This article will provide an overview of the various options you can use to search and filter clients.
We provide a few ways to search for clients from your My Clients page:
- Name and email address
- Birth month
- Phone number
Searching by name or email address is straightforward; you can specify either the first or last name or both in the search box. All fields are case insensitive.
For more advanced searches you'll want to make use of tags and filters. To trigger a tag or filter you will need to prefix your search with a keyword that takes the form of a word followed by a colon, e.g. tag:, birthday:, lastactivity:
If you're familiar with Gmail, Hotmail or other popular email apps you'll be right at home using our tag and filter search options.
Searching by Tag
Tags are a great way to organize clients (e.g. by office location) and keep track of their progress and milestones (e.g "3WeekCheckpoint"). To search by tag, use the tag: keyword before providing the name of the tag, e.g:
- tag:New Client
- tag:Main Street Office Clients
Searching by Client Status
Clients can be organized by three status types:
- Prospective - a client who has requested a session, package or program but requires your confirmation before being added to your account.
- Active - a client who you've either added to the system manually or was auto-added via an automation.
- Deactivated - an active client who you wish to prevent from accessing the Client Portal.
You can filter by client status using the following keywords:
Searching by Date Added
The Date Added filter allows you to search based on when a client was added to Practice Better either by you or via your Bookings Page. You can find clients who were added before and after a specified date, e.g:
- clientsince:january 2019
- clientbefore:february 28, 2018
You can combine these filters if you want to search for clients who were added between two periods, e.g. to search for clients added during January 2019:
clientsince:january 1, 2019 and clientbefore:february 1, 2019
Searching by Last Activity
The Last Activity filter allows you to see which clients have been inactive since a certain date. For example, lastactive:December 31 2018 will find all clients who have not logged into the Client Portal since December 31st.
- lastactive:December 31, 2018
- lastactive:march 1, 2019
- lastactive:1 month
You can also search for clients who have been last active since a certain date using the activesince filter. For example, if you want to find clients who have been active during the month of March you can use the filter activesince:March 1, 2019.
Searching for clients active between a given period
Combine the lastactive and activesince filters to search for clients who have been active between a certain time frame. For example, you can search for clients who have been active between January 1 to March 31 using the following filter:
lastactive:March 31, 2019 and activesince:January 1, 2019
Searching by Invitation Status
Use the invitation: keyword if you want to see which clients have been invited, uninvited or have access to the Client Portal:
Searching by Birth Month
Use the birthday: keyword to search by birth month. You can specify either a 3-letter or full month name. E.g:
Searching by Phone Number
Use the phone: keyword to search clients' mobile and home phone numbers. E.g:
Oftentimes you may need to narrow down your search criteria based on multiple terms. Use the AND or OR operators to combine search terms. For example, if you need to find all clients who are in your 30-Day Detox Program but have not logged in in the past 7 days, you can use search as follows:
tag:30DayDetoxProgram and lastactive:March 30 2019
Operators are evaluated from left to right.
Exporting Filtered Results
When searching clients on your My Clients page, you can easily export filtered clients by clicking the Fast Action Button in the bottom-right corner, then select Export Contacts from the options provided:
The export confirmation popup will confirm you are only exporting clients matching the current search criteria:
You can save frequently used searches by clicking the Star icon in the search field:
A popup will appear allowing you to enter a name for your search:
Once you've saved your search, you can easily reference it from the Filters section:
Saved searches can be edited or removed by clicking the 3 dots next to the search name.
By default, we display clients based on their status (Prospective, Active, then Deactivated) and then by first or last name depending on your preference.
You may want to adjust the display order to first show clients you're actively seeing. Pinning a client will ensure they appear at the top of your search results.
You can pin a client by going to your My Clients page, then click the star icon to the left of your client's name: