Each client in Theia has a dedicated record profile, a central hub for everything related to that individual. From the Client Dashboard, click any client's name to open their profile. Inside, a submenu along the top gives you access to all sections of their record.
Activity
The Activity tab is a unified, chronological log of everything that has happened on a client's account. It brings together events from across Theia so you can get a full picture of a client's history without switching between sections.
Events tracked in the activity log include:
Appointments: booked, completed, cancelled, and no-show events
Messages: sent and received messages between the client and care team
Forms: delivery and completion of forms, including onboarding forms and any ad-hoc forms sent from the client profile header
Emails and SMS: outbound communications sent to the client
Status changes: updates to the client's account or lifecycle status
Notes: notes added to the account by any staff member
Billing events: invoice sent, payment received, and other financial activity
Goals
The Goals section tracks nutrition goals set for the client. This is where providers can view and manage the dietary and nutritional targets that guide the client's care plan.
Reports
The Reports section gives access to clinical and performance reports generated for the client. Reports can be selected for specific date ranges and time frames. There are three report types are available:
Metabolic reports: detailed snapshots of the client's metabolic health data.
Weekly reports: periodic summaries of client progress and key metrics over a given week.
AGP (Ambulatory Glucose Profile) reports: standardized glucose pattern reports that visualize sensor data over time, commonly used to assess glycemic trends and variability.
Analysis
The Analysis section surfaces scoring data derived from the client's tracked activity and health data. Two score types are available:
Daily scores: day-level assessments of the client's health and engagement metrics.
Activity scores: scores reflecting the client's physical activity patterns and trends.
Notes
The Notes section is where staff can record observations, clinical notes, and follow-up information directly on the client account. Notes can be created in three ways:
AI-assisted: use Theia's AI to help draft or structure a note based on context
Voice: dictate a note using voice input, which is transcribed automatically
Manual: type a note directly
All notes are timestamped and attributed to the staff member who created them, and are also surfaced in the Activity log.
Tasks
The Tasks section tracks action items associated with the client. Use this section to create, assign, and manage tasks that need to be completed as part of the client's care, such as follow-up calls, form reviews, or care plan updates.
Onboarding
The Onboarding section provides an overview of the client's onboarding experience. This includes the status of onboarding steps, forms that have been delivered or completed as part of intake, and any outstanding items that need to be resolved before the client is fully set up.
Ad-hoc forms sent outside of the onboarding flow are tracked in the Activity log rather than here.
Orders
The Orders section is a record of all orders associated with the client account — including devices, supplies, or other items that have been placed or fulfilled. Use this section to review order history and check the status of any current orders.
Billing
The Billing section provides a log of all billing activity tied to the client. This includes invoices issued, payments received, and any other financial events associated with their account. Billing events are also surfaced in the Activity log for cross-reference.
Profile
The Profile section contains the client's core record fields. This is where you can view and edit identifying and demographic information, including:
Name: first and last name
Contact information: email address, phone number, etc.
Demographics — date of birth, gender, and other relevant personal details
Additional fields as configured for your practice