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Using the Clients Module

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As an administrator, use the Client module to list the clients for your agency. The Client records are used to populate the Client field throughout the software. Client records can be connected with Business records to track the client’s sites. Contact records can also be created to track the contact information for the clients.

To open the Client Search screen, from the Administration dashboard or the Agency Setup menu, select Clients. See the article “Searching for Records.”

To add a Client record:
  1. From the Client Search screen or a Client record, click Add New. The Adding New Client screen opens.
  2. Complete the appropriate fields. For field descriptions, see the section “Fields on the Adding New Client Screen” below.
  3. Click Save.

Fields on the Adding New Client screen

The Adding New Client screen contains the following fields, which are separated by area.

Information area

Use the Information area to track basic information about the client.
  • Type: Select the type of client.
  • Name: Enter the name of the client.

Client Contract area

Use the Client Contract area to track the contract with the client.
  • Status: Select the status of the contract. By default, Active is selected.
  • Start Date: Enter or select the start date of the contract.
  • End Date: Enter or select the end date of the contract. 

Sites area

Use the Sites area to track the sites associated with the client.

To add a site, locate the Business record to link to the Client record. See the article “Connecting Records.”

NOTE: Each Business record can be linked with only one Client record. When a Business record is linked to a Client record, the link to the Client record can be viewed from the Business record, but not changed.

Contacts area

Use the Contacts area to track the contacts associated with the client.

To add a contact, locate the Contact record to link to the Client record. See the articles “Connecting Records” and “Using the Contacts Module.”

NOTE: Each Contact record can be linked with only one Client record.

When a contact is added, the Sites field appears. By default, the All check box is selected.

To associate all sites with the contact, select the All check box. To associate none of the sites with the contact, select the None check box. To select individual sites, clear the All check box, and then in the Sites field, select the sites the contact is associated with. Multiple sites can be selected.

Associating a site with a contact allows the software to notify the contact when a record for the client or site is created, but only if the Notifications feature is set up. See the article “Setting Up the Notifications Feature.”

NOTE: Even if no sites are added to the client, contacts can still be added. If the All check box is selected for the contact, then whenever the client is added to a record, the contacts are still emailed. 

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