Managing your clients

The Clients page keeps every family you're caring for in one place: their contact details, due date, visits, private notes, invoices, and documents. Open it from Clients in your portal sidebar, or from the Account tab in the Bornbir for Providers iPhone app.

Which plans include Clients

Clients comes with Bornbir Premium and Business, including during your free trial. On the free plan, the Clients page explains what it includes and offers Upgrade to Premium or Upgrade to Business. If you move back to the free plan, the families you already added are kept for when you upgrade again. See "Bornbir Premium and Business plans and pricing".

Until you've added a client and started your first document, Clients in the sidebar (and on the app's Account tab) carries a New tag.

Your client list

Each row shows the family's name and location, how long they've been your client, their status and labels, their due date or baby's birth date (with "32 weeks along" or "3 weeks old"), their next visit, and when you last messaged each other. Clients added in the last day are tagged New. The envelope icon opens your conversation, and the ⋮ menu has Open profile, Mark care complete, and Remove from Clients.

Status is Active, Pending (hired, with the agreement or deposit still outstanding), or Care complete.
Labels are Birth, Postpartum, Lactation, VBAC, and Twins. A family added from a lead gets labels suggested from their request, which you can change.
Search clients finds a family by name, email, or city. The Any status and Any label menus filter the list.
The sort menu orders the list by Sort: next visit (the default), Sort: recently added, Sort: due date, or Sort: name.
Export CSV downloads the clients that match your current search and filters as a spreadsheet: name, status, labels, service, due and birth dates, location, email, phone, where they came from (a Bornbir lead or added manually), and when they became your client.

Adding a client

Click New client on the Clients page and work through four short steps, then click Add client.

Client — choose From a lead and pick a family from your inbox (use Search your inbox to find one), or choose Add manually for someone you work with off Bornbir. Families who told Bornbir they hired you are listed first with a Hired you tag. A family from a lead brings their name, contact details, and care request with them. For a manual client, enter at least a first name; add an email if you want to invite them to Bornbir (see below).
Care — the Service you're providing, Labels, whether they're Expecting or the Baby's here, the Due or birth date, Birth place, OB or midwife, and their address.
Partner — optional: a partner or support person, with their relationship, email, and phone.
Status & notes — set Active or Pending and jot down a first note.

Only families in open conversations who aren't clients yet can be picked from a lead.

Adding a family from their conversation

When a family hires you, open the conversation, click the status pill at the top (it reads In conversation), and choose Hired me. The family is added to Clients, and the conversation stays open in your Active inbox with a Client tag. The notice that follows has View in Clients and Undo.

If the family tells Bornbir they hired you, the conversation shows a Hired you tag and a banner, "[Name] marked you as hired", with an Add to Clients button. Choosing Hired me when an interview asks how it went adds the family to Clients too.

On the free plan, Hired me and the banner's See Clients button take you to the Clients page, where you can upgrade. See "Messaging families on Bornbir" for the rest of the status options.

Inviting a client to Bornbir

A client you added manually isn't on Bornbir yet, so there's no conversation with them. To message them from your Inbox, invite them: tick Invite them to Bornbir so you can message them from your inbox when you add them, or click Invite to Bornbir on their profile. Edit the message if you like and click Send invitation.

We email the address on their profile. The subject is "[Your name] invited you to Bornbir".
When they accept, they create a Bornbir login (or log in to the one they have), and your conversation opens in your Inbox starting with your message. The Message button on their profile then takes you there.
They need an email on their profile, and your own Bornbir profile has to be finished first, since it's what they see when they accept.
You can Send again a day after the last invitation, and send up to 20 invitations a day. If the address was wrong, fix it on their profile and send again; the old link stops working.

A client's profile

Click a client's name to open their profile. The top shows their status, labels, and how long they've been your client, with a Message button (or Invite to Bornbir) and the ⋮ menu. The side cards hold Contact details, the Support person, and where the client came from, with a link to your conversation. Click Edit (or Add) on any card to change it.

The Overview tab shows a Care card (service, due date or baby's birth date, next visit, birth place, and OB or midwife, plus the On call window, two weeks either side of the due date, until the baby arrives), the Upcoming visits, and an Activity timeline: when the lead arrived, when the family marked you as hired, invitations, when you added them, notes, completed visits, and when care was marked complete. Change a client's status between Active and Pending from the Care card's Edit.

Contact details

When you add a family from a conversation, their first name, full last name, email, and phone are copied from their Bornbir account onto the profile. (Everywhere else in your portal, families show with just a last initial.) From then on these are your own records: editing them doesn't change the family's Bornbir account, and changes the family makes to their account don't update your copy.

The profile shows only what's saved on it. If a detail is missing, you'll see "No email yet" or "No phone yet"; click Edit on the Contact card to add it. If a family became your client while your account was on the free plan, their email and phone weren't copied; they're filled in when you upgrade, and only where the fields are still empty.

Notes

Use the Notes tab to write down what you learn at each visit. Type in the box and click Add note. Only you can see your notes (on Business, only you and your team). Click Edit under a note to change it (edited notes are marked "Edited"), or Delete to remove it; deleting can't be undone.

Visits

Click Add visit on the Upcoming card to put a prenatal visit, an overnight shift, or an on-call window on the calendar:

What is it? and Date are required. Leave Time empty for an all-day entry.
Hours is for shifts you bill by the hour (up to 24).
Where is Home, Video call, Office, or Hospital or birth center.

Each visit has three buttons: the pencil to edit it (click Save changes when you're done), the check mark to mark it done (the notice has an Undo), and the × to remove it. A visit you haven't marked done stays on the card and reads "Past" once its day has gone by. Completed visits are counted on the card and listed in the Activity timeline. Times show in your time zone.

The soonest visit appears on the Care card and in the Next visit column of your client list. Once a visit with hours is marked done, you can add it to an invoice; see "Invoicing clients and getting paid".

Invoices, payments, and documents

The Invoices tab is where you invoice the client, and the Payments tab adds up what you've invoiced, what they've paid, and what they still owe. Both are for US providers on the account owner's login; elsewhere they show as coming soon. See "Invoicing clients and getting paid".
The Documents tab holds the contracts and forms you send the client to sign. It shows a New tag until you start your first document. See "Sending contracts for signature".

Care teams on Business

On Bornbir Business, once a team member has joined, each profile gets a Care team card. Click Change to choose who from your team works with the family: the first person is the Lead and anyone else is Backup. Your client list gains a Care team column and a Whole team filter, and each visit can say who it's With. Team members can edit or delete only the notes they wrote; the account owner can edit any. See "Bornbir Business: extra locations and team logins".

Finishing care or removing a client

Mark care complete (in the ⋮ menu) keeps the profile and sets the status to Care complete. If the family came through Bornbir, your conversation moves to Archived. Use the notice's Undo, or Mark as active later, to reverse it.
Remove from Clients takes the family off your list. A family from a lead goes back to being an open lead, and your messages stay. Click Undo in the notice to bring them back with everything you wrote on their profile; adding the same family again from their conversation also brings back their old profile.

Questions? Email support@bornbir.com.