Clients and Programs

Last updated: June 17, 2026

What this is

Clients are the people you work with in Call-E — the coachees, trainees, or prospects you meet with. Programs are the structured tracks you move clients through over time, like "12-Week Nutrition Transformation" with phases such as Foundation, Building Habits, and Mastery.

Every client has a profile that collects their name, contact details, and every appointment you've had with them. On top of that, Call-E builds a Client Memory — a short, evolving summary that captures what the relationship is about and keeps getting better as you do more sessions together.

What you can do

Create and manage clients. Add a client by name and optionally email or phone. You can create clients from the Clients page or from the client picker on any appointment.
See a client's history. Every upcoming and past appointment, with links to the Call Notes, Scorecard, and recording from each session.
Find the right clients quickly. Use All Clients for every client visible to your organization, or Mine for clients you have had appointments with.
Adjust your client list. Drag the edge of the client list to make it narrower or wider while you review a client's profile.
Understand a client at a glance. The Client Memory panel on each client's page summarizes the relationship so you don't have to re-read old notes before every call. See What is Client Memory?.
Organize clients into programs. Enroll a client in a program and move them through its phases as they progress. Call-E uses the program and current phase to make Call Notes and Call Guidance more relevant to where the client is right now. See What is a program?.
Keep client history visible. Clients remain visible unless they are deleted, so past appointments, notes, recordings, and program history stay easy to find.

How the client Timeline is laid out

When you open a client, you'll see two sections stacked above the client info:

Upcoming — the next sessions you have scheduled with this client. Live appointments and the next two scheduled appointments stay visible; the rest sit behind a Show more upcoming button and are grouped by when they happen, like "This week" or "Next week."
Timeline — every past appointment with the client, plus imported CRM messages when Call-E has them, and program enrollment changes. Events are grouped into sections such as Earlier this week, Last week, and Earlier this month so you can scan the history by period. Program names in enrollment events open the program.

Each past appointment renders as a card you can scan in a couple of seconds:

A colored stripe and icon on the left tell you what kind of session it was — different colors and icons for nutrition check-ins, sales calls, coaching sessions, and so on. Color choice is automatic per call type.
The appointment length and team member are shown next to the type, so on multi-coach teams you can tell whose session you're looking at.
The date is shown as a weekday for the current week, or as a month and day for older events. Hover over the date to see the exact date and time.
A TL;DR sits where the dense notes preview used to be, summarizing what happened on the call. When an appointment has a summary, the Timeline shows it in full.

Click any past-appointment card to open a quick view with the TL;DR, action items, and the full call notes — all without leaving the client page. From there, click Open full appointment → to jump to the recording, transcript, and pre-call prep.

A filter bar above the Timeline lets you narrow the list by type (for example, just nutrition check-ins, or just CRM messages) when you're scanning for one specific kind of event.