id: quick-start-guide

category: onboarding

title: Quick Start Guide - Setup in 15 Minutes

languages: [en]

read_time: 15

illustration: assets/illustrations/onboarding-quickstart.svg

video_url: https://www.youtube.com/watch?v=quickstart-demo

demo_account:

email: demo-trainer@clientflow.center

password: DemoAccount2024!

related_docs:

- title: Your First Client in 5 Minutes

url: https://clientflow.center/docs/tutorials/example-tutorial-en.html

- title: Appointment Scheduling Mastery

url: https://clientflow.center/docs/tutorials/appointment-scheduling-en.html

- title: Migration Guide

url: https://clientflow.center/docs/onboarding/migration-guide-en.html

tags:

- getting-started

- setup

- onboarding

- beginner

audience:

- beginner

Quick Start Guide - Setup in 15 Minutes

Get your ClientFlow account fully configured and ready to manage clients in just 15 minutes. This guide walks you through account creation, essential settings, and adding your first clients.

Introduction

Welcome to ClientFlow! This guide is designed for service professionals who want to hit the ground running. We'll get you from signup to managing your first client in 15 minutes or less.

What you'll accomplish:

✅ Create and verify your account
✅ Configure business settings
✅ Add your first client
✅ Record a payment
✅ Schedule an appointment
✅ Send your first reminder

Pro Tip: Try the demo account first (credentials above) to explore features before setting up your own account.

Step 1: Create Your Account (2 minutes)

Go to https://clientflow.center
Click "Get Started Free"
Enter your information:

- Email: Your business email

- Password: Strong password (8+ characters, mix of letters, numbers, symbols)

- Business Name: Your practice/business name

- Industry: Select from dropdown (Personal Trainer, Therapist, Tutor, etc.)

Click "Create Account"

Verify Email

Check your email inbox
Open the "Verify Your ClientFlow Account" email
Click the verification link
You'll be redirected to the dashboard

Troubleshooting: No email? Check spam folder or click "Resend verification email" on the dashboard.

Pro Tip: Use a business email (e.g., you@yourbusiness.com) rather than personal email for professional credibility.

Step 2: Configure Business Settings (3 minutes)

Business Profile

Click your profile picture (top right) → Settings
Go to "Business Profile" tab
Fill in essential information:

- Business Name: Full legal or operating name

- Phone Number: Business phone (for client communication)

- Address: Your business location (optional for mobile professionals)

- Website: Your business website (optional)

- Logo: Upload your logo (JPG/PNG, max 2MB)

Click "Save Changes"

Currency & Timezone

Still in Settings, go to "Regional" tab
Set:

- Currency: Your local currency (TRY, USD, EUR, etc.)

- Timezone: Your local timezone (for accurate appointment scheduling)

- Date Format: Preferred date display (MM/DD/YYYY or DD/MM/YYYY)

- Language: Interface language (18 languages available)

Click "Save"

Important: Currency cannot be changed after adding payments. Choose carefully!

Payment Methods

Go to "Payment Settings" tab
Enable payment methods you accept:

- ✅ Cash

- ✅ Bank Transfer

- ✅ Credit Card (requires iyzico integration - see Step 6)

- ✅ Mobile Payment (PayPal, Venmo, etc.)

Add bank account details (for "Bank Transfer" option):

- Bank name

- Account number (last 4 digits shown to clients)

- Account holder name

Click "Save"

Pro Tip: Enable all payment methods you accept, even if you rarely use them. Flexibility increases payment likelihood.

Step 3: Customize Your Dashboard (2 minutes)

Dashboard Widgets

Go to Dashboard (click logo or "Dashboard" in sidebar)
Click "Customize Dashboard" (gear icon, top right)
Enable/disable widgets:

- ✅ Today's Appointments - Upcoming sessions

- ✅ Unpaid Payments - Outstanding balances

- ✅ Recent Clients - Latest additions

- ✅ Monthly Revenue - Income chart

- ⬜ Tasks - Enable if you use task management

- ⬜ Analytics - Enable if you want quick stats

Drag widgets to reorder them
Click "Save Layout"

Your dashboard now shows exactly what you need to see!

Pro Tip: Keep the dashboard minimal at first. You can always add more widgets as you learn which metrics matter most to your business.

Step 4: Add Your First Client (3 minutes)

Create Client Profile

Click "Clients" in the left sidebar
Click the blue "Add Client" button
Fill in client information:

- Full Name: First and last name (required)

- Email: Client's email address (required for reminders)

- Phone: Mobile number with country code

- Birth Date: For age tracking (optional)

- Notes: Special considerations (injuries, preferences, goals)

- Tags: Add tags like new-client, vip, or service type

Click "Create Client"

The client is now in your system!

Quick Client Import (Optional)

If you have existing clients in a spreadsheet:

Go to Clients → Import
Download the CSV template
Fill in your client data (name, email, phone)
Upload the completed CSV
Map columns (Name → Name, Email → Email, etc.)
Click "Import"

All clients import instantly!

Pro Tip: Start by adding 3-5 active clients manually to learn the interface, then bulk import the rest.

Step 5: Record Your First Payment (2 minutes)

Add a Payment

Go to Payments in the sidebar
Click "Add Payment"
Fill in payment details:

- Client: Select from dropdown

- Amount: Payment amount (numbers only, no currency symbol)

- Payment Method: Cash, Bank Transfer, Credit Card, etc.

- Status: Unpaid (if not yet received) or Paid (if already received)

- Due Date: When payment is due (for unpaid) or received (for paid)

- Description: What the payment is for (e.g., "March 2024 Training Sessions")

- Recurring: Enable if this is a monthly payment

Click "Create Payment"

Mark Payment as Paid

If the payment is already received:

Find the payment in the list
Click the checkmark icon
Confirm the received date
Done!

The client receives an automatic receipt email (if enabled in Settings → Notifications).

Pro Tip: Use the "Recurring" option for monthly clients to automatically generate future payments. Set it and forget it!

Step 6: Schedule an Appointment (2 minutes)

Create First Appointment

Go to Appointments in the sidebar
Click "New Appointment"
Fill in appointment details:

- Client: Select client

- Date: Appointment date

- Time: Start time

- Duration: Length (30 min, 1 hour, 2 hours, custom)

- Title: Session type (e.g., "Personal Training Session", "Nutrition Consultation")

- Location: Where it takes place (your studio address, "Online via Zoom", "Client's Home")

- Notes: Preparation notes or special instructions

Click "Create Appointment"

The appointment appears on your calendar!

Sync with Google Calendar (Optional)

To see ClientFlow appointments in Google Calendar:

Go to Settings → Integrations
Click "Connect Google Calendar"
Sign in with Google
Choose sync direction:

- Two-way: ClientFlow ↔ Google Calendar (recommended)

- One-way: ClientFlow → Google Calendar only

Click "Enable Sync"

Your appointments now sync automatically!

Pro Tip: Use two-way sync to block personal time in Google Calendar, and it will automatically show as busy in ClientFlow.

Step 7: Set Up Automatic Reminders (3 minutes)

Configure Reminder Settings

Go to Settings → Notifications
Enable "Automatic Appointment Reminders"
Configure reminder schedule:

- ✅ 24 hours before: "Hi [Client], reminder about your session tomorrow at [Time]..."

- ✅ 1 hour before: "See you soon! Your session with [Business] starts in 1 hour..."

- ⬜ Custom: Add your own interval

Choose reminder method:

- WhatsApp: Highest open rate (95%+) - requires WhatsApp Business API setup

- Email: Professional and detailed

- Both: Maximum coverage (PRO tier)

Customize message templates:

- Use variables: [Client], [Time], [Date], [Location], [Business]

- Keep it friendly and professional

- Include cancellation policy

Click "Save Settings"

Reminders now send automatically!

Send a Test Reminder

Go to Appointments
Click on an appointment
Click "Send Reminder Now"
Choose method (WhatsApp or Email)
Preview message
Click "Send"

You'll see confirmation that the reminder was sent!

Pro Tip: The 24-hour reminder is most effective at reducing no-shows. Clients have time to reschedule if needed.

Quick Wins: What to Do Next

Now that your account is set up, maximize your first week with these actions:

Day 1-2: Build Your Client Base

[ ] Import existing clients (or add top 10 manually)
[ ] Add profile photos to clients (helps with recognition)
[ ] Tag clients by service type, location, or status
[ ] Record all outstanding payments

Day 3-4: Set Up Scheduling

[ ] Block recurring appointments for regular clients
[ ] Set your working hours (Settings → Availability)
[ ] Configure buffer time between appointments (15-30 min)
[ ] Enable client self-booking (Settings → Client Portal) - PRO tier

Day 5-7: Optimize Workflow

[ ] Create intake form for new clients (see "Creating Your First Intake Form" tutorial)
[ ] Set up payment reminders (Settings → Reminders)
[ ] Customize email templates (Settings → Templates)
[ ] Download mobile app (iOS/Android) for on-the-go access

Pro Tip: Focus on getting one workflow perfect (e.g., appointment reminders) before tackling the next. Master one thing at a time!

Essential Keyboard Shortcuts

Speed up your workflow with these shortcuts:

Action	Shortcut
Add Client	`Cmd/Ctrl + N` (on Clients page)
Add Payment	`Cmd/Ctrl + N` (on Payments page)
New Appointment	`Cmd/Ctrl + N` (on Appointments page)
Search	`Cmd/Ctrl + K`
Settings	`Cmd/Ctrl + ,`
Refresh Data	`Cmd/Ctrl + R`

Mobile App Setup

Manage clients on the go:

iOS: Search "ClientFlow" in App Store
Android: Search "ClientFlow" in Google Play Store
Download and open the app
Sign in with your email and password
Enable biometric login (Touch ID/Face ID) for quick access
Allow notifications for appointment reminders

Mobile Quick Actions

Add client after in-person meeting
Record payment on the spot
Take progress photos and upload to client files
Add session notes immediately after sessions
Check upcoming appointments

Pro Tip: Enable "Auto-Upload" in mobile app settings to automatically backup photos you take during sessions.

Subscription Tiers Explained

ClientFlow has four tiers:

Tier	Clients	Storage	Key Features	Price
Free	5	25MB	Basic features, 1 user	$0/month
Starter	25	256MB	Analytics, basic automation	$19/month
PRO	Unlimited	2.5GB	Advanced features, WhatsApp, automation	$49/month
Team	Unlimited	10GB + 1GB/seat	Multi-user, roles, advanced reports	$99/month

You start on Free tier. Upgrade anytime from Settings → Subscription.

When to upgrade:

Starter: When you exceed 5 clients or need basic analytics
PRO: When you want automation, WhatsApp reminders, or intake forms
Team: When you have staff or virtual assistants who need access

Pro Tip: Try Free tier for 30 days to learn the basics. Upgrade to PRO when you're ready to automate and scale.

Common Beginner Mistakes (And How to Avoid Them)

1. ❌ Not Setting Timezone Correctly

Problem: Appointments appear at wrong times

Fix: Settings → Regional → Set correct timezone BEFORE creating appointments

2. ❌ Using Personal Email for Account

Problem: Unprofessional communication with clients

Fix: Update email in Settings → Profile (clients see this in emails)

3. ❌ Forgetting to Enable Reminders

Problem: High no-show rate

Fix: Settings → Notifications → Enable automatic reminders with 24-hour notice

4. ❌ Not Adding Payment Due Dates

Problem: Don't know which payments are overdue

Fix: Always set due date when creating payment (even if it's "today")

5. ❌ Skipping Client Tags

Problem: Can't filter or segment clients later

Fix: Add at least one tag when creating client (service type, location, or status)

6. ❌ Not Testing Integrations

Problem: Calendar sync fails during important appointment

Fix: Create test appointment and verify it appears in Google Calendar

7. ❌ Overwhelming Dashboard

Problem: Too many widgets, can't focus

Fix: Start with just 3 widgets: Today's Appointments, Unpaid Payments, Monthly Revenue

Pro Tip: Mistakes are learning opportunities. If something doesn't work as expected, check Settings first - 90% of issues are configuration-related.

Getting Help

Knowledge Base

Tutorials: Step-by-step guides for specific features
FAQs: Common questions answered
Video Library: Visual walkthroughs

Access from Help menu (question mark icon, top right)

Live Support

Chat Support: PRO/Team tiers get priority support (avg response: 2 hours)
Email Support: support@clientflow.center (all tiers, avg response: 24 hours)
Community Forum: Ask questions, share tips (all tiers)

Quick Troubleshooting

Feature not working? Check if it's included in your tier (Settings → Subscription)
Data not syncing? Force refresh (Cmd/Ctrl + R)
Integration failed? Disconnect and reconnect (Settings → Integrations)
Email not delivered? Check spam folder, add noreply@clientflow.center to contacts

Pro Tip: Use the built-in chat widget (bottom right) for instant help. PRO users get priority responses!

Next Steps

You're now ready to manage your business with ClientFlow! Continue learning with these tutorials:

Your First Client in 5 Minutes - Detailed client management
Sending Your First Payment Reminder - Automate payment follow-ups
Appointment Scheduling Mastery - Advanced scheduling techniques
Creating Your First Intake Form - Collect client information professionally

Recommended path:

Week 1: Master clients and payments (Tutorials #1-3)
Week 2: Set up scheduling and reminders (Tutorials #4-6)
Week 3: Implement intake forms and file management (Tutorials #7-8)
Week 4: Optimize with tags and exports (Tutorials #9-10)

Welcome to ClientFlow - let's grow your business together!

快速入门指南 - 15 分钟内完成设置