Manage Clients

This guide explains how to add and manage clients, open a client page, work with meetings and files, and keep the client record up to date.

From Clients you can:

• Add clients or import a CSV list.

• Open a client to see meetings, documents, attachments and the client record.

• Filter the list and choose which properties show.

• Sort the list and schedule the next meeting from the table.

This page covers adding clients, viewing meetings, uploading files, editing the client record, and merging duplicates.

Adding a new client

1. Go to Clients and click Create client.

2. Enter their name and assign them to an adviser. You can also set an anniversary date when you create or edit the client. Use this for ongoing fee arrangement and review planning.

3. Click Create client to save.

Including the client's email address allows Claras to automatically match calendar meetings to the correct client when Calendar Sync is enabled. Without an email address, Claras falls back to name matching, which may require manual confirmation during meeting review.

Import clients from a CSV

If you have an existing client list, you can import multiple clients at once instead of adding them individually. This is useful when onboarding your practice or migrating from another system.

To import, go to Clients and click Import clients in the top right corner. Your CSV file should use the following three columns:

1. Client Name

2. Client Email (optional)

3. Adviser Name

Anniversary

Each client can store an optional anniversary date for ongoing fee and review planning. The date appears on the client page and in the Anniversary column on the clients list, where you can sort and filter by the next occurrence.

Set or clear the anniversary when you create a client, when you edit client details, or inline from the Anniversary column on the list. On clients synced from a CRM, you can still edit anniversary when the name is locked from the CRM.

Anniversary is a date you maintain for planning. Claras does not run automated review workflows from this field alone.

Viewing Client Meetings

Each client page includes a Meetings tab that displays all meetings for that client, regardless of status. This makes the client page the easiest way to find specific meetings, such as those still in "Draft" or "Processed" status that need attention.

To view meetings for a client, go to Clients, click into the client's profile, and select the Meetings tab. Create a meeting from the tab toolbar with Meeting (or the compact + control on narrower layouts).

Client record

Each client page includes a Client record built from file notes, documents and files. Use it to prepare for meetings, bring a new team member up to speed, and give documents the right context.

Upload client files

To populate client record, upload key documents to the client page. While uploading before your first meeting is ideal, you can add files at any time and Claras will update the record accordingly. These files give Claras the context it needs to build a complete picture of the client’s situation, and make your file notes and documents more accurate.

Claras analyses information from Word, PDF, Excel, email, and image files, prioritising the most recent data so your summaries reflect the client’s current position.

Files that work best include:

• Previous file notes – provides historical client discussions.

• Superannuation or investment statements – supply up-to-date balances and holdings.

• Statements of Advice (SOAs) – capture past recommendations and strategies.

• Risk profiles – outline the client’s tolerance and preferences.

• Forecasts – forward-looking context on cash flow, retirement, or investment scenarios.

• Charts and graphs – summarising data from modelling tools.

To upload files:

1. Go to Clients and click into a client page.

2. Scroll down to the Attachments section.

3. Click Upload file and select files from your computer.

4. Claras will process the files and update the client record.

Edit the client record

You can edit any section of the client record directly on the client's page. This is useful when you have information that isn't captured in a document, or when you want to update a section like "Their Story" before an upcoming meeting. Click into the client record content to open the editor. Your changes save automatically as you type.

Direct editing is locked in three situations: when pending meeting changes exist, when Claras is generating updates, or when another team member is already editing. If pending changes are blocking your edit, finalise the associated meeting first. The record displays a message with a link to the meeting requiring finalisation.

For more detail on manual editing, version history, and previewing changes, see client record.

Merging Duplicate Clients

The merge feature combines two client pages into one, moving all file notes, documents, attachments, and the client record data from the source client into the target client. This is useful when the same client has been added more than once.

To merge clients:

1. Go to the client page you want to remove (the source client).

2. Click the ⋮ menu at the top and select Merge into.

3. Select the client you want to keep (the target client) and click Merge.

Frequently Asked Questions

How do I separate a joint client into two individual clients?

Claras doesn't have a dedicated split feature for joint clients, so you'll need to create a new client page for each individual and transfer the relevant information across. Start by creating the new client page, then copy or move any relevant attachments from the joint profile to the new one.

If you want to carry across client record data, you can create a single-client Fact Find document before separating. In the document brief, specify that you only want details for one client included. Once generated, export the Fact Find and upload it as a file to the new client page so client record reflects that individual's information. You can repeat this process for the other client as well.

Next

Invite your team so everyone works from the same templates and processes

Duplicate client warning

When you create a client, Claras checks whether your practice already has a client with the same name. If a matching name exists, Claras shows a confirmation before creating another profile.

Choose the existing client when you are trying to add a meeting, file, or document for someone already in Claras. This keeps the client's file notes, documents, attachments, and the client record together on one profile.

Create a separate client only when the matching name belongs to a different person or household. Some practices genuinely have different clients with the same name, so Claras warns you but does not block the new profile.

Last updated 23rd July 2026 by Connor