Client List
Learn how to manage your Client List
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This is where you can manage your client records. If you double-click on top of an existing client record, the client record will open so that you may make edits. When entering a new client, you will fill out all the information on the first screen. The blank fields shown above columns allow the user to search and quickly locate a record from a large list. Clients can also be added to your Client List from the Sales Register screen and the Appointment Calendar.
To open the Client List, hover over Client in the Tool Bar of Envision and select Client List from the drop down menu.
Client > Client List
You will be able to view the Clients Full Name, Client Id, Active Status, Phone, Email, Type, and their First/ Last Visit at a glance.
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Show Inactive Clients
By default, inactive records are hidden from lists. But if you would like to see inactive clients, you can view them again by simply clicking the Show Inactive Records in the menu list.
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Show Duplicate Clients
The Duplicate Clients List feature allows users to easily identify and manage client records that may be duplicates, based on shared email addresses or phone numbers. To access it you will select Show Duplicate Clients options under the Client List.
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If there are no duplicate clients flagged by the system, a message will appear at the top-right corner of the screen stating:
"No duplicate clients found"
Viewing Duplicate Clients
By default, the duplicate list displays clients grouped by Email.
To change the grouping:
Select Phone to display duplicates grouped by phone number.
If any demographic fields (e.g., name, address, email) are missing in a client record, the corresponding column will appear blank/empty.
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How Duplicates Are Identified
The system uses the same logic as the Client Phone/Email Duplicates report found under Client Reports to detect potential duplicates.
Editing Client Records
To edit a client from the duplicate list:
Click the client’s name in the Name column.
This will open the Edit Client window.
Note: Any changes made in the Edit Client window will be reflected in the duplicate client list immediately.
Merge Clients
You can easily merge clients in the Duplicate Clients Dashboard.
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1. Designate a Primary Record
Before you can merge clients, a Primary record must be selected.
The ‘Merge Clients’ button will remain disabled until a Primary record is assigned.
The Primary record is the one all selected duplicates will merge into.
Only one Primary record can be selected per group of duplicate clients.
Once a Primary record is selected, the ‘Merge Clients’ button becomes active and displays a counter showing how many records have the ‘Merge’ toggle ON (see section below).
✅ The Primary record is the only record that is kept after the merge. All others will be deleted.
2. Include or Exclude Records in the Merge
You can control which duplicate records are included in the merge:
All records are toggled ON by default.
Use the ‘Merge’ toggle to turn ON or OFF inclusion of each client record.
The Primary record cannot be toggled OFF.
Records that are toggled OFF:
Drop to the bottom of the list
Appear grayed out
Will not be included in the merge
⚠️ At least one additional record (besides the Primary) must be toggled ON to perform a merge.
3. Merging Clients
Once you've selected the Primary and chosen which records to include:
Click the active ‘Merge Clients’ button.
The system will merge all records with the ‘Merge’ toggle ON into the Primary record.
All merged records will be deleted. The Primary record is retained.
After the merge:
A confirmation message appears in the top-right corner.
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The merged clients will disappear from the duplicate list.
🛑 Important: Merging clients is permanent and cannot be undone.
Adding/Editing a Client
To add a new client, click on the Add a New Client button under Client Options. If you want to edit an existing client, either double click on the client's name or select the client and click on Edit Selected Client under Client Options.
The Edit Client window will pop up on your screen where you can add and edit your Client's Record.
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Real Time Duplicate Client Check
The system includes a real-time duplicate check to help prevent the creation of duplicate client records. This ensures client data remains clean and consistent across the platform.
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The system flags potential duplicates based on the following matching combinations:
First Name + Last Name + Email
ORFirst Name + Last Name + Phone Number
(Includes Home, Work, or Mobile phone)
If a match is found, the system will display a duplicate warning message on the right side of the client record.
Viewing Potential Duplicates
Click the ‘View Duplicates’ button in the Add New Client window to view the list of matched client records flagged as potential duplicates.
Choose an Action Before Proceeding
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Before managing duplicate records, you must first choose an action for the new client:
Discard New Client
Cancels the new client creation and returns the user to the Client List.Save and Manage Duplicates
Saves the new client to the system and allows the user to immediately manage and merge the duplicate records (details below).Save and Close
Saves the new client and closes the Duplicate Clients Detected window. The user is returned to the Client List without merging.
Save and Manage Duplicates
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The new client is saved to the system.
A success banner confirms the save.
The new client appears in the Duplicate Clients List, grouped with other potential duplicates.
A ‘New’ label appears next to the new client's name for easy identification.
The user can now proceed with the standard merge process, identical to the one used in the Duplicate Client List.
Delete Selected Client
Click once over a client record and click Delete Selected Client to delete the client record.
The merged clients will disappear from the duplicate list.
🛑 Important: Deleting a client will remove all client information, appointments and purchase history. This is non-reversible. It is recommended to deactivate rather than delete clients who have any history with your business.
Client/Patient ID
To autogenerate Client or Patient ID's, make sure to select the option in your Company Settings.
Turning this setting on will only autogenerate Client/Patient ID numbers for new Clients/Patients, not existing ones.
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You can also manually input Client or Patient IDs in the corresponding field in your Client's Record:
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Your Client/Patient's ID numbers will be shown on your Client List:
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