Client records, marketing consent and GDPR

Every client who books with you gets a record on the Clients page - this article covers that record, marketing consent, and your GDPR tools for exporting or erasing personal data.

The Clients page

Open Clients in the sidebar for an overview, filter chips (All/New/Returning/Lapsed), a search box, and the client list.

Add a client

Press Add Client to open the Add New Client dialog.
Fill in the fields you need - name, email, phone, date of birth, ID code, gender, language, address, source, and notes. Two checkboxes, Accepts email marketing and Accepts SMS marketing, default to unchecked - a client is opted in only if ticked.
Press Add Client to save. The client appears in the list right away.

Click a row to open the card, or Edit Client (Save Changes) to update it later.

The Profile tab shows contact and personal details plus a Marketing & source block: Source, Email opt-in and SMS opt-in (Yes/No, with the date the consent was given once recorded), plus a consent-status line if fully unsubscribed, and a footer showing how long they've been a client.

Consent always starts opted out - on the staff form and on your booking page, where one checkbox under contact details ("I'd like to receive offers and news from your clinic") covers both email and SMS. The opt-in date is recorded automatically when the box is ticked, not set by you.

Clients booking online are matched to an existing record (by phone or email) or created new, automatically; opt-in via booking can only add consent, never remove it.

Suppressions

Open Suppressions under Communications: add a contact (email, SMS or WhatsApp) that opted out elsewhere with Suppress, so it's never messaged again, or remove one to resume. Suppression always overrides the opt-in checkbox, and also stops automated reminders, not just marketing.

Export and erase client data

Open the GDPR tab in settings (owners/administrators only), search a client, and use:

Export data - downloads their record, appointments, invoices and consent state.
Erase (anonymize) - permanently replaces name, email, phone, birth date, ID code, notes and address with "Deleted Client" and clears both marketing checkboxes. Appointments/invoices stay, but personal data is gone for good - this cannot be undone.

Both actions are logged in your audit log.

Good to know

Removing a client from the list only archives them - history stays, nothing is wiped. Use Erase (anonymize) to remove personal data.
A client can look opted in and still not receive messages if they're on the Suppressions list.
Client records are never deleted automatically - Tervita keeps them until you export or erase them yourself.