admins, staff, and front-desk users with client-directory access can add clients. Booking, enrollment, and payment setup appear only when you also have those permissions.

Before you start

• Search by name, email, and phone before creating anyone.
• Decide who is the primary contact or account manager and which people are students.
• Use one person record for a person who has several roles; do not create a second record just to make them a payer or student.

Steps

1. Select Add client from the dashboard header or open Clients and start the add-client flow.
2. If Add your clients appears for a new school, choose Skip and add manually. Use Import client list instead when you have a spreadsheet with many clients.
3. In Enroll new client, enter the Primary contact fields: Full name, Email, and Phone. Add Account program interest, Lead source, Lead owner, or Lead notes when they are useful.
4. Select Save and close to create only the account contact, or select Add dependents to continue.
5. Under Students, enter each Student name and any Birthdate, Skill level, or Instrument Interests. Add another student when siblings share the same account.
6. Choose the appropriate next step for each student, such as Save only or Book appointment, then select Continue. Complete any class, plan, or scheduling details that appear.
7. Under Payment collection, choose a payment action only when client billing is enabled and the payer has agreed. Select Finish without payment setup when billing should be handled later.
8. Select Create client and use Open student profile, Open billing contact, or the directory link to verify the result.
9. To add a dependent later, open the account manager's profile, open More actions, and select Add dependent. Use Search clients first. Choose an existing person and select Link selected client, or enter Full name, Email, and Phone under Or add a new dependent, then select Add and continue.
10. If Potential duplicate found appears, compare the contact details. Select Merge and link only when it is the same person; otherwise select Abort and review the records.

What happens next

The client appears in Clients with their roles and linked people. Family relationships, billing responsibility, lessons, and portal access can then be managed from each person's profile.

If you do not see this option

• Add client requires client-directory access and is hidden for limited roles such as teachers.
• The first-use import choice appears only when the school has no non-archived students and has not already made that choice.
• Payment choices are hidden or blocked when billing is unavailable, unauthorized, or not set up.
• Add dependent appears only on an eligible, editable client profile.
• A matching person may already be linked to the family.
• If you cannot confidently resolve a duplicate, stop and ask an admin to review it.