Clients

The Clients screen is the central directory for managing all client and family member records. It lists every client in your account and provides quick access to contact details, bookings, orders, and credits.

Navigation: Go to Clients → Clients.

List View

The list shows all clients and family members. Each row displays:

Column	Description
Name	Client or family member name (clickable link to detail).
Age	Date of birth and calculated age in parentheses.
Email	Email icon — indicates whether an email address is on file.
Phone	Phone icon — indicates whether a phone number is on file.

The header shows the total count, e.g. "106 the best clients and family members".

Filters

Use the filter bar at the top to narrow the list:

• Client — free-text search by name.
• Billing period — filter by billing period.
• Programme — filter by programme (shows active filter as a highlighted chip).
• Location — filter by venue.
• Instructor — filter by assigned instructor.
• Billing — filter by billing status.
• Active/Inactive — filter by client status.
• Reset — clears all active filters.

Top Actions

Button	Description
Import	Opens the data import wizard (see Data Import below).
Export	Exports the client list.

Client Detail (Adult)

Click a client name to open their detail page.

Contact Card

The top-left card shows the client's key information:

Field	Description
Custom customer ID	Optional custom identifier. Click Add to set one.
Email	Email address with a verification tick.
Phone	Phone number with a verification tick.
Booking alert	Whether you receive alerts when this client books. Shows "Yes" or "No".
Current status	"Client is active" or "Client is inactive".

Action Buttons

Below the contact card:

• Notes and preferences — opens the notes and preferences editor (see Edit Notes and Preferences).
• Data correction — opens the data correction request form (see Data Correction).
• Consents — shows all consents given by this client (see Consents).
• Delete — permanently deletes the client. Shows a confirmation dialog with checkbox "I understand that this deletion is permanent and cannot be undone."

Family & Connections

The top-right card shows linked family members:

• Each family member displays their name, date of birth, age, and relationship type (e.g. "child (family)").
• Click Manage to edit family relationships (see Edit Family Members).

History

The lower section has four tabs:

Tab	Description
Client Records	Communication records for this client. Includes a search bar, filters for Created by and Type, and a New message button.
Bookings	All bookings associated with this client, showing count in parentheses.
Orders	Orders placed by this client.
Credits	Credit entries for this client.

Bookings Tab (in Client Detail)

Each booking card in the client detail shows:

Field	Description
Type	Booking number and status badges (e.g. "Enrolled", "Imported", "Trial started", "Manually").
Client	Client name, email, and phone with verification ticks.
Attendee	The person attending (may be a child/family member).
Programme / Class	Programme name, class name, date range, day/time, and location with instructor.
Internal note	Optional internal note for this booking.
Current payment plan	Link to view the active payment plan, with scheduled payments progress bar.
Next scheduled payment	Date of the next upcoming payment.
Payment	Payment status icon (green = paid, red = overdue).
Paid	Total amount paid.
Amount to pay	Outstanding amount (negative = amount owed).
Current account balance	Running balance for this client.

Each booking has Add payment and Show payments action buttons.

Client Detail (Child / Family Member)

A child record shows a simplified contact card:

Field	Description
Age	Date of birth and calculated age.
Email	Email icon (usually empty for children).
Phone	Phone icon (usually empty for children).

Action buttons are Edit and Delete (instead of Notes/Data correction/Consents).

The Family & Connections card shows the parent/guardian link.

Edit Notes and Preferences

Navigation: Client detail → Notes and preferences.

Field	Description
Internal note about client	Free-text note visible only to staff.
Booking alert	Toggle notification when this client creates a new booking. Shows current status ("Inactive"). Click Turn on to enable.
Send promotional emails	Checkbox — when checked, promotional emails are sent to this client.

Click Save to apply changes, or Cancel / Back to discard.

Data Correction

Navigation: Client detail → Data correction.

The data correction screen lets you request changes to client contact details. This is useful when GDPR or data handling policies require a formal update process.

Column	Description
Original data entry	Current value (read-only).
New data entry	Field to enter the corrected value.

Fields available for correction:

• First name
• Surname
• Email
• Phone

Click Submit to create a data correction request, or Cancel to discard.

Below the form, two sections track request history:

• Pending Requests — requests awaiting processing.
• Processed Requests — completed correction requests.

Edit Family Members

Navigation: Client detail → Family & Connections → Manage.

The family members screen shows all relationships for a client.

Relationships

Each family member card displays:

• Name (clickable link to their profile).
• Photo/avatar.
• Date of birth and age (for children).
• Relationship type (e.g. "child (family)").

Top Actions

Button	Description
Back	Returns to the client detail.
Merge profiles	Merges duplicate profiles. Shows count of selected profiles in parentheses.
Edit Relationship	Opens the relationship editor to change or add connections.

Consents

Navigation: Client detail → Consents.

Shows all consents given by the client. A notice at the top reads: "These consents apply to all client bookings."

Column	Description
Consent	Consent text or link (e.g. terms and conditions, photo consent).
Consent version	Version number of the consent document.
Consent version valid from	Date when this consent version became active.
Mandatory	"Yes" or "No" — whether the consent is required.
Agreed	"Yes" or "No" — whether the client agreed.
Type	How the consent was collected — "Booking button", "Check box", or "I agree, I disagree option".
Date consent given	Timestamp when consent was recorded.
Revoke date	"Consent was not revoked" or the revocation date.

Data Import

Navigation: Clients → Import (or Clients → Data import).

Import List

The data import list shows all previous imports with:

Column	Description
Created	Date and time of the import.
Created by	User who initiated the import.
Status	Processing status (e.g. "Processing").
Statistics	Progress indicator — processed rows vs. total (e.g. "5/5") with a progress bar.

Click Import to start a new import, or click a row to view details.

New Import — Step 1: Upload & Map Fields

1. Click Choose file to upload a CSV file.
2. The system detects columns and shows sample data.
3. For each column, select the matching Zooza field type from the dropdown:
   • First name, Surname, Child's full name, Phone, Email, Address, Date of birth, Class, and more.
4. Click Continue to proceed.

New Import — Step 2: Assign Timetables

After mapping fields, assign imported clients to timetables:

1. The system classes clients by their Class value from the CSV.
2. For each class, a list of matching timetables is shown with filters for Name, Billing period, Programme, Location, Instructor, and Day.
3. Click Choose next to the target timetable to assign clients.
4. Selected clients appear in a highlighted table. Use checkboxes to select/deselect individual rows.
5. Use Transfer to move selected clients, or Delete to remove them.
6. Click Continue to proceed, or Back to return.

Import Detail

The import detail shows:

• Information — created date, created by, status, and statistics.
• Rows — each imported row with columns:

Column	Description
Status	"Processed", "Error", etc.
Valid	"Yes" or "No".
Result	Result code (e.g. 100 = success).
Timetable	Assigned timetable ID.
Basic fields	First name, last name, email, telephone number.
Extra fields	Date of birth, child's full name, address.

Related

• Active and inactive clients — what active/inactive status means and how it affects your service package.
• Data Correction Guide — step-by-step guide to correcting client data.
• Client Import Guide — how to import clients from a CSV file.
• Common Booking Scenarios — FAQ for booking-related tasks.