Clients and contacts

A client is the company you invoice; a contact is a named person who works there. Every project belongs to at least one client, so this is usually the first record you create. Clients live at /clients — Clients in the sidebar.

Before you start

Anyone in the organisation can create, edit and delete clients and contacts. The money readouts on a client — Quoted, Ordered and Invoiced — need the Manage finance permission; without it the rest of the page still works.

Steps

1. Open Clients and select Create Client

   Go to /clients. The stat band across the top reads Total, Active and Inactive — click a tile to filter the directory below it, and Total to clear the filter. Select Create Client, type the company name into Name, then select Add Client.

2. Fill in the company record

   Open the new client and stay on the Account tab. The Company panel starts empty with the prompt No company details. Select Edit and complete Address line 1, Address line 2, Town, County, Post code, Phone, Email and Website, then save. There is no separate billing address — this is the one company record.

3. Add the people you deal with

   Switch to the Contacts tab and select Create Contact. In the Add New Contact dialog fill in First Name, Last Name, Email, Phone, Role and Notes, then select Add Contact. Role is free text — type whatever the person actually does.

4. Star anyone who should receive updates

   In the contacts grid, click the star beside a person to turn on Receives updates for this client. Starred people show in the Update recipients column back on the /clients directory; unstarred clients read None set.

Options

Share a contact across clients

One person can act for several companies. In the contact form, use Also part of (optional) to add more clients. The contact pane then lists them under Also acts for, with the warning that editing or deleting the contact affects those clients too.

Mark a client inactive

Open the client, use the Client controls menu in the header and pick Inactive under Status. Inactive clients drop out of the Active filter but keep all their projects. The same menu holds Rename and Delete client.

What happens next

The Account tab’s Projects register fills in as you attach projects to this client, and Locations maps any project that has coordinates. The Schedule tab shows the client’s booked jobs month by month, plus Subscriptions — the calendar feed links you send them. See Schedule work.

Troubleshooting

The Schedule tab has no Subscriptions panel. Calendar feeds are included from the Pro plan. On Starter the tab shows only the job schedule.

An old bookmark lands on a blank tab. Client detail now has three tabs — Account, Contacts and Schedule. Links to the retired overview and projects tabs redirect to Account, and feeds redirects to Schedule.

Delete asks for confirmation twice differently. Deleting from the client header opens Delete client? and warns that the projects survive but lose their client link. Deleting from a row in the /clients directory opens Are you absolutely sure? instead. Both do the same thing.