Managing Clients on Mobile

Learn how to manage your business on-the-go with ClientFlow. Access client information, schedule appointments, and track payments from anywhere — from your phone's browser, installed to the home screen.

Getting Started

Install ClientFlow on Your Phone

ClientFlow runs in your phone's browser and installs to the home screen, and there is a native iOS app on the App Store. The There is no Android app: it is not yet published and there is no Google Play listing, so on Android you install the web app from your browser.

• iOS: open clientflow.center in Safari, tap Share, then Add to Home Screen
• Android: open clientflow.center in Chrome, open the menu, then tap Install app
• Tablet: the same page works in the browser on iPad and Android tablets

Sign In

1. Open ClientFlow from your home screen
2. Enter your email and password
3. Allow notifications to stay updated

Dashboard Overview

The dashboard is the first tab in the bottom navigation. It shows:

• Daily Snapshot: Appointments today, pending tasks, active clients and pending payments
• Your Schedule: Today's appointments
• Action Required: Items that need your attention
• Smart Insights: Nudges such as overdue payments or clients due for rebooking

The bottom navigation has Dashboard, Clients, Appointments and Payments, plus a More menu for everything else.

Managing Clients

View Client List

1. Tap Clients in the bottom navigation
2. Scroll through your client list
3. Use the search bar to find specific clients
4. Filter by tags, status, or outstanding balance

Quick Actions

Open a client's profile to reach quick actions:

• Call: Start a phone call to the client
• WhatsApp: Open a WhatsApp chat with the client
• Email: Open your email app
• + button: Add a note, book an appointment, create a task or record a payment

Appointments on Mobile

Create Appointment

1. Tap Appointments in the bottom navigation
2. Tap "New Appointment"
3. Choose client, date, and time
4. Add details and notes
5. Save the appointment

The appointment is saved to your account, so it shows on every device you sign in on.

Calendar Views

• Day: Hourly schedule with timeline
• Week: 7-day overview (swipe horizontally)
• Month: The whole month at a glance
• Agenda: Chronological list of appointments

Payments on the Go

Record Payments

1. Tap Payments in the bottom navigation
2. Tap "Add Payment"
3. Select client and enter amount
4. Choose payment method
5. Add any notes
6. Tap "Create Payment"

Mark as Paid

1. Find the unpaid payment
2. Tap Mark as Paid on the payment card
3. Confirm the amount received and the payment date
4. Tap Confirm Full Payment (or Record Partial Payment if the client paid less)

Session Notes

Add Quick Notes

1. Open the client profile
2. Tap "Notes" tab
3. Tap the + button
4. Write your session notes
5. Tap "Save"

Working With a Poor Connection

ClientFlow needs an internet connection. There is no offline mode: pages will not load without one, and the clients, payments and notes you enter while the connection is down are not queued and will not sync later — you will see an error and will need to enter them again once you are back online. The one exception is a WhatsApp reply you type into a conversation in the web app: it is held and sent when the connection returns.

If you work somewhere with patchy signal, save each client, payment or note the moment you have a bar of signal rather than leaving them all to the end of the day.

Notifications

Appointment Notifications

• Before an appointment: A reminder to you 1 day, 1 hour and 15 minutes ahead by default
• No-show alert: A notification when a client is marked as not showing up

Payment Notifications

• Payment received: When a payment is marked as paid
• Overdue payment: When a payment becomes overdue
• Reminder sent: Confirmation that a payment reminder went out

Home Screen Widgets

ClientFlow does not offer home screen widgets today, so there is nothing to add. Installing ClientFlow to your home screen gives you the icon and a full-screen window; the schedule and unpaid balance live on the dashboard behind it.

Security Best Practices

• Enable two-factor authentication in Settings → Security
• Log out on shared devices
• Use your phone's own screen lock. The web app has no separate lock of its own; the iOS app has an optional Face ID or Touch ID lock under Settings → Security
• Review recent sign-ins in Settings → Security

Next Steps

Master mobile management to:

• Work from anywhere - Beach, gym, client location, as long as you have a connection
• Respond faster - Quick access to client information
• Save steps - Quick actions for common tasks
• Stay on top of appointments - Reminder notifications

Your business is now in your pocket!

---

Read time: ~6 minutes | Difficulty: Beginner