Bulk Operations - Efficiency at Scale

Mass actions for repetitive jobs. Managing dozens of clients one-by-one is time-consuming. Bulk actions let you set a group, add tags or delete clients, create a month's payment records, mark payments as paid and send reminders for several records at once.

Introduction

This guide teaches you how to efficiently select multiple clients or payments and perform an action on them all at once, instead of repeating the same admin task one record at a time.

Client Selection Methods

Manual Selection

1. Go to Clients page
2. Check boxes next to client names
3. A bar at the bottom of the screen shows how many are selected, for example "15 selected", with the bulk actions beside it

Clearing the Selection

• Click the X in the bottom bar, or press Esc, to clear the selection

Filter Then Select All

1. Search or apply filters (tags, status, etc.)
2. Tick the select-all checkbox at the top of the table → it selects the clients currently listed

Bulk Update Operations

Bulk Update Tags

1. Select clients (e.g., all new signups this week)
2. In the bottom bar, click "Add Tags"
3. Enter tags, for example "New Client 2026" or "January Cohort"
4. Click "Apply"

Bulk Set Group

1. Search or filter clients (e.g., Tag = "Yoga Studio")
2. Select all of them
3. In the bottom bar, click "Set Group"
4. Type a new group name or pick an existing one
5. Click "Apply"

Bulk Payment Operations

ClientFlow records and invoices what clients owe. These bulk actions create and update records; they never charge anyone.

Create Payments for Multiple Clients

1. On the Payments page, pick the month and click "Bulk Create"
2. The list shows clients who have a monthly amount set and no payment yet for that month
3. Narrow it with search, group and tags; tick "Include inactive" if you need inactive clients too
4. Select clients (up to 100 at a time), or choose "Create for all" eligible clients
5. Check the count and total in the confirmation dialog, then confirm

Clients who already have a payment for that month are skipped, and the result tells you how many were created and how many were skipped.

Mark Paid and Send Reminders in Bulk

1. On the Payments page, tick the payments you want
2. Use "Mark All Paid" to record the selected payments as paid (payments that are already paid or waived are skipped), or "Send Reminders" to remind the selected clients

Reminders go out automatically over WhatsApp only on PRO and above with your own WhatsApp Business number connected. Otherwise ClientFlow prepares a WhatsApp link per client for you to tap.

Bulk Operation Limits

These limits are the same on every plan.

Action	Most records at once
Set group, add tags or delete clients	500 clients
Mark payments as paid	100 payments
Create payments for selected clients	100 clients selected at a time (or use "Create for all")

Undoing a Bulk Action

ClientFlow does not have an undo screen for bulk actions. If you applied a tag or group by mistake, change it again from the same bar or on each client's own page.

Treat These as Final

• Deleting clients: there is no restore screen, so check the selection and the confirmation count first
• WhatsApp reminders that have already gone out

Next Steps

Use bulk actions to:

• Stop repeating yourself - One action instead of many
• Stay consistent - The same tag or group applied to every selected client
• Follow up in one pass - Remind several clients at once

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Read time: ~7 minutes | Difficulty: Advanced