Complete guide to adding clients with all fields and best practices.

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Required vs Optional Fields

Field	Required	Best Practice
First Name	✓	Use legal name from authorization
Last Name	✓	Use legal name from authorization
Date of Birth	✓	Verify against ID documents
Address	✓	Primary service location
Phone		Always add for emergencies
Email		Needed for portal access
Emergency Contact		Add before first appointment

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Step-by-Step: Full Client Setup

1. Basic Information

1. Go to Clients → + Add Client
2. Enter legal name exactly as on authorization
3. Enter date of birth
4. Select gender (optional)

2. Contact Information

Field	Tips
Primary Phone	Client's phone or guardian's
Secondary Phone	Backup contact number
Email	Required for portal invitations

3. Address

Enter the primary address where services are provided:

1. Start typing — autocomplete suggests matches
2. Verify the address is correct
3. Add apartment/unit number if needed
4. County auto-fills based on address

Tip: If client lives in a facility, enter the facility address. You can also assign them to a Facility record for group scheduling.

4. Emergency Contact

Add at least one emergency contact:

1. Scroll to Emergency Contacts
2. Click + Add Contact
3. Enter:
   • Name
   • Relationship
   • Phone number
   • Notes (e.g., "Call first", "Spanish speaker")

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Client Information Sections

After creating the basic profile, complete these sections:

Case Manager

Assign the DSHS case manager:

• Name and contact info
• Office/agency
• Used for DSHS reports

Medical Information

Document health-related details:

• Diagnoses
• Medications
• Allergies
• Mobility status
• Communication needs

Privacy Note: This information is HIPAA-protected and only visible to assigned caregivers and admins.

Care Preferences

Set service preferences:

• Preferred appointment times
• Caregiver gender preference
• Language preference
• Activities of interest

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Best Practices

Before First Appointment

Complete these sections:

• Emergency contact added
• Units allocated
• At least one goal created
• Address verified on map

Naming Conventions

• Use legal name, not nicknames
• Middle name is optional
• Avoid special characters

Address Tips

• Use the primary service location
• If client has multiple addresses (home + day program), create separate Facility records
• Verify the pin on the map is accurate — staff use this for navigation

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Importing Multiple Clients

For bulk imports, contact support with a CSV containing:

• First Name, Last Name
• Date of Birth
• Phone, Email
• Address (Street, City, State, ZIP)

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Related Articles

• Adding Your First Client — Quick start guide
• Managing Service Units — Allocate hours
• Client Goals — Set up care goals