Client Profiles
Client profiles are the heart of your customer management system. Whether someone is signing up for their first diving course or is a returning certified diver, creating complete client profiles helps you provide better service and maintain important records.
What You'll Learn
How to create detailed client profiles
How to manage contact information and emergency contacts
How to handle medical information and certifications
How to track client activity and preferences
Before You Start
Make sure you have:
Access to client management features in DiverDash
Client's contact information and emergency contacts
Any medical forms or waivers they've completed
Information about their diving experience and certifications
Creating a Client Profile
Step 1: Navigate to Client Management
Click Clients in the main navigation
You'll see your existing client database
Click + Add Client to create a new profile
Step 2: Enter Personal Information
First Name (Required)
Enter the client's legal first name
This should match their ID and certification cards
Used for official documentation and certifications
Last Name (Required)
Enter the client's legal last name
Ensure it matches official documents
Used for certification records and legal forms
Date of Birth (Required)
Essential for age verification and course eligibility
Required for medical form compliance
Used to calculate age for course requirements
Phone Number
Primary contact number for communication
Include country code if international
Used for emergency contact and scheduling
Email Address
Primary email for communication and booking confirmations
Used for course information and updates
Should be regularly monitored by the client
Step 3: Contact and Address Information
Mailing Address
Complete address for official correspondence
Required if shipping materials or certificates
Include postal/zip code for accurate delivery
Emergency Contact
Name: Full name of emergency contact person
Relationship: How they're related to the client
Phone Number: Primary contact number
Alternative Phone: Secondary contact if available
Additional Contacts
Add multiple emergency contacts if needed
Include work, family, and local contacts
Especially important for travel and diving trips
Step 4: Diving Experience and Certifications
Current Certification Level
Select highest current certification
Examples: Open Water, Advanced, Rescue, Divemaster
Leave blank if they're a new, uncertified diver
Certifying Agency
PADI, SSI, NAUI, or other recognized agency
Important for course credit and continuing education
Affects course requirements and prerequisites
Number of Logged Dives
Total number of recorded dives
Used to assess experience level
Important for advanced course eligibility
Last Dive Date
When they last went diving
Helps assess current activity level
May affect refresher training needs
Step 5: Medical Information
Medical Form Status
Whether they've completed required medical forms
Track medical form expiration dates
Required for course participation
Medical Restrictions
Any diving restrictions or limitations
Required medical clearances
Special considerations for activities
Physician Clearance
If medical clearance is required
Upload or reference medical clearance documents
Track clearance expiration dates
Step 6: Preferences and Notes
Equipment Sizes
Wetsuit size, fin size, mask preferences
Helps with rental equipment preparation
Reduces setup time for courses and trips
Communication Preferences
Preferred contact method (email, phone, text)
Marketing communication preferences
Language preferences if applicable
Special Considerations
Any special needs or accommodations
Dietary restrictions for trips
Mobility considerations or equipment modifications
Client Notes
Important information about the client
Behavioral notes or special requirements
Historical information and interactions
Step 7: Save the Profile
Review all information for accuracy
Ensure emergency contact information is complete
Click Save Client Profile
Profile is created and appears in your client database
Managing Client Information
Viewing Client Profiles
Client List View:
See all clients with key information
Search by name, email, or certification level
Filter by activity level, certification, or course participation
Sort by name, last activity, or registration date
Individual Client View:
Complete profile with all details
Activity history including courses and trips
Financial history and payment records
Quick actions for common tasks
Updating Client Information
Regular Updates:
Contact information changes
New certifications earned
Updated medical information
Emergency contact changes
Activity Tracking:
Course enrollments and completions
Trip bookings and participation
Equipment rental history
Payment and billing records
Medical Form Management
Form Collection:
Digital upload of completed forms
Physical form scanning and storage
Form completion status tracking
Expiration date monitoring
Compliance Tracking:
Monitor required medical updates
Alert for approaching expiration dates
Track physician clearance requirements
Maintain compliance documentation
Client Categories and Types
Course Participants
New Divers:
No previous diving experience
Require basic safety orientation
Need complete equipment fitting
Extensive documentation requirements
Continuing Education:
Already certified divers taking additional courses
May have established preferences and equipment
Familiar with basic procedures
Focus on new skills and requirements
Certified Divers
Fun Dive Customers:
Certified divers booking recreational trips
May rent equipment or bring their own
Familiar with diving procedures
Focus on trip logistics and dive site information
Experienced Divers:
Advanced certifications and significant experience
May assist with courses or trips
Potential instructor development candidates
Minimal supervision required
Equipment Rental Customers
Occasional Renters:
Rent equipment for specific trips or occasions
May need assistance with fitting and selection
Require basic equipment orientation
Track rental preferences and history
Regular Renters:
Frequent equipment rental customers
Established size and preference records
Streamlined checkout process
Potential sales leads for equipment purchases
Best Practices
Data Accuracy
Verification Process:
Double-check all contact information
Verify emergency contact details
Confirm certification information with agencies when needed
Regular updates and data cleaning
Information Sources:
Collect information directly from clients
Verify certification cards and medical forms
Use official documents when available
Cross-reference with previous records
Privacy and Security
Data Protection:
Secure storage of sensitive information
Limited access to medical information
Compliance with privacy regulations
Regular security reviews and updates
Information Sharing:
Clear policies on information sharing
Consent for marketing communications
Protection of client privacy rights
Staff training on data handling
Communication
Clear Expectations:
Explain why information is needed
Clarify how information will be used
Provide privacy policy information
Offer options for communication preferences
Regular Contact:
Periodic information updates
Birthday and anniversary recognition
Course and trip recommendations
Equipment maintenance reminders
Common Issues and Solutions
Problem: Client doesn't remember certification details
Solution: Help them contact certifying agency for verification, check certification card database
Problem: Emergency contact information is outdated
Solution: Regular information update requests, verify contacts during course registration
Problem: Medical form is expired
Solution: Provide new forms, assist with completion, track expiration dates proactively
Problem: Client has multiple profiles in system
Solution: Merge duplicate profiles, verify information accuracy, clean up historical records
Next Steps
After creating client profiles:
Set up registration links: Create online registration forms for easy client onboarding
Enroll in courses: Register clients for courses and training
Equipment setup: Coordinate equipment rental needs
Track progress: Monitor client progress and advancement
Related Topics
Registration Links - Create online forms for client signup
Progress Tracking - Monitor client advancement and certifications
Medical Information Management - Handle health forms and restrictions
Course Enrollment - Register clients for courses
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