How to add custom fields to your client records ?

Who is this article for?

Every practice tracks different information about its clients: the referring physician, the insurance company, how the client heard about you, their occupation, and so on. With additional fields, you add your own fields to every client record, in the format that suits you, and you group them in sections with a name and an icon (for example Medical history or Insurance).

This article explains how to create sections and fields, where to fill them in, and how to ask for them when a client books online.

Before you start: sections and additional fields are managed in Settings > Clients (www.colib.io/settings?show=clients). You need access to the practice settings to create, modify or delete them.

1Open the sections and the additional fields

1. Go to www.colib.io/settings?show=clients. You can also click the Settings icon (gear) in the top bar, then Clients in the Admin menu on the left.
2. The Client record sections panel lists your sections, with their name in English and in French, their icon and their number of fields.
3. Below, the Additional fields panel lists the fields already created, with their section, their label and their type.

2Create a section (optional)

Your fields are first in the Additional information section. Create other sections to group the fields by theme:

1. In Client record sections, click Add section.
2. Enter the Name (English) and the Name (French). At least one name is required: if the name is missing in the language of a user, the name in the other language is displayed.
3. Choose an Icon, or keep Default. The icon is displayed next to the section name in the client record.
4. Click Save. The section is added to the list.

• Order — drag and drop the sections in the list: the client record shows them in the same order.
• Rename or change the icon — click the pencil icon of the section.
• Delete — a section can only be deleted once it no longer contains any field. Move its fields to another section first. The last section cannot be deleted.
• Limit — you can create up to 30 sections.

3Create a field

1. In Additional fields, click Add field.
2. Enter the Label: this is the name of the field as it will appear in the client record (for example, How did you hear about us?).
3. Optionally, enter a Description: it is shown under the field to help your team fill it in.
4. Choose the Section where the field is displayed in the client record.
5. Choose the Type of field (see the table below).
6. For a list, type each choice in Option and click the + button to add it. The trash icon removes a choice.
7. Click Save. The new field appears in the list, in its section.

Important: the type of a field cannot be changed once the field is created. If you chose the wrong type, delete the field and create it again.

4Fill in the fields in the client record

1. Open the client's record from your client list (www.colib.io/clients).
2. Click the Profile tab.
3. Each section has its own heading, with its icon: open the section of the field.
4. Fill in the fields, then click Save at the bottom of the page.

A section only appears in the client record once it contains at least one field.

5Ask for the fields on your booking page (optional)

You can ask your clients to fill in some of these fields themselves when they book online. Their answers are saved directly in their client record.

1. Go to Settings > Booking Page (www.colib.io/settings?show=bookingpage).
2. In the Additional client fields section, turn on each field to display on the first step of the booking page.
3. For each selected field, you can change the Label on the booking page (the wording your clients see) and make the field Mandatory.
4. Save your settings.

This section is only visible when online booking by clients is enabled.

Good to know

• Change the order of the fields — in Settings > Clients (www.colib.io/settings?show=clients), drag and drop the rows of the table to reorder the fields inside their section. The client record follows the same order.
• Move a field to another section — click the pencil icon on its row and choose another Section.
• Rename a field or edit its options — click the pencil icon on its row.
• Delete a field — click the trash icon on its row.
• Shared by the whole practice — sections and additional fields are the same for every client and every practitioner of the practice.

Important: deleting a field also permanently deletes the information entered in that field for all your clients, as well as the answers collected on your booking page. This cannot be undone.

Still have a question?

Write to us at support@colib.io, we will be happy to help.