Records (clients, groups and events)

2.1 — What's the difference between client, patient, coachee, student?

Just the label shown in the UI. Session Flow supports several record types (patient, client, coachee, student, mentee, analysand, supervisee, and others) to fit your field's vocabulary. They're functionally identical — pick the term that matches your work.

2.2 — Where do I set the default type?

Settings → Default record type. That's the type applied automatically to new records, and the word the screens use ("No patients found"). Each individual record can have its own type, different from the default (handy if you serve mixed audiences — therapy + coaching, for example); its own page uses its own word.

2.3 — How do I add a recurring client?

Tap "+" (or "New Client", in the Clients tab) → fill in name, session value, billing mode and billing moment → set the recurrence rules (weekdays and time). The app generates all future sessions automatically based on these rules.

2.4 — Can a single client have multiple recurrence rules?

Yes. You can add multiple rules (e.g. Tuesdays 2 PM AND Thursdays 4 PM) for the same record. Common in therapy plans with variable frequency.

2.5 — How do I create a group? Premium

When choosing the record type, pick "Group". You can register all participants at once. Each participant has independent payment tracking — useful for group therapy, group supervision or class-based sessions.

2.6 — How do I add one-off sessions (no fixed rule)?

When creating the record, instead of a recurrence rule, turn on "One-off sessions" and schedule the first one (date and time). You schedule the next ones one at a time: "Schedule a session" on the profile, on the card and in the Today card's menu. When there is no session scheduled and nothing outstanding, the record moves to the "Seen" block in Clients, outside the plan limit; scheduling a session brings it back. For a client with a rule who needs one more session, use "Add extra session" (3.7).

2.7 — How many records can I have?

On the free plan: up to 4 records. On Premium: up to 1000 records.

2.8 — How do I pause a client?

Open the client's profile (tap the name on any screen) → Schedule tab → "New pause", and set the period. You can also long-press the card in Clients → "Pause client". During the pause: nothing new becomes outstanding, and sessions scheduled within the period are cancelled automatically. If something already paid falls in the period, the app asks what to do (keep as credit, keep as paid or refund). When you resume, counting restarts normally.

On the profile's Sessions tab, the pause shows as a line among the sessions, with the period and how many sessions did not take place (Recent) or will not (Upcoming). On the Schedule tab, pauses in progress or scheduled sit right below the active rules; finished pauses and ended rules sit collapsed at the end: tap the title to open them.

2.9 — Can I pause without setting a return date?

Yes — the record stays paused indefinitely. If there is an outstanding amount from before the pause, the app asks what to do with it:

Keep outstanding — the amount stays in To receive until it's paid.

Write off — the amount leaves To receive and everything that adds up money to come in, but it stays on record: the sessions remain in the client file as "Written off" and count in that month's Statistics (they weren't paid). If the client pays later, the payment counts. If they come back, the app lets you know and you choose whether to undo the write-off.

You can also write off (or undo it) later, in the client file › Profile › Status. Written-off amounts are kept in a collapsed block at the end of Outstanding.

2.10 — What's the difference between pausing and closing a client?

It's more about your expectation regarding the record than a technical difference:

Pause — you believe there may be a return. Open-ended pause, no defined end.

Close client — you believe there will be no return.

Both can be reactivated at any time if the person comes back.

Either way, the sessions that already happened stay in Statistics. When you close a client, you choose what to do with what was still outstanding: keep it outstanding (it shows up under Outstanding, in "Closed clients") or write it off (it leaves To receive and stays on record in the client file, as with a pause).

2.11 — How do I reactivate a paused or closed record?

To find the record, go to the records list and scroll all the way to the end — paused or closed records appear in that part of the list. Tap the record and choose "Reactivate". If there are days off or vacation in the return period, the app asks whether to keep or cancel those sessions. If you had written off an amount for them, the app asks whether it goes back to To receive.

2.12 — Can I delete a record?

Yes, but be careful. Deleting removes the record and all associated financial history (payments received and paid months). Data is not preserved in the app after deletion — the only way to recover it is from a backup that contains it.

If you want to preserve the history, use "Close client" instead of delete.

2.13 — I have a client with zero value. Is that a problem?

No. Records with zero value are treated as free attendance. They don't generate charges and still appear in the schedule and session history — you track frequency normally. In the statistics, free sessions count toward the average ticket with a value of zero: free work is still work.

2.14 — What is an event, and how do I manage it?

An event is a commitment that is not a session with a client: a conference, a class you teach, a supervision meeting. It shows in the schedule, in Today, in reminders and in days off, but stays out of the money (Outstanding, billing, statistics and documents). To create one, tap "+" (or "New Client", in the Clients tab) and choose Event.

━━ The event page ━━

Tapping an event opens its page, with three tabs:

• Dates: upcoming, past and cancelled. Tap a date to reschedule, cancel or restore it.
• Schedule: the repeating rules (New rule, Edit, End rule) and the pauses — the same as a client's, including "on the last" (the last Thursday of the month, for example).
• Profile: name, repetition, duration, virtual room, reminder, end and delete.

━━ What you can do with a day ━━

In Today, in the Schedule and on the page, the same actions: "Reschedule this day", "Cancel this day" (with the reason; the message has "Undo"), "Restore this day", "Join the room" (opens the link) and "Send reminder" (by WhatsApp). "Add a date" adds one more day outside the repetition, with no value. The swipes are the same as a client's: swipe right to send the reminder (upcoming) or cancel the day (past); swipe left to reschedule.

━━ All day ━━

An all-day event has no time on the screens and does not clash with the sessions of the day. The reminder goes out at 8:00 AM: on the day itself or on the days before that you choose.

━━ Past midnight ━━

Anything that goes past midnight shows on both days, as in Google and on the iPhone: on the first until midnight and, on the next, under "Continued from yesterday" (tap to open the day it started), in the day timeline and in the week grid. In the numbers, it belongs to the day it starts.

━━ Ending, and the event that has passed ━━

Ending removes the dates from now on from the schedule; past ones stay, and you can reactivate it later. A one-time event whose date has passed moves to "Past events", at the end of the Clients list, and does not count toward your plan's limit; giving it a new date brings it back.

2.15 — How do I record intake sessions (or trial classes)?

When creating the record, in the "Repetition" block, choose "Start with intake sessions" (for teachers, "Start with trial classes"). You schedule the first one (date and time) and the intake price — zero means free. The record starts "in intake sessions": the "Intake" label shows on the cards, and you schedule the next ones one at a time ("Schedule an intake session" on the profile, on the card and in the menu). During the phase, billing is per session, at the intake price.

On the profile (and in the Today and Clients card menus), the two outcomes:

• "Start regular sessions" opens the rule already filled with the weekday and time of the last intake session, plus the billing and the price. On save, the phase closes, the rule takes effect and the record becomes a regular client. With monthly billing and an intake session in the same month, the monthly fee starts next month (per session until then) — the form says so.
• "Didn't continue" is the usual ending: the record goes to "Closed", and the profile keeps that the person didn't continue after the intake sessions.

Someone in intake counts toward the plan limit. In the Insights, the Clients card says how many people started with intake sessions in the period and each outcome, and "Needs attention" reminds you of anyone in intake for 30 days with no session scheduled. The activity log keeps both outcomes.

For an existing record without a rule, "Create a rule from this session" (in the menu of a session that took place) does the same as "Start": the rule starts on the session's weekday and time.