Managing Clients
Your client list builds itself — SitStay creates profiles from bookings, tracks dog details, and keeps membership status current.
Last updated March 11, 2026
You already know your regulars by name (and probably by dog). But when your schedule gets busy and you’re juggling multiple classes, it helps to have everything in one place.
The Clients section of your dashboard shows everyone who’s ever booked with your business. SitStay builds these profiles automatically from booking data — there’s nothing for you to set up.
Profiles build themselves
When a client books a class for the first time, SitStay creates a profile based on their email address. Every booking after that gets linked to the same profile. This means:
- Full booking history in one place
- Dog information carries forward between bookings (returning clients don’t re-enter everything)
- Membership status is always current
If you have multiple trainers, client profiles are shared across your business. Everyone sees the same data.
The client directory
Head to Clients in your dashboard. From here you can:
- Search by name, email, or class title
- Filter by membership — all clients or just members
- See your total client count and member count at a glance
Each entry shows the client’s name, email, their most recent class, and whether they’re a member. It’s a quick snapshot of who’s active and who might need a follow-up.
Dog profiles
Each client can have up to five dogs on file. A dog profile tracks:
| Field | What it’s for |
|---|---|
| Name | The dog’s name |
| Age | Age in years |
| Breed | Breed information |
| Weight | Helpful for size-appropriate class recommendations |
| Medical notes | Allergies, conditions, medications — anything you should know |
| Behavior notes | Triggers, reactivity, handling considerations |
| Training goals | What the client is working toward |
| Vaccine status | Expiration date and vaccination records |
When a client books, their primary dog’s details pre-fill automatically. If they have multiple dogs, they pick which one the booking is for. No more “can you remind me which dog this is for?” emails.
Vaccine tracking
Dog profiles track vaccine expiration dates, and the status updates automatically:
- Valid — vaccines are current
- Expiring — within 30 days of expiration
- Expired — past the date
- Unknown — no vaccine info on file
If you’ve set up vaccine requirements on your classes, SitStay checks the dog’s status at booking time and flags any compliance issues before the client completes enrollment. You already know how important this is — it’s one less thing to track manually.
Membership status
The client directory shows who’s a member and who isn’t. Membership status updates automatically through Stripe webhooks — when someone subscribes or cancels, their flag changes without any action from you.
You can filter the list to show only members, which is handy for tracking retention or deciding who to target with an announcement about upcoming classes.
Related
- Enrollments — booking and enrollment details per class
- Membership Plans — how subscriptions work
- Booking Widget — the client-facing booking experience