Client Management

Learn how to manage your client base, create organizations, and organize your customer relationships effectively.

Overview

The client management system allows you to:

• Create and manage individual clients
• Organize clients into organizations
• Track client information and contact details
• Send invitations to your client portal
• Manage client relationships and account managers

Creating a New Client

Prerequisites

• Permission: create_clients
• Plan restriction: Must not exceed client limit for your plan

Step-by-Step Guide

1. Navigate to Clients

   • Go to Clients in the main navigation
   • Click Create Client button

2. Fill Client Information

   Required Fields:
   - Name: Full name of the client
   - Email: Valid email address (must be unique)
   - Organization: Select from existing organizations
   
   Optional Fields:
   - Position: Job title or role
   - Phone: Contact phone number
   - Avatar: Profile picture (JPG, PNG formats)

3. Select Organization

   • Choose from existing organizations
   • Or create a new organization on-the-fly
   • If only one organization exists, it will be pre-selected

4. Invitation Settings

   • Send Invitation: Check to automatically send portal invitation
   • Leave unchecked if you want to invite them later manually

5. Save Client

   • Click Create Client to save
   • Client will appear in your clients list

Creating Organizations

Organizations help group related clients together:

1. Quick Create During Client Setup

   • Click Create Organization button in client form
   • Enter organization name
   • Organization is immediately available for selection

2. Full Organization Management

   • Go to Organizations section
   • Click Create Organization
   • Fill in comprehensive organization details

Managing Existing Clients

Viewing Client Details

Navigate to any client to see:

• Basic Information: Name, email, position, phone
• Organization: Which organization they belong to
• Account Manager: Assigned team member
• Request History: All requests from this client
• Billing Information: Payment history and invoices

Editing Client Information

1. Go to client's detail page
2. Click Edit Client
3. Update any information
4. Save changes

Editable Fields:

• Name, email, position, phone
• Organization assignment
• Avatar image
• Account manager assignment

Client Actions

Send Portal Invitation

• Click Send Invite on client detail page
• Client receives email with portal access link
• They can set their password and access client portal

Delete Client

• Only available with delete_clients permission
• Will archive rather than permanently delete
• Client's request history is preserved

Organization Management

Creating Organizations

Organizations represent companies or groups that contain multiple clients.

Required Information:

• Organization Name (minimum 2 characters)

Optional Information:

• Description
• Website
• Address details
• Custom properties
• Account manager assignment
• Tags for categorization

Organization Features

Service Subscriptions

• Assign services available to organization members
• Control which services clients can access
• Manage service availability per organization

Account Managers

• Assign team members as account managers
• Account managers get notifications for organization requests
• Track responsibility for client relationships

Custom Properties

• Add custom fields specific to organization needs
• Track additional business information
• Organize data relevant to your business model

Tags and Categorization

• Add tags to organizations for grouping
• Filter and search organizations by tags
• Organize clients by business type, size, etc.

Client Portal Invitations

Manual Invitations

Send invitations to existing clients:

1. Go to client detail page
2. Click Send Invitation
3. Client receives email with:
   • Welcome message
   • Portal access link
   • Instructions for setting password

Automatic Invitations

Enable during client creation:

• Check Send Invitation box
• Invitation sent immediately after client creation
• Client can immediately access portal

Invitation Management

Resend Invitations

• Available for clients who haven't activated accounts
• Go to Team Invitations section
• Find pending invitation and click Resend

Cancel Invitations

• Cancel pending invitations if needed
• Client loses access to pending invitation link

Permissions and Access Control

Required Permissions

View Clients: view_clients

• See client list and basic information
• Access client detail pages

Create Clients: create_clients

• Add new clients to workspace
• Send portal invitations
• Subject to plan limitations

Edit Clients: edit_clients

• Modify client information
• Update organization assignments
• Change account managers

Delete Clients: delete_clients

• Remove clients from workspace
• Archive client data safely

Manage Organizations: manage_client_organizations

• Create and edit organizations
• Manage organization settings
• Assign services and properties

Search and Filtering

Client Search

• Search by name, email, or position
• Filter by organization
• Sort by creation date, name, or last activity

Organization Search

• Search by organization name
• Filter by tags or account manager
• Sort by client count or creation date

Best Practices

Client Organization

1. Consistent Naming: Use consistent naming conventions
2. Regular Updates: Keep client information current
3. Organization Structure: Group related clients appropriately
4. Account Managers: Assign clear responsibility

Data Management

1. Regular Cleanup: Remove inactive clients periodically
2. Tag Usage: Use tags consistently for easy filtering
3. Custom Properties: Standardize custom field usage
4. Contact Information: Verify email addresses regularly

Security Considerations

1. Email Verification: Ensure email addresses are accurate
2. Access Control: Review client portal access regularly
3. Data Privacy: Handle client information according to regulations
4. Regular Audits: Review client access and permissions

Troubleshooting

Common Issues

Client Creation Fails

• Check if email address is already in use
• Verify you have permission to create clients
• Ensure you haven't exceeded plan client limit

Invitation Not Received

• Check client's spam/junk folders
• Verify email address is correct
• Resend invitation if needed

Organization Selection Issues

• Ensure organization exists and is active
• Check if you have permission to assign to organization
• Create organization if none exist

Permission Errors

• Contact workspace administrator
• Verify your role includes required permissions
• Check if feature is available in your plan

Getting Help

If you encounter issues not covered here:

1. Check your user permissions with workspace admin
2. Verify your subscription plan includes the features you need
3. Contact support for technical assistance