This article provides an overview of the various options available for searching and filtering clients in Practice Better.
Using Filters
You can search for clients from your My Clients page using several criteria:
- Name and email address: Search using either the first or last name, or both. All fields are case-insensitive.
- Tags: Organize clients by specific tags (e.g., office location or progress milestones).
- Client Status: Filter clients based on their status (prospective, active, deactivated).
- Invitation Status: Filter to see to see which clients have been invited or not.
- Date Added: Filter clients by the date they were added.
- Last Activity: Filter by client activity in a set time range.
- Birth month: Search clients by their birth month.
- Phone number: Filter by mobile or home phone numbers.
For more advanced searches, use tags and filters. Prefix your search with a keyword followed by a colon (e.g., tag:, birthday:, lastactive:) to trigger a specific filter.
Searching by Tag
Tags allow you to organize clients (e.g., by office location or program milestones). To search by tag, use the keyword tag: followed by the tag name. For example:
- tag:30DayDetox
- tag:New Client
- tag:Main Street Office Clients
Learn more about using tags in Practice Better
Searching by Client Status
Clients can have one of three statuses:
- Prospective: Clients who have requested a session, package, or program but need confirmation before being added.
- Active: Clients added manually or through automation.
- Deactivated: Clients who are no longer active and are prevented from accessing the Client Portal.
Use the status: keyword to filter by client status:
- status:prospective
- status:active
- status:deactivated
Searching by Invitation Status
You can search by the invitation status to see which clients have been invited or have access to the Client Portal using the invitation keyword:
- invitation:uninvited
- invitation:pending
- invitation:activated
Searching by Date Added
Filter clients by the date they were added using the clientsince: or clientbefore: keywords. For example:
- clientsince:january 2019
- clientbefore:february 28, 2018
You can combine these filters to search within a specific date range, using and between the dates:
- clientsince:january 1, 2019 and clientbefore:february 1, 2019
Searching by Last Activity
The lastactive: filter allows you to see clients who have not logged into the Client Portal since a specific date. For example:
- lastactive:December 31, 2018
- lastactive:march 1, 2019
- lastactive:1 month
To search for clients active since a particular date, use the activesince: filter. For example:
- activesince:March 1, 2019
Combine both filters to search for active clients during a given period:
- lastactive:March 31, 2019 and activesince:January 1, 2019
Searching by Birth Month
You can search for clients by birth month using the birthday: keyword. You can use a 3-letter or full month name, for example:
- birthday:april
- birthday:nov
Searching by Phone Number
Use the phone: keyword to search clients' mobile and home phone numbers. For example:
- phone:416
- phone:555-5555
Combining Filters
To narrow down search results, you can combine filters using AND or OR operators. Operators are evaluated from left to right.
For instance, to find clients in the 30-Day Detox Program who haven't logged in since March 2024:
- tag:30DayDetoxProgram and lastactive:March 30 2024
Exporting Filtered Results
Once you’ve filtered clients on your My Clients page, you can export the results:
- Click the Fast Action Button in the bottom-right corner
- Select Export contact information from the options provided:
-
A confirmation popup will confirm that you are exporting clients matching your current search criteria:
Saving Searches
To save frequently used searches:
- Click the Star icon in the search field.
- Enter a name for your search in the popup.
- Click Save.
-
Once saved, you can easily reference it from the Filters section.
- Saved searches can be edited or removed by clicking the three dots next to the search name.
Pinning Clients
By default, clients are displayed based on their status and then sorted by first or last name. To prioritize clients you are actively seeing:
- Go to your My Clients page.
- Click the Star icon next to the client's name to pin them at the top of your client list.