Clients

Clients is your guest file: everyone who booked a dive, a course or a room. Open it with Clients in the top bar. Each client has one file with all their bookings, documents and preferences, shared by the dive center and the hotel.

Find a client

Search by name, email, phone or client number (#ID). Narrow the list with the filters: type (Pro Divers, Divers, Students, Non-Divers), certification level and nationality. Clear removes the filters. Click View to open a client, Edit to change their details.

You can also find a client from anywhere with the search bar in the top bar — see Top bar & search.

Create a client

1. Click Create Client (or + in the top bar, then New Client).

2. Under Personal Information, enter the First Name and Last Name (required). Leave Email Address empty and DiveHQ generates one. Add the phone, Nationality, Preferred Language, Date of Birth, Passport Number and Gender if you have them — they are needed for the dive trip manifest.

3. Under Client Type, tick This client is a diver for a diver. Then fill in Diving Experience & Certification: the Organization (PADI, SSI, CMAS…), the Level, the certification number, Nitrox Certified, the number of dives and the last dive date.

4. Optionally write a Guest note. The guest can read and edit it.

5. Click Create Client.

Tip

Guests can fill in their own details: send them the pre-arrival link (see below), or let them scan the registration QR code — see Front Desk.

Import and export

Under Import/Export:

• Download Template gives you the spreadsheet to fill in;
• Import Clients loads a filled template;
• Export All downloads all your clients as an Excel file.

The client file

The header shows the client and two buttons to reach them: Copy link copies their personal pre-arrival link, and Send pre-arrival link sends it by Email only, WhatsApp only or Both (the client needs an email or a phone on file). The link opens the form where they complete their profile and sign their waivers.

The tabs:

• Overview — personal information, certifications (with the card photo), diving info, guest note.
• Bookings & Sales — the client’s Diving Sales, Hotel Reservations and Vouchers.
• Waivers — signed waivers and legal documents (divers only). See Waivers.
• Equipment — sizes and rentals (divers only). Click Save equipment after a change.
• Emergency — Emergency Contact, Insurance Information and Medical Information (divers only).
• Photos — the client’s photos and the boat trip photos they are tagged in.
• Pro Training — only for professional divers in training.
• CRM / Marketing — see below.

Marketing consent and CRM

The CRM / Marketing tab holds what marketing needs to know about the client:

• Email marketing and WhatsApp marketing consent: Grant or Revoke. Review requests shows whether they will receive post-trip review requests.
• Rating and VIP level (Normal, Loyal, VIP, Ambassador).
• Tags: type a tag and click Attach.
• Operational flags: allergies, accessibility, medical heads-up — visible to all staff.
• Subjective flags: internal notes for managers and admins only, never shown on the booking screen.
• The last reviews and survey answers, the Communications timeline, the Consent history and the Staff actions on the file.

See Marketing CRM to use tags and consent in campaigns.