Every student who has ever booked with you is a client. The clients dashboard at /mentor/clients is a built-in CRM that tracks the relationship: how many bookings, lifetime spend, last attended, and your notes.
The clients list
The default view shows all clients sorted by recency. Each row:
- Photo / avatar.
- Name and email.
- Total bookings.
- Lifetime spend.
- Last attended date.
- Status pill: "Regular" (5+ bookings), "Active" (1-4 bookings in last 90 days), "Lapsed" (last booking 90+ days ago).
Click a client row to open their full profile.
The client detail view
Each client has a dedicated page with:
Header
Name, email, contact info, status. Quick stats: total bookings, total spend, average per booking, time since first booking, time since most recent.
Booking history
Every booking with you, oldest to newest. Each entry shows:
- Class title and date.
- Status (completed, no-show, cancelled).
- Payment status and amount.
- The session's location.
Notes
A free-form text area for your private observations. Examples of useful notes:
- "Has a low-back issue, needs modifications in forward folds."
- "Mentioned she is training for a half-marathon, June 2026."
- "Wedding August 2026, was nervous about flexibility."
- "Always brings her own mat, prefers the corner spot."
Notes are private to you. Other mentors do not see them. The client does not see them. They are your memory.
Tags
Optional tags you can apply to organise. Common tags:
- "Pre/postnatal".
- "Injury".
- "Beginner".
- "Recurring weekly".
- "Workshop only".
You can filter the clients list by tag.
Contact actions
A "Message" button that sends an email through the platform (Reply-To set to your email). Useful for personal check-ins, special offers to regulars, or rescheduling questions.
How clients get added
A client record is created automatically the first time someone books with you. You do not need to manually add anyone. Even guest bookings create a client record (anchored to the email used).
If a single student books under two different emails over time, they show up as two separate clients. We do not auto-merge. You can request a merge by emailing support with both emails.
How clients update
Every time a booking happens (or completes, cancels, etc), the client record updates: lifetime spend, last attended, total bookings.
The "lifetime spend" reflects only completed, paid bookings. Refunded bookings reduce the count. Cancelled-not-refunded bookings (no-shows where you kept the money) still count.
Using the CRM well
Onboarding regulars
When a student crosses to 3-5 bookings, they are at the threshold of becoming a regular. The CRM surfaces them in the "growing" filter. A few high-leverage moves:
- Send a quick "thanks for coming, hope you are enjoying it" message.
- Note any preferences you have noticed.
- Offer a class pack (if you have one) at a small discount as a thank-you.
These small touches dramatically improve retention.
Re-engaging lapsed clients
Clients who have not booked in 90+ days show up as "Lapsed". Periodically, scan this list. Some are appropriate to ignore (they moved cities, life changed). Some are appropriate to re-engage:
- A short message: "Hi Sarah, noticed you have not been in for a while; let me know if there is anything I can do".
- An offer: "First class back at 25% off, code SARAH25".
Aim for 1-3 re-engagement messages per quarter. More than that feels stalkerish.
Pre-class prep
For private sessions or smaller group classes where you remember individuals, open each client's profile beforehand and skim your notes. This is the kind of thing students notice ("she remembered I was nervous about backbends") and rave about in reviews.
Exports
You can export the full clients list as CSV for use in other tools (Mailchimp, Google Sheets, etc).
/mentor/clients has an "Export CSV" button. The CSV contains: name, email, phone, total bookings, lifetime spend, first booking date, last booking date, status, tags.
Useful for:
- Building a mailing list of regulars for newsletter.
- Reconciling with your existing accounting.
- A backup in case you ever leave the platform.
GDPR and client data
Clients' email and contact info are visible to you because they booked classes with you. This is a legitimate use under GDPR / similar regulations.
Clients can request data deletion by emailing support. When a deletion request comes in, we email you to let you know (so your records are not silently changed) and then remove the client's personal data while preserving the anonymous transaction records you need for accounting.
Common questions
Can I import existing clients from a previous tool? Not directly. You can manually add notes to existing clients (who must have booked at least once), but we do not offer bulk import for hypothetical clients who have not booked. If you have a list of past students, the way to bring them onto the platform is to invite them to book a class.
Can I see what other mentors a client is taking classes with? No. Client booking history with you is only visible to you. We do not share cross-mentor data.
Can multiple mentors share a CRM (e.g. a teaching duo)? Each mentor has their own CRM. Studios (different account type) have a shared CRM across all their teachers.
Can I send marketing to all my clients at once? Not via the platform directly. Export the CSV to your own mailing tool. We may add native broadcast email in the future; not on the immediate roadmap.
Next steps
- Managing bookings: the daily inflow that populates the CRM.
- Financials and expenses: the money side of the relationship.