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Overview

The Client Management system is the foundation of your tattoo studio operations. It provides a comprehensive database to store and manage all client information, from basic contact details to detailed health records and legal consent forms.

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Key Features

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Client Profiles

Each client record includes:
  • Basic Information
    • Full name and contact details (phone, email, Instagram)
    • Location (city and state)
    • Gender and date of birth
    • Profile photo (with custom avatar upload)
    • Active/archived status
  • Professional Preferences
    • Preferred artist assignment
    • Preferred tattoo styles
    • Areas of interest
    • How they discovered your studio
  • Internal Notes
    • Freeform notes field for staff observations
    • Automatic timestamps for record creation
    • Permission-based access control

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Health Screening

Comprehensive health questionnaire tracking:
  • Allergies (latex, lidocaine, pigments, antibiotics)
  • Diabetes
  • Coagulation disorders / hemophilia
  • Epilepsy
  • Cardiac conditions
  • Anticoagulant use / Accutane (12-month period)
  • Pregnancy / lactation status
  • Recent alcohol/drug use (24-48 hours)
  • Dermatological conditions in the tattoo area
  • Additional observations field
Health screening data is permanently stored for legal and safety purposes. This information helps artists make informed decisions about client suitability.

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Consent Management

Digital consent tracking for:
  1. Informed Consent - Client has read and accepts the informed consent form (required)
  2. Image Usage - Authorization to use tattoo images for portfolio and social media
  3. Data Privacy - Acceptance of personal data privacy policy
Guardian Information (for minors):
  • Guardian name
  • Guardian phone number

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Emergency Contact

Store emergency contact information:
  • Contact name
  • Relationship to client
  • Phone number

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Client List View

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Search and Filters

Quickly find clients using:
  • Search - Name, phone, email, or Instagram handle
  • Sort by:
    • A-Z (alphabetical)
    • Last appointment
    • Next appointment
    • Registration date

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Table Columns

The client list displays:
ColumnDescription
ClientFull name
ContactPhone, email, and Instagram (formatted with @)
ArtistAssigned artist (from next/last session or preference)
Next AppointmentDate and time of upcoming session
StatusActive or Archived
The list uses lazy loading for performance - it loads clients in batches of 50 as you scroll.

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Quick Actions

Right-click on any client to:
  • Open full client profile
  • Copy phone number
  • Copy email address
  • Open Instagram profile in browser

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Client Detail View

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Tabbed Interface

Organized into five tabs:
  1. Notes - Internal notes with creation date
  2. Preferences - Preferred artist, location, styles, and discovery source
  3. Health - Complete health screening questionnaire
  4. Consents - Digital consent tracking and guardian information
  5. Emergency - Emergency contact details

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Gallery Tab

View all portfolio items linked to this client:
  • Photos from completed sessions
  • Automatic linking via session records
  • Filterable image gallery
  • Click to view full detail with session context

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Appointments Tab

Complete session history showing:
  • Date and time
  • Assigned artist
  • Session status (Active, Completed, Canceled, etc.)
  • Duration in minutes
  • Click to open session details

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Workflows

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Adding a New Client

1

Open New Client Form

Click the + New Client button in the toolbar
2

Enter Required Information

Fill in at minimum:
  • Full name
  • Phone number
Optionally add email, Instagram, location, and other details
3

Complete Health Screening

Check applicable health conditions and add observations
4

Obtain Consents

Mark required consents (informed consent is mandatory)If client is a minor, add guardian information
5

Save

Click Save to create the client record

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Editing Client Information

1

Open Client Profile

Double-click a client from the list or search for them
2

Enter Edit Mode

Click the menu (···) and select Edit
3

Modify Fields

Update any editable fields across all tabs
4

Save Changes

Click Save to commit changes or Cancel to discard
Editing client information may require elevated permissions depending on your role. Assistants need admin approval for certain operations.

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Archiving vs. Deleting

Archive a client when:
  • They are no longer active but have session history
  • You want to preserve their records for reference
  • They may return in the future
Delete a client when:
  • They have no associated sessions
  • You need to permanently remove their data
  • Required for GDPR/data privacy compliance
If a client has session history, the system will recommend archiving instead of deletion to preserve your studio’s records.

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Export Functionality

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CSV Export Options

  1. Current View - Exports filtered/sorted results
  2. All Clients - Exports complete database
Exported fields:
  • ID
  • Name
  • Phone
  • Email
  • Instagram
  • Assigned Artist
  • Next Appointment
  • Last Appointment
  • Registration Date
  • Status
Exports use UTF-8 with BOM encoding for Excel compatibility. Files are named automatically with timestamps: clientes_YYYYMMDD_HHMM.csv

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Permissions

Client management permissions vary by role:
ActionAdminAssistantArtist
View all clients✓✓✓
Create client✓✓Limited
Edit client✓Requires elevationOwn clients
Delete client✓Requires elevation✗
View notes✓✓Own clients
Edit notes✓✓Own clients
Export data✓✓Own data
Change photo✓Requires elevationOwn uploads
Own clients refers to clients assigned to that artist or with sessions by that artist.

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Data Fields Reference

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Client Model (data/models/client.py)

id: Integer (primary key)
name: String(120) - Required
phone: String(40)
email: String(120)
instagram: Text
city: Text
state: Text
gender: Text
birthdate: Date
is_active: Boolean - Default: True
created_at: DateTime - Auto-generated

# Preferences
preferred_artist_id: Integer (Foreign Key)

# Health Screening
health_allergies: Boolean
health_diabetes: Boolean
health_coagulation: Boolean
health_epilepsy: Boolean
health_cardiac: Boolean
health_anticoagulants: Boolean
health_preg_lact: Boolean
health_substances: Boolean
health_derm: Boolean
health_obs: Text

# Consents
consent_info: Boolean
consent_image: Boolean
consent_data: Boolean

# Emergency
emergency_name: Text
emergency_relation: Text
emergency_phone: Text

# Notes
notes: Text

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Best Practices

Health conditions can change over time. Ask clients to review their health information before each session, especially for returning clients.
Notes are visible to all staff with permission. Use them for:
  • Client preferences and dislikes
  • Important behavioral observations
  • Scheduling preferences
  • Payment history notes
Avoid including:
  • Gossip or personal judgments
  • Unverified medical information
Accurate contact information is essential for:
  • Appointment reminders
  • Follow-up care instructions
  • Marketing and promotions
  • Emergency situations
Verify phone and email at each visit.
Profile photos help with:
  • Client recognition
  • Professionalism
  • Personalization
Photos are stored at 512x512 pixels in PNG format at data/uploads/clients/

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Related Features

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Technical Details

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Auto-Refresh

The client list auto-refreshes every 60 seconds when visible to show:
  • New appointments scheduled
  • Status changes
  • Recently added clients

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Avatar Storage

Avatar images are stored with ownership metadata:
  • Location: data/uploads/clients/{client_id}.png
  • Metadata: data/uploads/clients/{client_id}.meta.json
  • Owner tracking prevents unauthorized replacements
  • Circular rendering with 48px radius

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Database Relations

Client
  ├── sessions (One-to-Many → TattooSession)
  │   └── Cascade delete: removes all sessions when client deleted
  ├── preferred_artist (Many-to-One → Artist)
  └── portfolio_items (One-to-Many → PortfolioItem)

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