Adding a New Client, viggoVet docs

Every patient in viggoVet belongs to a client (the pet owner). Before you can register a patient, schedule an appointment, or create an invoice, you need a client record. This guide walks you through adding one.

When to add a new client

Add a new client when someone contacts your clinic for the first time, whether they walk in, call, or book online. viggoVet gives you several ways to create a client record depending on where you are in the platform.

From the Clients list (primary method):

Click Clients in the left sidebar (under the ACCOUNTS section).
Click + Add Client in the top-right corner of the page.
The client form opens as a modal.

Adding a New Client, When to add a new client

During appointment booking: When creating a new appointment, the form includes a Client field. If the client doesn’t exist yet, click the + button next to the Client field to open the client form and create a new record on the spot. Once saved, the new client is automatically selected in the appointment.

During invoice creation: The invoice creation page has a Client field at the top right. If the client isn’t in the system, click the + button next to the Client field to add them without leaving the invoice.

Through online booking: If your clinic has online booking activated and shared on your website, clients can register themselves by filling out the booking form. viggoVet creates the client record automatically from the information they provide (name, email, mobile number).

Tip: The fastest way to register a walk-in client is from the Clients list. For phone bookings, creating the client from the appointment form saves a step since the new client is selected for you automatically.

Filling in client details

The client form is the same regardless of where you open it. Here are the fields you’ll see.

Client’s Name

Field	Description	Required
First name	The client’s given name	Yes
Last name	The client’s family name	Yes

Client’s Contact Information

Field	Description	Required
Email	Used for invoice delivery, appointment confirmations, and communication. This is the unique identifier for each pet owner and is required for account creation.	Yes
Mobile number	Primary mobile phone with country code. Click the note icon to add context.	Yes
+ Add work, home, fax number	An additional contact number that can be added for the client	No

Tip: The mobile number is the most useful contact to capture. It’s used for SMS appointment reminders and WhatsApp or Telegram messaging if your clinic has those integrations enabled.

Additional details

Field	Description	Required
Birthdate	Client’s date of birth	No
License	Professional or identification license number	No
Note	Internal notes about the client (visible only to your team)	No

Saving the client

Click Save at the bottom of the form. viggoVet validates your entries and creates the client record.

If you opened the form from the Clients list, the list refreshes with the new client added. If you opened it from an appointment or invoice, the new client is automatically selected in the form you were working in.

Note: Client email addresses and phone numbers must be unique within your clinic. If viggoVet detects a duplicate, it shows a validation error. Check if the client already exists in your system.

The client profile

After creating a client, you can view their full profile by clicking their name in the Clients list. The client profile has a top card with key information and a set of under the information card:

Top Card:

Client number (e.g., Client no: 120)
Client name and status badge (Active/Inactive)
Invoice summary: open invoices, proforma invoices, unpaid amounts, and total earned
Contact info: email and phone numbers

Tabs:

Tab	What’s in there
Patients	List of the client’s pets with status badges, species, and breed. Includes the Add Patient button.
Billing	Invoices, payments, credits, and account statements for this client
Notes	Internal staff notes about the client
Reminders	Scheduled reminders linked to this client’s patients
Documents and Attachments	Uploaded files and generated documents (consent forms, etc.)

Your next step is usually adding a patient to this client. Click the Patients tab and then Add Patient.

Client status

Every client has a status that controls their visibility across the platform:

Status	Meaning
Active	The default. Client appears in all searches and dropdowns.
Inactive	Client is hidden from quick searches but accessible through the full client list with the Inactive Clients filter tab.

Warning: Inactive clients don’t appear when you search for a client during appointment booking or invoice creation. If a returning client can’t be found, check the Inactive Clients tab on the client list.

What to do if something goes wrong

“Duplicate email” or “Duplicate phone” error: The contact information already exists in your system. Search for the existing client before creating a new one.

Missing required fields: The form highlights which fields need attention. Make sure you have at least a first name, last name, and email address.

Client created with wrong information: Open the client profile and click the three-dot menu to edit. The edit form is identical to the creation form but pre-filled with existing data.

Client doesn’t show up in search: Check if the client was marked as Inactive. Switch to the Inactive Clients tab on the client list to find them.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.