Welcome to our user guides

Who can view this?

• Staff from organisations that have referred or received a client can view that client’s details.
  
• Administrators can search for and view all clients across their system.
  

1) Overview

The Overview panel shows a concise summary of the client, including full name, pronouns, and a short overview of issues for which they were referred.

It also includes key personal information:

• Date of birth
• Gender
• Email address (if applicable)
• Phone number
• Alternative phone number (if applicable)
• Address
• Residing local authority
• Contact preferences
• NHS number and GP (if configured in the system settings)

2) Update client details

Anyone with permission to view the client can update personal details. Changes apply everywhere the client appears, including historical referrals.

Edit personal details

1. Open the client record.
   
2. Click the ellipsis (⋮) menu and choose Edit client details.
   
3. Make your changes and select Save.
   
4. If you opened the slide‑over by mistake, click Cancel or anywhere outside the overlay to close it.
   

Edit address

1. From the client record, click the upper ellipsis (⋮) menu → Edit address.
   
2. Update the fields and click Save.
   
3. Use Cancel (or click outside) to dismiss without saving.

Edit GP details

4. From the client record, click the upper ellipsis (⋮) menu → Edit GP details.
5. Update the fields and click Save.
6. Use Cancel (or click outside) to dismiss without saving.

Edit contact permissions

1. From the client record, click the lower ellipsis (⋮) menu → Edit contact permissions.
   
2. Adjust the permitted contact methods and click Save.
   
3. Use Cancel (or click outside) to dismiss without saving.
   

3) Client notes

Client notes let organisations record internal information about a client. Notes are visible to all users who have permission to view the client.

Tip: If a note is tied to a specific referral, add it on the referral, not the client, so the context travels with that referral.

Add a note

1. Open the client → Notes tab → Add note.
   
2. Enter the note text and click Save.
   
3. The note shows its content, who created it, and when.

Only Staff members from the sending and receiving organisations can add client notes.

System administrators must be assigned to an organisation as staff in order to add, edit or delete client notes.

Edit or delete a note

• Notes can be edited or deleted by organisation staff members.
  
• Click the note’s ellipsis (⋮) menu to Edit or Delete.
  

4) Client files

Client files allow users to share information that cannot be captured through notes or questionnaires. Files uploaded here are visible to users with permission to view the client.

All Users with client access can download files from a client profile.

Tip: If a file relates to a specific referral, upload it to that referral so it’s kept with the correct casework.

Add a file

1. Open the client → Files tab → Add file.
   
2. Choose the file, give it a clear title, and Save.

Only Staff members from the sending and receiving organisations can add client files.

System administrators must be assigned to an organisation as staff in order to add or delete client files.

Permitted types & limits

• Documents: .docx, .odt, .rtf, .pdf, .txt, .pptx
  
• Spreadsheets: .xlsx, .ods, .csv, .tsv
  
• Images: .jpg, .jpeg, .gif, .png, .svg
  
• Max size: 5 MB per file
  

Non-permitted files

If you need to upload a larger file or a non‑permitted format, use your organisation’s cloud storage and share a secure link in a client note.

Delete a file

• Files can be uploaded or deleted by organisation staff members.
  
• Use the file’s ellipsis (⋮) menu → Delete.
  

5) Referrals (on the client record)

Administrators can see all referrals in the system. Staff members from organisations that have sent or received a referral can view its details.

The client’s Referrals tab lists all referrals sent on their behalf. 

It provides context such as:

• Referral ID
• Sending or receiving organisation name
• Client name and DOB
• Referral created date
• Issue
• Current status
  

Referral status icons

• 🕓 Clock — the referral is overdue.
  
• ⚠️ Exclamation — the referral is urgent and needs a faster response.
  
• 📄❌ File with a cross — the client consent has expired.

6) Activity (audit log)

The Activity tab shows a chronological log of actions made by users who have access to the client. This supports professionalism and maintains accountability toward sensitive data.

What’s recorded?

• Client created
• Client updated
• Client referral added
• Client note added, edited or removed
• Client file added or removed

Use the log to confirm when information has been added, changed or removed from a client profile.

Good practice

• Keep titles on files and notes short and descriptive.
  
• Use referral‑level notes/files when context is specific to that referral. Referrals added to the client will not be assigned to their referrals.
  
• Check the client’s contact permissions before making outbound contact.