This article explains in detail one of the ways in which you can use NutriAdmin with a new client. NutriAdmin has many features and options, and it can be unclear how to use it with clients if this is your first time utilizing the software. This article can serve as a general guideline to help you get started.

Every practitioner will have different requirements, work style, and goals. This guide does not represent the only way in which you can use NutriAdmin. Indeed, you can follow the guide as much or as little as you want. This guide is merely a suggestion and you can skip some of the steps if they are not relevant in your case.

The different features of NutriAdmin can be broadly divided in 3 stages when dealing with a new client:

  • Features to use pre-consultation with a client
  • Features to use during a consultation with a client
  • Features to use after a consultation with a client


Prior to a consultation with a client, you will probably want to do the following:

1. Create a client record

This is the first crucial step. You need to add your client to NutriAdmin in order to be able to record any significant data about him/her. To add a client, all you need is the client's name and email. You can click here for a step-by-step guide.

2. Set up an appointment

You can set up an appointment with your client in NutriAdmin using the calendar feature. There are two ways in which an appointment can be set:

  • You can let your client choose an appointment date by sending him/her appointment slots click here to learn more.
  • You can add the appointment to the calendar yourself and let NutriAdmin send an automated email confirmation and schedule a reminder 1 day before the appointment. This is especially useful if you have already agreed on a date previously and you just want to keep a record of this information. You can click here for more information.

3. Send a questionnaire

You can click a button to send one or more questionnaires to your client before the consultation. These can include food diaries, medical history, personal information forms, disclaimers, etc. You can click here for more information.

By default, NutriAdmin provides you with a few questionnaires that you may find useful. These questionnaires can be fully customized (you can add and remove fields) and you can also create your own questionnaires from scratch. For a detailed guide on how to create and customize your questionnaires, please click here.

4. Request an online payment

This can be done before or after a consultation. If you use the online payments feature in NutriAdmin, you can click a button to request an online payment from a client. Your client will get access to a form where they can enter their card details, and pay for your services online. You can skip this step if you bill your clients in cash or if you use a different system for billing.

For a tutorial on how to request a payment from a client, please click here. For a tutorial on how to link your NutriAdmin account with Stripe to enable online payments, click here. Online payments are only available with a Popular plan subscription to NutriAdmin or higher.

5. Monitor the client's actions status

You can check the status tab in a client record from time to time before a consultation to check if your client has completed a questionnaire or requested any appointments yet. You can click here to learn more about the different tabs available in the client record.

To check whether a client has paid yet for your services, you can click Online Payments on the left-side menu in the dashboard and check if the status of your client's payment is Success, Pending, or Failure.

During consultation

During a consultation with your client you can have their client record open in your computer or tablet. If you want, you can review the information provided by your client in his/her questionnaire(s) and you can make any changes necessary.

This can also be the time to take notes about your client. These are called private notes in NutriAdmin – because your client cannot see them, unless you show them to him/her. Notes can include symptoms, hypothesis, actions to take next, tests to take, supplement or medication recommendations, lifestyle recommendations, food/diet recommendations, etc.

By default, NutriAdmin provides you with a quite comprehensive notes section. However, you will probably want to customize these notes to suit your style. The process to customize the notes only needs to be done once, and it is analogous to customizing your questionnaires. For a detailed guide on how to customize your private notes, please click here.

Do not forget to save any changes you make to the client record as you enter data during the consultation.


After a consultation with a client, you may want to do the following:

1. Schedule a follow-up appointment

To do this, you can repeat the steps for pre-consultation detailed in this article. The only difference is that you do not need to create a client record (you should re-use the one you already have) and you may not need another questionnaire again.

If you have a follow-up consultation with a client, you can record the notes for this meeting using follow-up notes. By default, NutriAdmin includes one set of follow-up notes, but you can configure as many as you need. For a tutorial on how to create and customize your notes, please click here.

2. Create a report

NutriAdmin can save you time in creating reports for your clients (or for a doctor) by collecting all the data available in the system for a client into a report. Reports take the client's questionnaire data and your notes and let you edit a document in a text editor.

You can click here for a video demo on how reports work.

Once your report is complete, you can download it as a PDF and give it to your client. Report can also be used by yourself so that you can review a case offline, or to forward a client's information to another health professional, e.g. a doctor or GP.

3. Create a meal plan

You can create a meal plan for a client after a consultation and once you know which diet you want to recommend for your client.

There are two options when it comes to meal plans:

  • You can auto-generate a meal plan. To do this, you can specify a diet, energy, macronutrients, and other parameters, and NutriAdmin will generate a meal plan that matches your specifications. You can edit the generated plan if you want to tweak it.
  • You can create a meal plan from scratch. This will take more time but it will give you the most flexibility.

To learn more about how meal plans work, you can click here for a video demo.

Final comments

Pretty much all the different components of NutriAdmin can be customized in one way or another. You can check the docs at to learn more or to find tutorials about the different features of NutriAdmin. To make the most out of the system, you should customize all the different parts until you are satisfied.

If you have complex requirements and you want to learn how to use NutriAdmin, you can create an "Example client" with your own email, and go through all the steps described in this article. This way, you can get familiarized with the system and learn by doing. You will be able to see what your clients see, identify opportunities for customizing the software, and decide if you want to go ahead with a paid subscription if this is your first contact with NutriAdmin.