Working with Client Files

Learn how to upload, organize, and securely share client files. This tutorial covers file management, storage limits, and security best practices.

Introduction

Client files let you store important documents like contracts, waivers, medical clearances, before/after photos, and more. All files are encrypted and organized by client.

Step 1: Access Client Files

Go to Clients in the sidebar
Click on a client name
Navigate to the Files tab
You'll see all files for this client

Pro Tip: You can also upload files directly from intake forms. When clients fill out forms, their file uploads appear automatically in their file section.

Step 2: Upload Your First File

Click the "Upload File" button
Choose file from your computer
Add a description (e.g., "Waiver - Signed 2024")
Select category: Contract, Medical, Photo, Document, or Other
Click "Upload"

The file uploads over an encrypted TLS 1.3 connection and is stored securely.

Pro Tip: Name files descriptively before uploading: "john-smith-waiver-2024-01-15.pdf" is better than "scan001.pdf".

Supported File Types

Documents

PDF: Contracts, waivers, reports (recommended)
DOC/DOCX: Word documents
TXT: Plain text files

Images

JPG/JPEG: Photos, scanned documents
PNG: Screenshots, graphics
HEIC: iPhone photos (auto-converted to JPG)

File Size Limits

Tier	Per File	Total Storage
Free	5 MB	25 MB
Starter	10 MB	256 MB
PRO	25 MB	2.5 GB
Team	50 MB	10 GB + 1GB/seat

Pro Tip: For large files, use PDF format with compression. A 20MB scan can become 2MB when properly compressed!

Organize with Categories

Contracts & Waivers: Service agreements, liability waivers, HIPAA consent
Medical Documents: Doctor clearances, allergy information, medical history
Progress Photos: Before/after images, progress tracking
Other Documents: ID copies, insurance cards, receipts

Security Best Practices

All files are encrypted at rest (AES-256)
Files are encrypted during transfer (TLS 1.3)
Only you and authorized team members can access files
Clients can only see files you explicitly share with them
GDPR-compliant storage; encrypted at rest and in transit (ClientFlow is not HIPAA-certified)

Next Steps

Set up file categories - Organize by type for easy searching
Enable client portal - Let clients view their files (PRO tier)
Configure automatic backups - Export files regularly for safety

Secure file management protects your clients and your business!

Read time: ~5 minutes | Difficulty: Beginner

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