--- title: Clients and the client manager description: "Save clients in ShootCal, review calendar scan suggestions, and see each client's appointments and paperwork." url: "https://shootcal.com/docs/clients-and-the-client-manager/" updated: "2026-11-13" category: "The ShootCal app / Schedule & clients" --- # Clients and the client manager # Clients and the client manager ## Save client notes without Google or Microsoft 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 Choose **Clients** in the web app's main header, open **Projects** in the sidebar, then choose the visible **All clients** view. It shows every saved client alphabetically by name, including clients without sessions, using the same card style as Projects. Search by client details, choose **New client** to add someone, or open a card to view their contact details, notes and history. Client details fill the workspace; choose **Back to all clients** to return to the cards. Use **Projects** beside **All clients** to return to session work. 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](/docs/app/devices-and-platforms#a-note-on-app-updates) 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. Saved clients are not written back to Google Contacts. You don't need to import first. Clients from new events and accepted bookings save right away, and a later import matches the clients you've saved by name and email instead of adding them twice. The import only fills in details that are blank and never changes what you already saved. A name alone doesn't show that two entries are the same person, so a client you added with no email can appear twice if Google has the same name. 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 calendar** at the top of your client list (or **Scan now** on the welcome card when your list is still empty) 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 Anthropic (Claude) for name suggestions; configured session-type names and other event metadata stay in ShootCal. See [AI data handling](/docs/app/privacy-data-storage-security#what-data-goes-to-anthropic-for-ai-features). 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](/docs/app/invoices-and-manual-payments#reports-and-csv-exports). See [Calendar sync](/docs/app/google-calendar-sync), [Invoices and payments](/docs/app/invoices-and-manual-payments), and [Contracts](/docs/app/contracts-and-e-signatures). --- ### Discover more from ShootCal Subscribe to get the latest posts sent to your email.