OS: Client Dashboard

The Client Dashboard is the main workspace for managing your client roster. From here, you can view all clients in a single list, search and filter to find specific individuals, and take action across one or many clients at once.

Key things you can do from the Client Dashboard:

To navigate to a client's full record, simply click their name in the dashboard. This opens their individual profile, where you can view notes, activity, clinical analysis and more.

Every client profile has an account status that reflects where they are in your care workflow. There are three possible statuses:
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Lead: A prospective client who has not yet started active care. Use this status for inquiries, referrals, or anyone in the onboarding pipeline.
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Active: A current client who is engaged in care. This is the working status for clients you are actively seeing or supporting.
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Dormant: A client whose care has paused or concluded. Their record is retained but they are no longer in active engagement.
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Status changes are manual by default, a provider or admin updates them directly. Over time, you can build automated workflows in Theia that transition statuses based on completed actions, such as a signed intake form, a processed billing event, or a scheduled appointment. Workflow automation for status changes is a feature that will be released shortly.
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By default, the Client Dashboard will open on your "Active" clients.

Portal status shows whether a client is actively using the Theia app and which features they have engaged with. This gives providers a quick read on a client's app participation alongside their clinical record.
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Select multiple clients using the checkboxes in the dashboard to apply an action to all of them at once. The bulk actions menu appears automatically when one or more clients are selected.
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1. Assign provider

Assign an assigned provider to all selected clients in one step. Useful when onboarding a new cohort, redistributing caseloads, or updating coverage after a staff change. The selected provider will appear on each client's profile and may be used to filter your dashboard view.
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2. Change lifecycle status

Update the account status , Lead, Active, or Dormant, for all selected clients simultaneously. This is the fastest way to move a group of clients through a stage of care, such as activating a batch of new intakes or archiving discharged clients at end of program.
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3. Add tag

Apply one or more tags to all selected clients at once. Tags are custom labels you define to group clients by program, condition, cohort, payer, or any other category meaningful to your practice. Once tagged, you can filter your dashboard to show only clients sharing a given tag.
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Bulk actions apply to every client with a checkbox selected. Review your selection carefully before confirming, changes take effect immediately and will appear on each client's individual profile.

Click here to select all clients from list

To add a new client, click the Add client button in the top-right corner of the dashboard. A form will appear where you set the client's initial status and enter their details.
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Clients can be added as a Lead, Active, or Dormant from the start. Select whichever reflects where they are in your care workflow.
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Three fields are required at minimum:

Optionally, you can include add-on purchases at the time of adding a client:

Add-on purchases can also be assigned later from the individual client profile, so you don't need to have this information ready at the time of adding a client.

If you're onboarding a group of clients at once, you can import them in bulk by uploading a CSV file. This is the fastest way to migrate an existing client list or add a new cohort without entering records one by one.
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Your CSV should include a column for each field you want to populate. The following columns are supported:

Note: Rows missing a required field (first name, last name, or email) will be skipped during import. Review the import summary after upload to confirm all records were added successfully.

Use filters to narrow your dashboard view to a specific subset of clients. Filters are available in the toolbar above the client list and can be combined to refine results further.
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The three available filter dimensions are:

Filters can be combined. For example, you can filter by a specific provider and a tag at the same time to see a targeted subset of their caseload.