Clients and the client manager

Your client list is saved in your ShootCal account. Add names, email addresses, phone numbers, addresses, and internal client notes without connecting Google or Microsoft. Client notes stay with the saved ShootCal record and are separate from a calendar event description. Your appointments, booking requests, invoices, and contracts keep the client details needed for those records.

Add and find clients

Open Clients in the web app to add a client, search your list, or open a client's details. Use the sort and session-type filters to find the people you need. Select a saved client when creating an appointment or paperwork so it belongs to the intended person. Two clients can have the same name; a matching name alone does not make them the same client. The iPhone, iPad, and Android apps show the same saved client list, where you can also add and edit clients. See app update guidance for supported versions.

Import older Google clients

If your account has older clients in the Google ShootCal Clients group, the client list offers Import older Google clients. Import is an explicit action: your saved ShootCal clients remain available while you review or complete it. The imported list is then stored in ShootCal; later edits use that saved list.

If the original Google source has changed, contact ShootCal support before importing from another account. Reconnecting a different Google account must not silently replace your client list. Disconnecting calendar sync does not remove clients already saved in ShootCal.

Review a calendar scan

Scan now can suggest clients from calendar event titles. Review the preview, correct names or session types, and approve the entries you want to add. A scan does not add clients until you approve it. ShootCal sends bounded event titles to OpenAI for name suggestions; configured session-type names and other event metadata stay in ShootCal. See AI data handling. Generic blocks such as editing time or a day off are not client bookings.

The optional email-matching step reads Google contacts when you choose it and grant its permission. Review the suggested email before relying on it. This import tool is separate from ordinary calendar sync and is not required to maintain your client list.

Appointment and paperwork history

Open a client to review their associated appointments, invoices, and contracts. History follows the saved client relationship, rather than combining people just because their names match. Older records without a confirmed relationship may need review before they appear under a client.

A deposit marker on an appointment is a scheduling aid. It is not a payment transaction or proof of money received. Use the invoice and payment history for recorded amounts, refunds, and balances.

Client galleries

The client view can open existing linked galleries. To create a gallery, open ShootCal Galleries, select the client, and create it there. Adding a scheduling client does not create a gallery automatically.

Removing a client

Read the confirmation before removing a client or cleaning up inactive clients. Removing a client from your list does not mean that past invoices, contracts, or payments should be deleted. Those records have their own history and retention requirements. Before deleting your account, download the Payments › Reports CSV exports and any gallery photos you need; see Reports and CSV exports.

See Calendar sync, Invoices and payments, and Contracts.