This article explains how you can manage and update Client records in your professional workstation. It also contains a video explainer for everything related to the Clients section of your workstation.
Introduction
Maintaining accurate and detailed client records is essential for delivering top-quality service.
By having quick access to key client information, you can provide personalised care, track progress, and ensure seamless communication throughout the treatment process.
This article will guide you through the steps to access and update the information you have recorded for each client, from their initial booking to the ongoing treatment stages.
Please note: All client information is strictly visible only to you, the professional. Neither clients nor anyone within Kara Connect can access private information related to your clients.
Please find a video explainer for the information described in this article here:
Navigating to the Clients Section
To access a client's profile, start by going to the Clients tab in your professional account.
On the left-hand side, you will see the following sections:
- Clients: This section contains all of your active clients - those you're currently treating or who have booked their first session with you.
- Requests: Here you’ll find clients who have requested your services.
To accept their request, click on the client’s name and then press Accept Request.
Once you accept, the client will move from Requests to Clients.
- Invites: This section holds clients you've invited to set up their account on Kara Connect.
If the client hasn't yet accepted your invitation, they will remain here.
Once they complete their registration, they will be move from Invites to the Clients section.
- Deactivated: These are clients whose treatment has ended, and they are no longer active clients.
You can still access their profiles here in the Deactivated section, but they will not appear in the Clients section.
Accessing a Client’s Profile
To open a client’s profile, simply click on the client's name in the Clients section.
This will bring you to a detailed view of the client’s information.
On the left-hand side of the client's profile, you’ll find several fields that you can view and edit:
Editable Information
By clicking Edit, you can update the following details about your client:
- Name
- Gender
- Email*
- Phone Number
- Date of Birth
- Social Security Number
- Address
- Postal Code
*Please note that, if you change a client's email address, this will not change the email address to which the client receives automated emails through Kara Connect - in order for this email address to change, the client must change their email address themselves in their own Kara Connect client account.
Feel free to share this article with your client if they need to change the email address for their Kara Connect account.
In addition to the above information, you can also update:
Treatment State
You can track and modify the client’s treatment status as it progresses.
Reason for Booking
This refers to the reason the client provided when booking their first session via the Wellbeing Hub. It is an important field for understanding the client’s primary concerns.
Attachments
In this section, you can upload any documents or files related to the client’s treatment which you want attached to their client profile.
Payments
In this section, you can charge clients for any completed sessions that are not covered by a sponsored credit, and for which you have not yet processed or received payment.
If you need to set up payments for your sessions, we recommend using Kara Pay, details of which you can find here.
Contacts
Here, you can add contact information for anyone important to the client, such as an emergency contact or a family member. This ensures you have key contacts available should you need them during treatment.
Authenticators (Icelandic Clients Only)
For Icelandic clients, this section contains authentication details related to their EID (Electronic Identification). This is relevant if your client needs to sign in using this system.
Understanding the Middle Section of the Client's Profile
Wellbeing Index
The Wellbeing Index is a vital tool for tracking your client's overall wellbeing throughout their treatment journey.
It is a survey that the client can complete very quickly and easily through their account, giving you a snapshot of their overall Wellbeing.
By reviewing this index, you can assess whether your client's condition is improving, worsening, or staying the same.
The Wellbeing Index provides valuable insights that help you tailor your treatment plan and measure progress over time. To learn more about the Wellbeing Index, please refer to our dedicated article here.
Activities
The Activities section shows a detailed history of your sessions with the client.
For each session, you’ll see:
- Past and upcoming sessions
- Notes you’ve logged for each session (by clicking the dropdown arrow next to each activity)
Please note: These Notes are only visible to you and not visible to or accessible by your clients or anyone in Kara Connect.
If you need to schedule the next session, simply click the Schedule button, fill in the session details, and save it.
Conclusion
By following the steps outlined above, you can easily navigate your client profiles on Kara Connect and keep their records up-to-date.
Whether you're adding new information, tracking their wellbeing, or scheduling sessions, Kara Connect provides all the tools you need to deliver outstanding service and manage your clients effectively.
Please remember: your clients information is confidential and visible only to you as the professional. Keep your records organised and comprehensive in order to offer the best care and support for your clients.