Client Manager Overview

The Client Manager is where you can view information regarding your clients, and add or edit records pertaining to a client's training.

Parts of this functionality has been implemented in the VETtrak 2020 version release (Version: 20.3) 

To open the Client Manager, choose Manage > Clients from the menu, or press F7 on the keyboard. Alternatively, click the  icon on the toolbar or from the Dashboard.

The Client Manager consists of the following (as per the default layout):

  • Client search
    Search through existing records for a particular client. Clicking the refresh button will update the list based on the search parameters.
    • Use the text field to enter the search terms, then press Enter on your keyboard or click the icon to run the search. You can search by:
      • Surname, Given (a string of letters forming the beginning of their surname and/or given name).
      • Code (the start of, or complete, client code - note that if codes contain leading zeros, these cannot be omitted when searching).
      • Occurrence ID (enter the ID number of an occurrence to display clients from that occurrence).
      • External code (enter the start of, or full, external code for the client).
      • Employees (enter the start of the employer's name)
      • Enrolment (enter the ID number of an enrolment to display the client it is attached to)
      • USI (enter a client Unique Student Identifier to display the client it is attached to)
      • Groups/Division (enable this to search via VETtrak Groups or Divisions)  
      • Advanced search allows you to search by multiple client details in a unique panel:
        • Advanced search: Surname
        • Advanced search: Given/preferred name
        • Advanced search: Date of birth
        • Advanced search: Former Surname
        • Advanced search: Email Address
        • Advanced search: Home Phone
        • Advanced search: Mobile Phone

There is also a simple drop down area to filter based of Client Status, to quickly identify Active/Inactive/Pending client records:

You can select a default Client Manager Search from with the VETtrak Global Preferences - Client Preferences
  • Client information is the main content area which displays the details of the selected client in an explorer tree. When a client is selected this heading will be replaced with their name:

    Within this area are a list of headings, most of which can be expanded, that contain data that is associated with this student. Simply press the  button to expand a heading and display any existing information, or right-click on an item to interact with it.


  • The Enrolment Quick View provides a summary of all the client's enrolments in a list view. By default it will display Active Enrolments Only, and can be toggled via the tickbox within the window.
    This window can be hidden by pressing the button at the very top of the Client Details area.

    In addition, it provides the following features:

    • Click  to show/hide columns. The order of columns can also be determined by moving them up or down in the list.
    • Sort by any of the columns by clicking the column heading. Further clicks to the same column heading will alternate between ascending () and descending () sort as indicated by the icons.
    • Filter records by clicking the icon for a column.
    • Drag a column heading horizontally to change its position.
    • Drag a heading into the indicated area to group by that heading, drag it out of this area to remove it from grouping.
    • View an enrolment by clicking the respective icon in the  column, which will expand the specific Enrolment Heading.
    • Edit an enrolment by clicking the respective icon in the  column, which will open the Enrolment Wizard.
    • Result enrolment units by clicking the respective icon in the  column, which will open the Unit Result Wizard.
    • View an occurrence in the Programme Manager by clicking the icon in the  column.
  • File Note Feed shows details of any File Notes recorded for the selected item.
    • The Add button will open the File Note Wizette.
    • The Report button will allow you to run a report showing the File Notes for this item.
    • The Filters allows you to choose a specific File Note Type to display. When a filter is selected only File Notes of that type will show in the log. You can also use the Comment field to filter within the File Notes body of text. Click the [X] button to remove the current filtering.
    • File Notes will display in individual panels, with options on each to View additional information, Edit the File Note, or Delete that File Note record.


  • Event log shows details of the Events recorded for the selected client. These are also available from the Events branch in Client information.
    • The Add button will open the Client Event Wizard.
    • Sort Order controls the ordering of the list of events.
    • The Event filter allows you to choose a specific Event type to display. When a filter is selected only events of that type will show in the log. Click the Clear button to remove the current filter.

  • Client details shows basic information about the client. This information can be edited by right-clicking the Personal branch of Client information. Client details also provides the following features:
    • Use Res and Post to choose between displaying the client's residential and postal addresses. Your selection will be remembered on a per-client basis.
    • Click  to the right of the client's mobile number to open the SMS Wizard.
    • Click  to the right of the client's email address to open the Email Wizard.
  • Client notes
    This section in the side-pane will display the notes for the client. New notes can be added by entering text and clicking Save. These notes correspond to the notes section in the Client Wizard.

  • Selected item information
    This section in the side-pane will display any relevant notes for the selected item. For example, if the Personal node of the explorer tree is selected, the contents here will be identical to Client notes. Add notes to the selected item by entering text and clicking the Save button. If text cannot be added and there is no Save button, the selected item's notes are read-only and can only be edited via the applicable wizard.


RELATED: Customising layouts (Getting Started)

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