Clients module

Owned by Oksana Vishchuk
Last updated: Jul 27, 2023
14 min read

In the Clients module, you can manage your client's information, such as addresses, payment details, contact persons, etc. Also, here you can manage your price lists.

Clients tab

By default, in the Clients tab, you see the list of all your clients with several filters on top of the table. However, you can select another view or create a new one by clicking on the View drop-down list.

To learn more about views see the Smart views article.

 

  • To open a client profile, click on its row in the table. To open the profile in edit mode, click the icon.

  • Click the Import or Export buttons to add new clients from other sources or export the existing ones. To learn more about those actions, see the Data import and export article.

  •  If you select a checkbox in the left column, several additional buttons appear on top of the list.

     

    • Click the Delete button to erase the client from the system. To delete all their personal information, click the icon and the Erase Personal Data button.
      Note: You can’t delete several client profiles at once. Therefore, the Delete button only appears when one profile is selected.

    • Click the Send CRM E-mail button to e-mail the selected client(s). You will be directed to the New E-mail page. To learn more about e-mail settings, see the CRM module - Send an e-mail article.

    • Click the Add Quote for Selected and Add Project for Selected buttons to create a quote or a project for the selected client. You will be directed to the Add Quote and Add Project pages accordingly.

    • Click the Multiple Change button to make changes to the most important data of one or several clients at once. You will be directed to the Client - Multiple Change page that summarizes the information from the client profile(s).
      Note: You can also change those settings in the client profile. However, using the Multiple Change option might be more convenient, especially when editing rates.

The settings on the Client - Multiple Change page are divided into 6 tabs:

  1. Main data

     

  2. Language Combination

     

  3. Edit Rates

     

  4. TM Rates

     

  5. Templates

     

  6. Portal Settings

     

Use the radio button to switch between the options:

  • select Set to change the setting

  • select Add to add a new setting without overwriting the previous ones

  • select Remove to delete the selected settings.

To learn more about specific settings related to the client profiles, see the Client Profile section of this article.

After you make the necessary changes, click the Next button. You will be directed to the Client - Multiple Change Confirmation page, where you can review the changes and save them by clicking the Confirm button.

Editing rates through the Multiple Change page is especially useful when you want to raise or lower all the rates for your client(s). In the Edit Rates tab, select the Overwrite existing rates radio button and provide the desired percentage in the change by percentage field. All the rates will be rewritten accordingly.

 

  • If you select two client profiles, a Merge Profiles button appears on top of the list. Use this option to get rid of duplicated profiles.

     

After you click the Merge Profiles button, you will be redirected to the Client - Merge Profiles page.

  • Check the details of the profiles to be sure that you are merging the correct ones.

  • Profile 1 will be the primary one, so the data from this profile will be prioritized during the merging.

  • Click the icon to change which profile will be the primary one.

  • Click the Merge button to complete the merging.

Add a client

To add a new client, perform the following steps:

  1. Press the Add Client button in the top right corner. You are directed to the Add client page.

  2. Provide the necessary details:

a. A unique name without any special characters. This name will be used internally and stays invisible to your client.

b. A client’s legal name. It is the official client’s name that will be used in all documents generated on the Home Portal. A legal name can contain special characters or be the same as the name.

c. The main contact e-mail address of your client. E-mail notifications are the prime form of contact in the Home Portal, so be sure you provide an actual, working e-mail.

d. (Optional) Select the country of your client registration.

e. (Optional) From the Branch drop-down list, select the branch of your company responsible for this client.

f. (Optional) Check the Individual box if this is an individual client, not a company. A contact person will be created automatically based on the provided data.

g. Click the Continue button. You are directed to the profile of the newly created client.

Client profile

To learn about Client profiles, see the Client profile article.

Contacts tab

By default, in the Contacts tab, you see the list of all contact persons you have in the system with several filters on top of this list. However, you can select another view or create a new one by clicking on the View drop-down list.

 

  • To open a contact person profile, click on its row in the table. To open the profile in edit mode, click the icon.

  • Click the Import or Export buttons to add new contact persons from other sources or export the existing ones.

  •  If you select the checkbox in the left column, several additional buttons appear on top of the list.

     

    • Click the Delete button to erase the contact person from the system. To delete all their personal information, click the icon and the Erase Personal Data button.
      Note: You can’t delete several contact persons at once. Therefore, the Delete button only appears when one profile is selected.

    • Click the Send CRM E-mail button to e-mail the selected contact persons. You will be directed to the New E-mail page. To learn more about e-mail settings, see the Configure e-mail settings article.

    • Click the Multiple Change button to make changes to the most important data of one or several contact persons at once. You will be directed to the Client Contact Person - Multiple Change page that summarizes the information from the contact person(s) profile.

On the Client Contact Person - Multiple Change page, you can select the profile settings you want to change for all selected contact persons. Those settings are divided into three tabs:

  1. Main Data

     

  2. Account Data

     

  3. Preferences

Use the radio button to switch between the options:

  • select Set to change the setting

  • select Add to add a new setting to those already set in the contact person profile

  • select Remove to delete the selected settings.

After you make the necessary changes, click the Next button. You will be directed to the Client Contact Person - Multiple Change Confirmation page, where you can review the changes and save them by clicking the Confirm button.

Contact person profile

In the contact person profile, you can check and manage the contact person’s details. The most important information is presented on the card at the top of the page.

Main data tab

In this tab, you can provide the details about this contact person. Some fields are already filled with the information provided during the creation of this contact person. Some dates are provided automatically. Other fields are optional.

Most fields are the same as in the Client profile’s Identification data subtab and Sales data subtab. However, some fields are specific:

  1. In the Department field, provide the name of the client’s company department this contact person is working in.

  2. In the Position field, select this person’s position in a company.

  3. Check the Disallow CRM E-mails box if the contact person doesn’t want to receive CRM e-mails.

Social Media tab

In this tab, you can list additional communication canals for a contact person.

  1. Click the Add Social Medium button to add a client’s account on Facebook, LinkedIn, Skype, etc.

  2. If you add several accounts, you can set the preferred one with the Preferred radio button.

  3. You can also add a client’s photo by clicking on the Upload image file button.

Mailing Address tab

By default, this tab is filled with the information from the associated client’s profile. To change the data, uncheck the Use Partner Address box and manually fill in the address details.

Account Data tab

In this tab, you can grant the contact person access to the Client Portal by checking the Client Portal Access Allowed box.

The Last Login Date and Last Failed Login Date fields are filled automatically.

If you allow this contact person to access the Client Portal, additional fields appear.

  1. In the Manage section:

    1. From the drop-down list, select the access rights for this contact person:

      • Only related quotes/projects - grants access only to the quotes and projects from the contact person's default office, where this person is selected as the contact person.

      • Department - grants access to all quotes and projects from the contact person's department.

      • Default office - grants access to all quotes and projects from the contact person's default office.

      • All selected offices - grants access to all quotes and projects from all offices selected for this contact person.
        To learn more about offices, see the Manage client's offices article.

    2. With the radio button set if this contact person will be able to accept and rejects quotes.

  2. Click Send Welcome E-mail to invite this contact person to the Client Portal.

  3. Click Send Password Reset E-mail to send a message with a password resetting temporary link.
    Note: The link is valid only for one hour.

  4. In the access table, specify this contact person's rights on the Client Portal. Check or uncheck the desired boxes to allow or deny access to the data.

Preferences tab

In this tab, you can set data format preferences for a contact person if they differ from those for the client.

  1. With the radio button, switch between the Main Account Values and User-defined Values columns.

  2. After switching to the User-defined Values column, you will be able to provide new formats according to this user’s preferences.

  3. In the Format Previews column, you can check how the data will be presented to this user.

  4. Click the advanced link to open additional fields.

CRM tab

In the Customer Relationship Management (CRM) tab, you can create, plan and review CRM-related actions concerning this contact person. To learn more about CRM, see the Client profile - CRM tab section of this article.

Price lists tab

By default, in the Price Lists tab, you see the list of all price lists you have in the system with three filters on top of this list. However, you can select another view or create a new one by clicking on the View drop-down list.

 

  • To open a price list, click on its row in the table. To open the price list in edit mode, click the icon.

  • Click the Export button to download the data in a CSV file.

  •  If you select the checkbox in the left column, several additional buttons appear on top of the list.

     

    • Click the Duplicate button to create another price list with the same data. In the Price List - Duplicate pop-up window, provide a new name for this list and decide on the currency and whether you want to copy the rates. After clicking the Save button, you will be directed to this price list’s page.

       

    • Click the Delete button to erase the selected price list from the system.

Add a price list

  1. Click the Add Price list button. The Add Client Price List pop-up window appears.

     

    1. In the Name field, provide a unique name.

    2. Select the Currency from the drop-down list. To learn how to add new currencies, see the System Values: Advanced - Currencies article.

    3. Click the Save button. You are directed to the Client Price List window.

  2. (Optional) In the Price List Name section, click the Change button. The Client Price List - Change Name pop-up window appears:

     

    1. Change the Price List Name.

    2. Add a Localized Name to adapt this price list for your foreign clients. To do so, click the Add Localized Value button. Ann Add Localized Value pop-up window appears.

      1. Select the desired Language from the drop-down list.

      2. In the New Value field, provide the localized name of the price list.

      3. Save the changes.

         

    3. Check the Active box if this price list is valid and can be used.

    4. Check the Default box if you want this price list to be a default one for the selected currency.

    5. Save the changes.

  3. In the Language Combination section, you can add language combinations to this price list and edit or delete the existing ones.

  1. Click the Add button in the Language Combinations section.

    The Client Price List Language Combination - Add pop-up window appears.

  2. In the Mode section:

    1. Use the radio buttons to decide on the type of language combination you want to add.

      • One to many - select this option if you want to add new language combinations where one source language is translated to many target languages.

      • Many to one - select this option if you want to add new language combinations where many source languages are translated into one target language.

    2. (Optional) Select the Add also the Reverse Language Combination(s) checkbox if you want to automatically create the reverse language combinations for the chosen language pairs.  If you create the “language A to the language B” combination, the “language B to the language A” combination is created automatically.

  3. For One to many:

    1. Select the source language from the Source Language drop-down list.

    2. In the Target Languages section:

      1. Select the Any Target Language checkbox to create a language combination with all active languages in your Home Portal.

      2. Leave the checkbox unselected and double-click on a language(s) in the Available Items list or select a language and click the Add button to add it to the Selected Items list. 

  4. For Many to one:

    1. In the Source Language section:

      1. Select the Any Source Language checkbox to create a language combination with all active languages in your Home Portal.

      2. Leave the checkbox unselected and double-click on a language(s) in the Available Items list or select a language and click the Add button to add it to the Selected Items list. 

    2. Select the target language from the Target Language drop-down menu.

  5. In the Specialization section, you can uncheck the Any Specialization box and select the desired specializations from the drop-down list. To learn more about specializations, see the System Values: Advanced - Specializations article.

  6. In the Minimum Charge section, provide the lowest sum you will charge this client for those particular language combinations.

  7. Click the Apply button.

4. In the Rates section, you can provide or edit rates for different language combinations and job types for this price list. A single language combination can have multiple rates applied for different job types, specializations, or calculation units.

  • Use the filters on the left to narrow down the list of rates.

  • Click on the rate’s line in the table to check its details.

  • Click the icon to edit the rate.

  • Edit the default view or create a new one. To learn how to do that, see the Classic views article.

  • To edit several rates at once, use the Multiple Change option (see the Client profile - Rates tab - Rates Multiple Change article).

 

  1. Click the Add button. The Client Price List Rate - Add pop-up window appears.

     

  2. In the Language Combination section, select the combination to which this rate will be applied. Double-click on the combination in the Available Items list or select a combination and click the Add button to add it to the Selected Items list.

  3. From the Job Type drop-down list, select the job to which this rate will be applied.

  4. (Optional) In the Specializations section, uncheck the Any specialization box if you want this rate only applied for certain specializations. Double-click on the specialization in the Available Items list or select a specialization and click the Add button to add it to the Selected Items list. To learn more about specializations, see the System Values: Advanced - Specializations article.

     

  5. From the Calculation Unit drop-down list, select the unit to which you want to apply this rate. You can select multiple units; however, the rate will be the same for all of them.

  6. In the Rate field, provide the desired rate.
    If you have selected fixed TM rates in this price profile (see step 3 in the Price profile section above), click the Show TM Rates link. In the Rates section, a CAT grid will appear.

     

    1. Select the desired CAT Tool from the drop-down list.

    2. Provide the fixed rates that will be applied for different segment types.

      To learn more about the CAT tools, see the CAT tools article.
      To hide the CAT grid, click the Hide TM Rates link.

  7. (Optional) In the Minimum Charge field, provide the lowest charge you accept for this specific job and language combination rate.

  8. Check the Overwrite Existing Rates box to prioritize the rates you’ve set here over the others in the system.
    Note: You can only overwrite the rate applied to the calculation unit. You cannot overwrite such information as activity types, calculation units, or specializations. The system will create a new rate but will not remove the old one.  

  9. Click the Apply button.