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Adding a new client and navigating your Clients and contacts list

Adding a new client and navigating your Clients and contacts list

In SimplePractice, there's no limit to the number of clients you can create and store in your account. This provides a HIPAA compliant space to store client documents, billing and insurance information, and much more.

In this guide, we'll cover:

Note: In December of 2023, we began a phased rollout to customers with a change to our navigation menu to simplify the customer experience. If you don’t see this in your account yet, but would like to use it immediately, please submit a help request for assistance.

Adding a client

There are two ways you can add a new client in your SimplePractice account.

From the top navigation bar:

  • Click the + icon
  • Select + Create client


While scheduling an appointment:

  • Navigate to your Calendar
  • Select the time slot you’d like to schedule
  • Click +New Client


Next, you'll be taken to the calendar flyout where you can select the client type as an Adult, Minor, or Couple.

Adult client

After you select Adult as the Client type, enter the client's information, including:

  • Legal first name
  • Legal last name
  • Email address
  • Phone number
  • Billing type
  • Primary Clinician, if you’re in a group practice 
  • Location


To enter the client’s email address and/or phone number, click + Add email or + Add phone, and designate a Type and Permission.


You can add additional email addresses or phone numbers as needed.

Important: If the client would like to receive email/text/voicemail reminders and notifications, you’ll want to select Email OK, Text / Voicemail OK, Text OK, or Voicemail OK as the Permission for the client’s email address and/or phone number.

There are three types of reminders you can enable for your clients:

  • Upcoming appointments
  • Incomplete documents
  • Cancellations

To turn on reminders when creating a client:

  • Toggle Upcoming appointments, Incomplete Documents, and/or Cancellations to On


  • From the dropdown menus, choose an email address and/or phone number for each type of reminder 
    • If the client doesn’t want to receive a reminder type via email or phone, select No email or No Phone

Note: Clients and contacts can receive email reminders for both upcoming appointments and appointment cancellations, as well as one form of phone-based (voice or text) reminder. Incomplete document reminders can only be sent through text and email.

To learn more about appointment reminders, see How to set up appointment and time of scheduling reminders. To learn more about incomplete document reminders, see Setting up reminders for clients to complete their intake forms.

Once you’ve set up your client, click Continue to save their profile.

Minor client

If you select Minor as the Client type, enter the minor client's information on the tab labeled Client. To enable appointment and document reminders for the minor, follow the above steps for Adult clients.

Important: If the minor client shouldn’t be receiving reminders, make sure that Do not use is designated as the Permission for the client’s email address and phone number.

If the minor has a parent or guardian who’ll be managing their appointments or is responsible for billing, you can add them as a contact from the Contact tab. To enable appointment and document reminders for the contact, follow the above steps for an Adult client.


Once you’ve entered the minor client’s and contact’s information, click Continue to save your new minor client.

Note: To learn about adding an existing client as a contact and managing minor profiles, see Adding a new minor client.

Couple client

When you select Couple as the Client type, you'll see tabs for Client 1 and Client 2. Enter client information on each tab and check the box next to Responsible for billing for one of the clients.


Note: A couple profile can’t be created until a client is designated as Responsible for billing. To learn more, see What does it mean to choose who is "Responsible for billing"?

To enable appointment and document reminders for either client in the couple, follow the same steps for an Adult clients in the respective client’s tab. Both clients in the couple can receive these reminders.

Click Continue to save the new couple profile.

Note: For more information about couple client profiles, see Enhanced Client Management for couples.

Sending an intake

If you've entered an email address for your new client, you can grant Client Portal access and send intakes. This process is divided into three steps:

Client Items

Here, you can select which intake forms, consent documents, and questionnaires to send to your client. You can also choose to send the Demographics form and Credit card information form, which will automatically populate information into the client's profile once completed.

Note: The Credit card information form can only be sent if Online Payments is enabled in your account. For more information on using our integrated online payments processor, see Getting started with Online Payments.


After you've made your selection, click Continue to Email.

Note: You can also send or resend documents from the client Overview page if you forget to send them in the initial intake packet. For more on sending intakes and consent documents, see Sharing documents with existing clients.

Compose Email

On this tab, you can customize the message in the email that’ll be sent to the client with your practice documents.


If you’d like to adjust the default text of this email for your entire practice, go to Settings > Client notifications > Emails and click Edit on the Welcome email. For more information, see Customizing the Welcome message.

Note: You can’t view the text of a customized email after it’s been sent. If you'd like to determine if an email was sent, you can view this in your Account Activity and the Sent emails report. To learn more about Account Activity and Reports, see Account Activity: Tracking changes and information access in your account and Understanding your clients and appointments reports.

Review & Send

On the Review & Send tab, you can review the Welcome email by clicking View Message, and confirm which intake and consent documents you’re about to share.


After you've reviewed this information, click Share & Send Now.

The client Overview page

When you click a client’s name in your account, you’ll be brought to their Overview page. Here, you can view, edit, and manage the client’s billing information, documents, and notes. 

You can also expand or reduce your view of the items in the right navigation panel by clicking the arrows.


In the right navigation panel, you can view, edit, and manage the following information:

  • Client billing
  • Insurance
  • Client info
  • Contacts
  • Upcoming appointments
  • Communication settings
  • Uploaded files
  • Invoices
  • Billing documents

Note: To learn more about the client Overview page, see Navigating the client Overview page.

Your Clients and contacts list allows you to access your clients’ basic information and navigate to their client Overview page. 

You can filter by:

  • Clinician (for group practices)
  • Clients, Contacts, Clients and contacts, Recently viewed clients, Inactive clients, or Waitlist clients
  • Insurance payer

Note: Insurance payers will only populate in this view if they're saved in a client's Insurance Information.


The list can also be sorted by first name or last name. 

You can manage each client directly from your Clients and contacts list. To the right of each client’s name, click Manage to:

View Client

Clicking View Client will navigate you to the client’s Overview page

Edit Client info

This will bring you to the client’s Client Info tab

Merge with duplicate

If you have a duplicate contact profile, you can merge it with the existing client

Add this Client to a Couple

If you’ll be seeing an existing client as part of a couple, you can link their client file to the couple

Make inactive

Instead of deleting client’s you won't be seeing, you can make the client inactive

Merging duplicate contact profiles

Duplicate contact profiles for the same individual can cause confusion and difficulty accessing the Client Portal. 

Important: Merging profile information cannot be undone.

To merge contact profiles from the Clients and contacts list:

  • Navigate to Clients
  • Toggle on Show X possible duplicate clients or contacts in the banner:


  • Click Manage  > Merge with duplicate next to the contact profile you’d like to merge


  • Check the boxes for the files you want to merge


  • Click Preview merge
  • Select Confirm merge


Removing a duplicate client

Duplicate client profiles cannot be merged together. If you have duplicate client profiles, you can make one of the profiles inactive and keep the other profile active. Doing this will allow you to retain the client’s information, but you'll be able to use one file for future documentation. To make a client inactive, see Making a client inactive.

Adding a client's name that differs from their legal name

You can enter the name your client goes by in the What name do they go by? field of the client’s file.


The client’s first name will be displayed as their legal first name or the name entered in the What name do they go by? field, depending on the specific location:

  • When Privacy mode is On, the calendar will display the initials from the name entered in the What name do they go by? field and their last name
  • Invoices and statements will display the name entered in the What name do they go by? field
  • Superbills and claim forms will display the client's legal name since insurance companies require that the client's name matches what they have on file
  • The Default email sent to your clients for invoices, statements, and superbills will display the name you’ve set using the macro in the template

To display the name entered in the What name do they go by? field in these emails:

  • Navigate to Settings > Client notifications > Email
  • Under Billing document emails, click the pencil icon   


  • Highlight the macro {client_legally_admissible_first_name} in the Message field
  • Use the Client dropdown menu, to select Client First Name
  • Click Save

Making a client inactive

The inactive status for a client is an option to denote clients that you aren’t actively seeing or have been discharged. Making a client inactive allows you to keep the client data in your account and reactivate the client in the future. Inactive clients won’t show up in your client list unless you filter by Inactive clients.

Note: If a client is marked as inactive, superbills and statements won’t be created for them automatically, even if they had appointments while they were inactive. A client must be marked as Active for the system to automatically create superbills and statements for them.

To make a client inactive:

  • Navigate to the client’s Overview page
  • Click Edit below their name
  • Under Client Status, select Inactive


  • Click Save Client

You can also mark clients inactive on the Clients and contacts page by clicking Manage > Make inactive.

Note: Inactive clients can still access their Client Portal unless you disable this access when you make them inactive. You can also disable their Client Portal access from the Client Portal tab. For more information, see Disabling the Client Portal for individual clients.

To access your inactive clients list, select Clients in the navigation bar and filter Clients to Inactive clients.


To reactivate a client:

  • Navigate to the Clients tab
  • Filter Clients by Inactive clients
  • Select the inactive client in question
  • From the client’s Overview page, click Edit
  • Under Client Status, choose Active
  • Click Save Client

Deleting a client

Deleting a client permanently removes them from our database and removes all of their information from your account. Only Account Owners, practice managers, or clinicians with entire practice access are able to delete a client.. To learn more, see Team member roles and access levels.

Important: Deleting a client is a permanent action and cannot be undone. Another option is to make a client inactive.

To delete a client:

  • Navigate to the client's Overview page
  • Click Edit 
  • At the bottom of the page, click Delete this Client


  • Choose Continue to Delete
  • Type the client's First name and Last name exactly as seen at the top of the Permanently delete client? window
    • This is case-sensitive
  • Check the box next to I understand this will delete the client's history and records forever. SimplePractice cannot recover this deleted information.
  • Click Delete


Important: Once you click Delete, the client's file will be removed immediately. This action is irreversible.


Can I remove the Jamie Appleseed demo client?

Jamie Appleseed is a demo client that’s automatically enabled in every SimplePractice account. To enable or disable Jamie Appleseed and all of their demo data from your account:


  • Choose to either Disable Jamie Appleseed or Enable Jamie Appleseed


The clients or contacts that are marked as duplicates aren't actual duplicates. What should I do?

To turn off the duplicate client notification for clients that aren't actually duplicates in your SimplePractice account:

  • Navigate to Clients
  • Toggle Show X possible duplicate clients or contacts to On 
  • Next to the client or contact in question, select Manage > This is not a duplicate


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