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# Create a client record

The client record is the starting point of every coaching journey in Klarity. Create one as soon as a new client comes on board: session after session, it will hold their appointments, your notes and the smart memory of their coaching.

# Understanding the client record

A client record gathers the person's information (identity, contact, tags) and serves as the foundation for everything else: session scheduling, history, GDPR consent, and the memory the AI builds over time. You only need the essentials to get started — everything else can be filled in later from the record.

| The **email is optional**: you can create a record without an address. Just note that automatic sends (session invite, session report, consent request) won't be available until you fill it in. You can add it from the record at any time.

# Steps

1. In **My clients**, click **New client**. A side panel opens.
   
2. Fill in the required fields — **First name** and **Last name** — then, if you wish, the optional fields: **Email**, **Phone**, **Date of birth**, **Coaching start date** and **Tags**. **Gender** and **Communication language** come with a default value you can adjust.
   
3. Choose how to collect **Consent** (see the section below).
4. Click **Create client**. The record is created and opens, ready to hold sessions and notes.

|| Each plan has an **active-client cap**. Once the limit is reached, the **New client** button is greyed out ("Client limit reached — upgrade your plan to add more."): archive a client you no longer coach to free up a slot, or upgrade to a higher plan.

# Choosing the consent method

Consent is only needed for the **automatic audio recording** of sessions: until it is confirmed, no capture is triggered. In the **Consent** block of the creation panel, you choose one of three options:

- **Send the consent request by email** — Klarity sends the client an email with the GDPR consent form. This is the default (based on your global setting). It requires an email address: without one, choose another method.
- **Consent already collected (in person)** — pick this if you obtained the agreement verbally or in writing during a face-to-face session. Capture is then authorized right away (see below).
- **Later** — send nothing now; you'll request consent from the client's record whenever you're ready, via **Resend consent link**.

## Attesting to consent collected in person

If you choose **Consent already collected (in person)**, an attestation appears:

1. Check **I attest that I have obtained the client's free and informed consent to record, transcribe and analyse their sessions with AI**.
2. Answer **How was consent obtained?** by choosing **Verbally** or **In writing**.
3. If needed, add a **Note (optional)** describing the circumstances of the collection.

|| This is a declarative attestation, never a workaround: as the data controller, you remain responsible for this consent, and the client will still be informed by email and can withdraw it at any time.

| 💡 **Tip:** add one or two tags right at creation ("Career change", "Leadership"…) to later find your clients by theme in the list.

# Related articles
- The client record in detail
- Navigating the clients list
- Sending a consent request