Contents
The Dashboard
The dashboard is the main screen showing all your clients in a table. From here you can search, filter, open client records, and perform bulk actions.
Top bar
- Pebble logo — click to jump back to the last client you had open.
- Add Client — opens a blank client form to create a new record.
- Reports — opens the reports overlay (see Reports).
- Search box — search by client name, contact name, email, or phone number. Press / anywhere on the dashboard to focus it instantly.
- Sync indicator — shows the current connection status to monday.com (green dot = connected).
- User menu (initials avatar, top right) — sign out or reconnect monday.com.
Adding a client
Click Add Client in the top bar. A blank client form opens. Fill in the details and click Save Client. The record is created in monday.com and immediately appears in the dashboard.
Views
Use the view toggle buttons (below the filter bar) to switch how clients are displayed.
Table view
The default view. Clients are shown in a sortable, paginated table. Click any row to open the client detail panel. The columns shown can be reordered by dragging the column headers.
Each row has two quick-action buttons on the right:
- Quick email — opens the email compose window for that client.
- Quick note — adds a timestamped note without opening the full client record.
You can also click any status, priority, practitioner, or month pill directly in the table to change that value inline — a dropdown appears without needing to open the client record.
Columns (Kanban) view
Clients are arranged in colour-coded columns. Use the Group by bar to choose what the columns represent: Client Group, Consult Month, Status, Service, or Practitioner. Click any card to open the client record.
Calendar view
Shows clients by their scheduled consultation date in a monthly grid. Navigate months with the arrow buttons. Click any event to open the client record.
Calendar list view
The same consultation date data as the calendar, shown as a chronological list. Useful for seeing upcoming consultations in order.
Recent view
Clients sorted by when they were last updated in monday.com, most recent first.
Planned Consult bar
Below the filter controls, colour-coded month pills show how many clients are scheduled per month. Click a pill to filter to that month. The bar chart within each pill is proportional to the busiest month.
Filtering & Searching
Search
Type in the search box to filter by client name, contact name, email, or phone. Results update as you type. Press / to focus the search box from anywhere on the dashboard.
Filter dropdowns
The filter bar contains dropdowns for:
- Status — filter by client status (e.g. Active, Results back).
- Priority / Status 2 — filter by the secondary status field.
- Services — filter by service type (e.g. HTMA, GI Map).
- Group — filter by the monday.com board group the client belongs to.
- Consult Month — filter by planned consultation month.
Click the × button at the left of the filter bar to clear all active filters at once.
Practitioner bar (admin only)
Admin users see a row of practitioner buttons below the main filters. Click a practitioner name to show only their clients. Non-admin users automatically see only their own clients.
Client Detail
Click any client row (or card, or calendar event) to open the client detail panel. It slides in from the right and shows the full client record alongside the dashboard.
Navigating between clients
When you have a filtered list, use the ← / → arrow buttons at the top of the detail panel (or the keyboard arrow keys ↑ ↓) to move to the previous or next client without returning to the dashboard.
Left column — client details
- Group — the monday.com board group this client belongs to.
- Status 1 — primary status (e.g. Active, Results back, Historical).
- Status 2 — secondary/priority status (e.g. Ready for call, Done).
- Practitioner — the assigned practitioner.
- Planned Consult Month — the month consultation is expected.
- Services — click Edit Services to choose from available service types using a dual-list picker.
- Consult Date & Time — the scheduled consultation. Click the time button to use the clock picker.
- Call — free-text field for call link or phone number.
- Client/Child Name, DOB, Adult/Child, Existing Client — patient details.
Middle column — contact & invite
- Contact First/Last Name — the parent or contact person's name.
- Email, Phone, Address, Europe/US — contact details.
- Invite Status — whether the onboarding invite has been sent.
- Invite Date, Test Order Sent, Chase Sent — date fields tracking communications.
- Questionnaire — questionnaire completion status.
- Commission — commission status for referrals.
Opening in monday.com
Click the Open in monday.com link (top right of the detail panel, or in the footer) to view the raw record in monday.com in a new tab.
Auto-save
Changes save automatically 800 ms after you stop typing or change a field. A small "Saving…" then "Saved" toast confirms each save. You can also force an immediate save with Ctrl+Enter (or Cmd+Enter on Mac).
Notes
The Notes section is in the middle column of the client detail panel.
Adding a note
Click Add Note, or click anywhere inside the notes area. A modal opens with a pre-filled timestamp and your name. Type your note and click Add Note (or press Ctrl+Enter). The new note is prepended to the top of the notes field.
Editing notes
Click the Edit button (or click directly in the notes display area) to switch to a plain text editor where you can freely edit the entire notes field. Click Done or click away to save.
Quick notes from the table
Click the icon on any table row to add a timestamped note without opening the full client record.
Automated notes
Certain actions automatically prepend a timestamped entry to the notes field — for example, when an invite, test order, or results email is sent, or when a file is uploaded or deleted.
The Email tab (default tab in the right column of the client detail panel) shows the full email history for the client's email address and lets you send new emails.
Email history
Emails are listed with date, direction (sent/received), subject, and a preview. Click any email to read the full message. Use the ↑ ↓ arrow keys to navigate the list when the email tab is active.
Composing a new email
Click New Email. The compose panel opens with:
- To — the client's contact name and email address (pre-filled).
- CC — pre-filled with the practitioner's email where applicable.
- Subject — free text.
- Template — load a pre-written template from the Templates board in monday.com. The template text is inserted into the editor and can be edited before sending.
- Attachments — click the paperclip button to select from the client's uploaded files to attach to the email.
- Rich text editor — supports bold, italic, underline, headings, colour, lists, and links.
- Include booking details — tick this to automatically append a summary of the client's services, practitioner, and planned consult month to the email body.
Replying to an email
When viewing an email, click Reply. The compose panel opens with the subject pre-filled and the original message quoted at the bottom.
Saving a template
After composing an email, click Save as Template to save the current subject and body as a reusable template in the Templates board.
Quick email from the table
Click the icon on any table row to open the compose window for that client without opening the full record.
Files
The Files tab shows all files attached to the client in monday.com and lets you upload new ones.
Uploading a file
Click Upload. Choose a file from your computer (maximum 25 MB). The file is uploaded to the client's monday.com record and a note is automatically added recording the upload.
Opening a file
Click any file name or the open icon. The file is fetched from monday.com and opened in a new browser tab.
Deleting a file
Click the delete icon on a file and confirm. The file is removed from monday.com and a note is automatically added recording the deletion.
Orders & Invoices
Orders tab (WooCommerce)
Shows all WooCommerce orders matched to the client's email address.
- The summary table at the top shows each product ordered, total quantity, the date range it was ordered over, the date of the most recent order, and the cumulative spend — with a grand total at the bottom.
- Below the summary, each individual order is listed with its date, status, order number, total, and line items.
- If a WooCommerce admin URL is configured, the order number is a clickable link to the order in WooCommerce.
Invoices tab (QuickBooks)
Shows QuickBooks Online invoices matched to the client's email address. Each invoice shows the date, status (Paid, Overdue, Open), invoice number (linking to QuickBooks), amount, and any outstanding balance.
If QuickBooks is not connected, a connect button is shown.
Client History
The History tab shows all monday.com records that share this client's name, grouped by board group (e.g. Active Clients, Historical Clients, Gone Quiet). This is useful for seeing a client's full journey across multiple engagements.
- The current record is highlighted in blue and marked with a "current" badge.
- Group headings are collapsible — click a heading to collapse or expand that group.
- Click any row to open that specific record in the client detail panel.
Columns shown: Name, Status, Planned Consult Month, Services, Practitioner.
Actions & Bulk Operations
Single-client actions
At the bottom of the client detail panel, the following actions are available for existing clients:
- Send Invite — sends the "New client invite" email template to the client, sets the Invite Date to today, and sets Invite Status to Sent.
- Test Order — sends the appropriate test order email(s) based on the client's services (HTMA, GI Map, OAT), sets the Test Order Sent date, and adds a note.
- Send Chase — sends the "Samples chase" email template, sets the Chase Sent date, and adds a note.
- Chase Q — sends the "Questionnaire chase" template and adds a note.
- Results Back — sends the "Results back" template, updates Status 1 to "Results back", clears Status 2, and adds a note.
- Ready for Call — sends the "Ready for call" template, sets Status 2 to "Ready for call", and adds a note.
- Historical — moves the client to the Historical Clients group, sets Status to Historical, Status 2 to Done, and adds a note.
- Gone Quiet — moves the client to the Gone Quiet group, sets Planned Consult Month to Pending, and adds a note.
- Duplicate — creates a copy of the client record in monday.com.
- Delete — permanently deletes the client record. This cannot be undone.
Bulk actions
Tick the checkboxes on table rows to select multiple clients. A bulk action bar appears at the top of the table showing how many clients are selected and action buttons. You can also use Select All to select every client in the current filtered view.
Available bulk actions: Open, Send Invite, Test Order, Chase, Chase Q, Results Back, Ready for Call, Historical, Duplicate, Gone Quiet, Delete.
Inline quick-edit
In the table, click any status pill, priority pill, practitioner badge, or month pill to change that value immediately via a small dropdown — no need to open the client record. The row updates in place when you select a new value.
Reports
Click Reports in the top bar to open the reports overlay. Reports are based on the clients currently visible in your dashboard (respecting any active filters).
By Practitioner
A stacked bar chart and summary table showing how many clients each practitioner has per planned consult month. Useful for spotting capacity imbalances.
By Service
The same chart and table broken down by service type (HTMA, GI Map, OAT, etc.) per month.
Hover over chart bars to see exact counts. The table below the chart shows the full breakdown with totals per practitioner/service and a grand total row.
Keyboard Shortcuts
| Key | Action |
|---|---|
| / | Focus the search box |
| Space | Open the last viewed client, or close the currently open client panel |
| ↑ / ↓ | Navigate to the previous / next client in the filtered list (when the email tab is active, navigates the email list instead) |
| ← / → | Cycle through the right-column tabs (Email, Files, Orders, Invoices, History) |
| Enter | Open the focused client; when client detail is open, close it back to the dashboard |
| R | Refresh the current client record or reload the client list |
| Ctrl+Enter | Force an immediate save of the current client record |
| Esc | Close any open modal (services picker, notes, email compose, confirm dialog) |