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How do I Invite Clients, View Their Data & Set Up the Clients Table?
How do I Invite Clients, View Their Data & Set Up the Clients Table?

A few quick steps on how to invite clients, a quick look at the clients table, and a brief tour of what your clients see in Heads Up...

Brian Haltom avatar
Written by Brian Haltom
Updated over a week ago

Hey, Pros!

In this article, I will walk you through how to Invite Clients to your Heads Up Pro Organization and give a brief look at what your clients will see when they first get signed into the app.

If you have any questions throughout this process, please reach out to our support team here, or use the little blue circle with the white smiling message icon in the lower right corner of the app, and we'd be happy to help.

The Written How-to

Inviting A Client

To get started, please head over to the Clients page. In the top right corner of the page, click Invite New Client:

Add your client's email under Email Address, adjust the Message if you wish, and click Invite:

Success! You should receive a "Success!" message pop up letting you know the invitation has been sent:

Pending Clients

Now on the Clients page, you should see a 1 inside a colored circle just to the right of the Pending tab. Click Pending to review your pending clients. The field is very similar to the Active client view, except there are far fewer details. The only detail you should see is the client's email:

If you'd like to cancel the invite or resend the invite, click the ellipses on the far right of the client row. Resend Invitation does just that, and Disconnect will cancel the invitation on our end, and the client will not be connected to your organization if they complete the sign up:

Accepting the Invite

Once the invite is sent, an email will show up in your client's inbox with a subject line similar to "You have been invited by **YOUR ORG NAME** to Heads Up!" and looks just like this:

After the client accepts the invitation, we will route them to the app to complete the signup process. If the user already has a Heads Up account, they will need to sign in. When this process is complete, the user will land on the dashboard page.

Reviewing the Clients Table

After your client accepts the invitation and completes the sign-up or sign-in process, their name will be moved from the Pending tab to the Active tab on the Clients page:

Now that the client is on the client's table, you can start reviewing their data. To view the client's details page click the image icon, first, or last name. Currently, the client's details page allows you to see the clients profile, notes, and photo food journal (plenty more to come):

What Does My Client See?

To view the client's dashboard, simply click View on the client's table next to the client's name or click View Dashboard as Client on the client's details page.

Note: Any actions you make while viewing the client's dashboard as the client are permanent. However, you cannot make changes to the client's Account or Subscription. You will notice that if you view the My Account page Account or Subscription tabs while viewing the client's dashboard, you will see your own data, not the clients.

The dashboard view is going to be the main view your clients see. If you've set up a custom dashboard and your client is a first-time Heads Up user, they will see your custom dashboard when they sign in.

When viewing the client's dashboard, you will notice that there is a bright pink banner at the top of the screen indicating you are in the client view and which client you are viewing. Click Cancel in the pink banner to leave the client view, and your name will remain in the left-hand menu:

Adding Data for My Client

When in the client view, you can add any data as if you were that client. You can connect their apps, medical facilities, upload PDFs to their Medical Records, add Lab Results, and build reports for them on the Reports page.

Let's add some Weight data to our new client, and then let's jump back over and see how we can review it on the client's table.

To manually add data to a tile, click the plus icon in the top right corner of the tile, enter the desired value and click Save:

Click Cancel in the top pink banner to get back to the Clients table.

Adding More Data Types to the Clients Table

You may have noticed we only have a few columns on our client's table, and none of them show the client's health attributes. Let's change that.

On the right side of the screen, just below the Invite New Client button, there's a drop-down selector that allows you to add additional user attributes to the table. Each attribute will appear as a new column. Let's add our new client's weight. Click the drop-down, find Body Composition, and select Weight:

More About the Clients Table

Continuing from the previous section above, we can now see Weight on the Clients table. You can drag the columns left and right to place them where they suit you best. Note: you cannot rearrange the first, last, and view columns. If you have questions regarding this setup, please reach out to support.

To see an expanded view of the client's data within the table, click the down arrow just to the right of the icon image. (Note that you must have a non-system-related data type added to the table for the arrow to appear, such as weight or sleep).

The smart rows will allow you to quickly review the client's averages over time and see the date of the latest value. Our client only has two entries in the example below, one for weight and one for steps. Actual users will have varying averages.

On the far left, you can see the data source the client has set. This value reflects the source that the client has set on the dashboard's respective tile. This is helpful if you expect to see Oura data, but the source is set to Manual. You can head over to the client's dashboard and quickly make the change.

The Refresh button will ensure all of the data is up to date. Note: this only updates the data Heads Up has access to. If you're expecting a more recent value, but the data hasn't synced from the source to Heads Up, the data will not be available.

Need Help?

If you have any questions, please reach out to our support team here, or use the little blue circle with the white smiling message icon in the lower right corner of the app for further assistance.

Thank you!

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