Core Features

Managing Clients

Your clients are the foundation of CountedIn. Add them, choose how they pay, organize them with tags, and keep all their information in one place.

The client list

The Clients page shows all your clients at a glance. Each client card displays their name, billing type, and a quick summary of their status: remaining credits for package clients, total sessions for per-session clients, or billing info for monthly clients.

Client list page with search bar, billing types, and credit summaries — Search, filter, and see the status of every client at a glance

Use the search bar at the top to find clients quickly by name. The Active/Archived toggle lets you switch between current and past clients.

Adding a new client

Click the Add Client button at the top of the client list. An inline form appears right on the page where you enter their details and choose their billing type.

Client form showing billing type selector with Package, Per Session, Monthly, and None options — Choose how each client pays when you add them

Enter their name

This is the only required field. Use their full name or whatever you normally call them.

Add contact info (optional)

Email and phone number are optional but useful for sending receipts and portal links later.

Choose a billing type

Select how this client pays. You can always change this later from their profile.

Click Add

The client appears instantly in your list. Click into their profile to start logging sessions.

Billing types

Every client has a billing type that determines how you track and charge for sessions. You set this when creating a client, and you can change it anytime.

Package

The client buys prepaid session packages. Each time you log a session, one credit is deducted. When credits run out, it's time to buy another package. This is the default and most common billing type.

Per Session

The client pays for each session individually (or in small batches). Sessions are logged without any package. You set a rate per session so you can track earnings and record payments as they come in.

Monthly

The client pays a flat monthly fee for sessions. You set the monthly rate and the day of the month payment is due. CountedIn tracks whether each month's payment has been received and alerts you when payments are due or overdue.

None

No billing. Use this for pro bono clients, community programs, trial periods, or anyone you train without charging. Sessions are tracked but no payment tracking applies.

Tip

If you're not sure which billing type to choose, start with Package. It's the most common model and you can switch to a different type later without losing any session history.

Client profile

Click any client in the list to open their full profile. The profile adapts based on the client's billing type.

Package client detail page showing credit overview, packages, and session history — Package client profile with credit countdown and packages

For package clients, you'll see their credit overview, active packages with progress bars, and full session history. For per-session and monthly clients, you'll see their session count, billing rate, and a Record Payment button for tracking manual payments.

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Per-session clients show session stats and payment recording

Recording payments

For per-session and monthly clients, use the Record Payment button to log payments received via cash, Venmo, bank transfer, or other methods.

Record payment dialog with amount, method selector, and description — Record cash, Venmo, or bank transfer payments

The payment amount pre-fills based on the client's billing rate. For monthly clients, the description auto-fills with the current month. All recorded payments appear in the activity feed and count toward your dashboard revenue.

Tags and notes

Add tags to organize your clients into groups. Common examples:

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Tags are shared across your account, so once you create a tag, it's available for all clients. Use them to filter your client list and stay organized as your practice grows.

Tip

Tags work great for grouping clients by class time, skill level, billing type, or any other category that makes sense for your practice.

Archiving and reactivating

When a client stops training, archive them instead of deleting. Archived clients are hidden from your active list but their full history is preserved. You can reactivate them anytime if they come back.

To archive: open the client's profile and click the Archive button. To see archived clients, use the Archived toggle on the client list page.

Quick Start

Session Packages