How to Edit Clients and Contacts in PhotoHeart

A frequent question from our users: "Can I edit my clients' data?"

Short answer: Yes, ALWAYS.

We'll explain how it works and the difference between Clients and Contacts.

Clients vs Contacts? What's the Difference?

PhotoHeart organizes your CRM into two types of records:

📸 Client

A client is someone who:

• Has a booked appointment on your calendar
• Has created photo sessions
• Has associated invoices or quotes
• Is necessary to use in any section of PhotoHeart

Example: Maria booked an appointment for her wedding. To create the appointment for her, she must be a client.

Mandatory use: If you want to create a session, invoice, or appointment for someone, they must first be a client.

👤 Contact

A contact is someone who:

• Is in your CRM database
• May come from marketing campaigns
• May be a former client who doesn't have sessions in PhotoHeart
• May be a lead or potential client
• Does NOT have active appointments, sessions, or invoices

Example: You have a list of 200 emails from an Instagram campaign. You import them as contacts.

Key difference: Contacts are a broader list of people in your database, but they're not actively using services.

Conversion: Contact → Client

When you want to create an appointment or session for a contact:

1. Select the contact from CRM
2. System automatically converts them to client
3. Now you can assign them appointments, sessions, invoices

Contact → Client (when you use them in any service)

You don't have to do anything manual. PhotoHeart manages it automatically.

When to Use Clients vs Contacts?

Use CLIENTS when:

✅ You're going to create an appointment for someone ✅ You're going to create a photo session ✅ You're going to generate an invoice or quote ✅ You need to manage active services

Summary: If you're going to work with that person in PhotoHeart, they must be a client.

Use CONTACTS when:

✅ You import a list of marketing emails ✅ You have leads from social media ✅ You save data from people who asked but didn't book ✅ You maintain a general database

Summary: If you just want to have them in your database without active services, they're contacts.

Complete Real Example

Situation: You ran an Instagram campaign and 50 people gave you their email.

Step 1: You import the 50 emails as CONTACTS in PhotoHeart.

Step 2: Of those 50, 5 people write to you to book an appointment.

Step 3: When you create the appointment for those 5 people, the system automatically converts them to CLIENTS.

Final result:

• 45 CONTACTS (still on your list, without services)
• 5 CLIENTS (with active appointments)

How to Edit a Client

Step 1: Go to CRM

Path: Side menu → CRM

Step 2: Search for client

Use the search bar or scroll until you find them.

Step 3: Open the client

Click on the client card. A panel opens with all their information.

Step 4: Edit data

You'll see an "Edit" button at the bottom right of the modal.

Click the button and edit:

• Full name
• Email
• Phone
• Address
• Birthday
• Tags
• Internal notes

Step 5: Save changes

Click "Save" and done. Changes apply immediately.

How to Edit a Contact

Exactly the same as a client.

1. Go to CRM → Contacts
2. Open the contact you want to edit
3. Click the "Edit" button (bottom right of modal)
4. Modify the data
5. Save

There's no difference in the editing process.

What Data Can You Edit?

Basic Data (Always editable)

• ✅ Full name
• ✅ Email
• ✅ Phone
• ✅ Full address
• ✅ City
• ✅ Postal code
• ✅ Country

Optional Data

• ✅ Birthday
• ✅ Internal notes (only you see them)
• ✅ Tags (categorization)

System Data (NOT editable)

• ❌ Creation date
• ❌ Client ID
• ❌ Session history

Important: You can't delete session history from client editing. For that, you must go to each session individually.

Frequent Use Cases

Case 1: Client changed address

1. Open the client in CRM
2. Edit the "Address" field
3. Update city and postal code
4. Save

Result: The next session will use the new address.

Case 2: Error in client's email

1. Open the client
2. Correct the email
3. Save

Result: Next automatic sends will go to the correct email.

Case 3: Add internal notes

You want to remember client preferences:

1. Open the client
2. "Notes" field
3. Write: "Prefers outdoor locations, doesn't like dark backgrounds"
4. Save

Result: Every time you see this client, you'll remember their preferences.

Case 4: Organize with tags

You have a VIP client who only does weddings:

1. Open the client
2. Add tags: "VIP" and "Weddings"
3. Save

Result: You can filter later for only VIP clients or only weddings.

What Happens if You Delete a Client?

⚠️ Caution: If you delete a client from CRM:

• ❌ You lose their session history
• ❌ Links break with existing sessions
• ❌ It's not reversible

Better option: If you no longer work with a client, add an "Inactive" tag instead of deleting them.

Common Errors

❌ Error 1: "Can't find the edit button"

Solution: Make sure the client modal is completely open. The "Edit" button appears at the bottom right of the modal.

❌ Error 2: "Changes don't save"

Check:

• Did you click the "Save" button?
• Do you have internet connection?
• Does the email have valid format? (must have @)

❌ Error 3: "I want to change the client's ID"

Not possible. The ID is unique and generated by the system. It cannot be modified.

Contact to Client Conversion

Do you lose data when converting?

No. When a contact becomes a client:

• ✅ All data is maintained
• ✅ Tags are preserved
• ✅ Internal notes are transferred

If you experience data loss, write to us at support@photoheart.app (it's a bug we must fix).

Required vs Optional Fields

Required Fields (PhotoHeart requires them)

• ✅ Full name
• ✅ Email OR Phone (at least one of the two)

Optional Fields (You can leave them empty)

• Address
• City
• Postal code
• Birthday
• Notes

Tip: Although optional, filling in the address helps for physical deliveries.

Best Practices

1. Complete data progressively

You don't need all information from day one:

• Day 1 (Booking): Name, email, phone
• Before session: Address for location
• After session: Birthday for reminders

2. Use consistent tags

❌ Bad:

• "important"
• "Important"
• "IMPORTANT"

✅ Good:

• "VIP" (always the same)

3. Document preferences in notes

Every time a client tells you something important:

• "Prefers mornings"
• "Allergic to pollen"
• "Only wants outdoors"

Write it in notes for future sessions.

Summary

Key difference:

• CLIENTS = People with active appointments, sessions or invoices. Necessary to use services in PhotoHeart.
• CONTACTS = General database (leads, marketing, former clients without sessions).

Editing clients and contacts in PhotoHeart is simple:

1. Go to CRM
2. Open the client or contact
3. Click the "Edit" button (bottom right of modal)
4. Modify the data you need
5. Save

All data is editable at any time.

There's no limit to how many times you can edit a client or contact.

Having problems editing data? Write to us at support@photoheart.app