Client Management
Add clients, track health records, set goals, and manage your practice roster.
Clients are the center of your MealCraft practice. Every meal plan, consultation, and invoice ties back to a client profile.
Adding a client
Open the client form
Go to Clients in the sidebar and click Add Client.
Fill in the basics
At minimum, provide a first name and either an email or phone number. MealCraft prevents duplicate clients — if a client with the same email or phone already exists in your practice, you'll see a warning with the existing client's name.
A typical new client entry:
| Field | Example |
|---|---|
| Name | Priya Sharma |
| Phone | +91 98765 43210 |
| priya@example.com | |
| Date of birth | 1996-03-15 |
| Gender | Female |
| Height | 162 cm |
| Weight | 72 kg |
| Target weight | 60 kg |
| Goal | Weight loss |
| Activity level | Lightly active |
| Dietary preference | Vegetarian |
BMI auto-calculates
From the example above: height 162 cm, weight 72 kg → BMI 27.4 (overweight). MealCraft calculates this automatically.
You don't need to fill everything upfront. Start with name and goal, then add health details, allergies, and lifestyle info as you learn more during consultations.
Client profile sections
Each client profile has multiple sections you can fill in over time.
Personal details
Basic identity and contact — first and last name, email, phone, date of birth, gender, and optional profile photo.
Body & goals
Each measurement field has an inline unit selector — click the unit dropdown next to the input to switch between metric and imperial. Your practice default (set in Settings → Practice Defaults) determines the initial unit, but you can change it per field.
| Field | Units | Description |
|---|---|---|
| Height | cm / ft′ in″ | Used for BMI calculation. Ft/in mode shows dual inputs. |
| Weight | kg / lbs | Current weight |
| Target weight | kg / lbs | Goal weight |
| Activity level | — | Sedentary, lightly active, moderately active, very active, extremely active |
Goals
Clients can have multiple simultaneous goals — for example, "Weight Loss" + "Manage PCOS" + "Improve Energy". Each goal is a card with:
- Goal type — preset from clinical types (weight loss, muscle gain, diabetes, PCOS, thyroid, cholesterol, pregnancy, postpartum, sports, general health) or custom
- Target value + unit — measurable target (e.g., 65 kg, HbA1c 6.5%)
- Current value — auto-populated from client weight for weight goals
- Target date — optional deadline
- Status — active, completed, paused, abandoned
- Notes — per-goal context
The primary goal (★) is the first active goal and drives the Auto-Calculate feature for daily calorie and macro targets. Drag goals to reorder priority.
When you add or change the primary goal, MealCraft automatically recalculates the daily calorie and macro targets based on the goal type, client's body stats, and activity level.
Daily targets
Auto-calculated from height, weight, age, gender, activity level, and primary goal type using the Mifflin-St Jeor equation. You can also set targets manually.
| Target | Description |
|---|---|
| Calories | Total daily energy target (kcal) |
| Protein | Grams per day |
| Carbs | Grams per day |
| Fat | Grams per day |
| Fiber | Grams per day |
Diet & food preferences
| Field | Description |
|---|---|
| Dietary preference | Vegetarian, non-vegetarian, vegan, eggetarian, pescatarian, jain |
| Cuisine preferences | Multi-select — South Indian, North Indian, Bengali, Gujarati, Punjabi, Continental, Mediterranean, and more |
| Allergies | Tag input — peanuts, tree nuts, milk, eggs, wheat, soy, fish, shellfish, sesame |
| Intolerances | Tag input — lactose, gluten, fructose, FODMAP, histamine, caffeine |
| Foods to avoid | Free text |
| Food likes | Tag input |
| Food dislikes | Tag input |
Medical history
- Conditions — diabetes, hypertension, PCOS, thyroid disorders, etc.
- Medications — current prescriptions
- Supplements — vitamins, minerals, protein powders
- Allergies — food allergies (nuts, dairy, gluten, shellfish, etc.)
- Intolerances — lactose, fructose, etc.
- Family history — hereditary conditions
- Surgeries — past surgical history
- Blood group — A+, B+, O+, AB+, etc.
Lifestyle
Factors that influence nutrition planning:
| Factor | Options |
|---|---|
| Sleep | Hours + quality (good, fair, poor) |
| Stress level | Low, moderate, high, very high |
| Smoking | Never, former, current |
| Alcohol | None, occasional, moderate, heavy |
| Cooking skill | Beginner, intermediate, advanced |
| Meal prep time | Minimal, moderate, flexible |
| Eating out | Rarely, weekly, daily |
Plus: occupation, caffeine intake, exercise details, water intake.
Women's health
Optional section for female clients — pregnancy status and week, breastfeeding, menstrual cycle regularity, contraception type, menopausal status (pre, peri, post).
This section only appears when the client's gender is set to female. All fields are optional.
Diet history
Record what the client currently eats — typical breakfast, lunch, dinner, snacks, eating patterns, food cravings, primary concern, motivation, previous diets tried, and referral source.
Meal schedule
Customize meal times for individual clients. The schedule starts from your practice defaults (set in Settings → Meal Structure) and lets you override per client:
- Drag to reorder — rearrange meal slots by dragging the grip handle
- Enable/disable slots — turn off "Bedtime" for clients who don't need it
- Adjust times — shift breakfast from 8:00 AM to 7:00 AM for early risers
- Reset to defaults — one click to revert to practice-wide settings
Client meal preferences are applied when creating a new plan. If a client has "Bedtime" disabled, new plans for that client won't include a bedtime slot. Existing plans are not affected.
Food preferences
Link specific foods from the database as likes or dislikes for each client:
- Open a client profile → Preferences tab
- Search for a food (e.g., "bitter gourd")
- Mark it as liked or disliked
Recording food preferences upfront saves time when building meal plans. You'll know to avoid bitter gourd for a client who dislikes it, or to include paneer for someone who loves it.
Client status
| Status | Meaning | Visible in default list? |
|---|---|---|
| Lead | New prospect, no active plan yet | Yes |
| Active | Currently under your care with active plans | Yes |
| Inactive | Paused or between programs | Yes |
| Expired | Package or program expired | Yes |
| Completed | Finished their program | Yes |
| Archived | No longer a client | No (use filter to show) |
When you activate a client's first meal plan, MealCraft automatically upgrades their status from Lead to Active. You don't need to change it manually.
You can't activate a meal plan for an archived client. Restore the client first, then activate the plan.
Searching and filtering
The client list supports:
- Search by name, email, or phone
- Filter by status, goal type, dietary preference
- Sort by name, date added, or last activity
Archived clients are hidden from the default view to keep your list clean. Use the status filter to find them when needed.
Assigning practitioners
In multi-practitioner setups (Clinic plan), you can assign clients to specific team members. Each practitioner sees their own client list by default, with the option to view all clients.
Configure team members in Settings → Team.
Client hub tabs
Each client profile has 10 tabs for complete practice management:
| Tab | What it contains |
|---|---|
| Timeline | Activity feed — consultations, notes, assessments, billing events |
| Profile | Personal details, body & goals, medical history, lifestyle, diet history |
| Plans | Meal plans assigned to this client — with clone, next cycle, and version history |
| Follow-ups | Scheduled sessions with Start Visit, reschedule, and no-show actions |
| Consultations | Session records with linked clinical note previews |
| Clinical Notes | SOAP/ADIME structured charting with templates and vitals |
| Assessments | Weight, body measurements, body composition, lab values — see Assessments |
| Billing | Packages, invoices, payments |
| Files | Uploaded documents — lab reports, prescriptions, consent forms |
| Portal | Client portal settings, engagement dashboard, compliance tracking, and feature toggles — see Client Portal |
The Follow-ups tab is your daily starting point. Use "Start Visit" to document sessions — it chains the consultation record, clinical note, and follow-up completion into one flow. See Consultations & Follow-ups for the full workflow.