Client Management

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Overview

The Client Management feature allows you to organize and maintain information about your business clients. This feature helps you store client details, track their status, and perform various management tasks efficiently.

Key capabilities include:

• Add new clients to your system
• View and search existing client information
• Edit client details when needed
• Manage client status (active/inactive)
• Export client data for reporting
• Import multiple clients using templates

Managing Your Clients

Viewing Client Information

When you access the Client Management section, you'll see a complete list of all your clients displayed in a table format with the following information:

• Client Number (#): A unique identifier assigned to each client
• Client Name: The official name of the client organization or individual
• Address: The client's business or contact address
• Status: Shows whether the client is currently Active or Inactive

Searching for Clients

Use the search bar at the top of the page to quickly find specific clients:

Type the client name or client number in the search box
Results will appear automatically as you type

Search Examples

Search: "ABC Company" 
Results: Shows all clients with "ABC" in their name

Search: "123"
Results: Shows the client with number 123

Adding a New Client

To add a new client to your system:

1. Click the "Add" Button Located in the top-right corner of the client list

2. Fill in Client Details A form will open where you can enter:

   • Client Name* (Required field)
   • Address (Optional)
   • Remarks (Optional notes about the client)

3. Save Your Changes

   Click "Save" to add the client
   OR
   Click "Cancel" to close without saving
   

Success Confirmation : After successful client creation :

✅ Success message : "Client added successfully."
🔄 Client list updates to show the new client
📧 Client number is automatically assigned

Note

The client name is required and must follow proper formatting. Special characters and excessive length are not allowed.

Editing Client Information

To update existing client details:

1. Locate the Client Find the client in the list or use the search function

2. Click the Edit Button Look for the pencil icon in the Actions column

3. Update Information Modify any of the client details as needed

4. Save Changes Click "Save" to apply your updates

Pro Tip

You cannot edit clients that are marked as Inactive. You'll need to reactivate them first if changes are needed.

Client Status Management

Active vs Inactive Clients

Active Clients : Can be edited, assigned to projects, and used for normal business operations.

Inactive Clients : Cannot be edited or assigned to new projects, but their historical data remains accessible.

How to Deactivate a Client

1. Find the Client Locate the client you want to deactivate

2. Access More Actions Click the three dots (⋮) in the Actions column

3. Select Deactivate Choose "Deactivate Client" from the dropdown menu

4. Confirm the Action A confirmation dialog will appear - click "Yes" to proceed

Warning

Clients assigned to active projects cannot be deactivated. You must first remove them from all projects.

Removing Clients

To permanently delete a client:

1. Click the Delete Button Look for the trash icon in the Actions column

2. Confirm Deletion A warning dialog will ask you to confirm this permanent action

3. Final Confirmation Click "Yes" to permanently remove the client

Warning

Deleted clients cannot be recovered. Ensure you have exported any important data before deletion.

Data Import and Export

Exporting Client Data

To download your client information:

1. Access Export Options Click the three dots (⋮) button at the top right

2. Select Export Choose "Export" from the dropdown menu

3. Download File Your browser will download an Excel file with all client data

Importing Multiple Clients

For adding many clients at once:

1. Download Template

   • Click the three dots (⋮) button
   • Select "Import Template"
   • Save the Excel template to your computer

2. Fill Template Open the template and add your client information following the format provided

3. Upload Completed File

   • Click the three dots (⋮) button
   • Select the file upload option
   • Choose your completed template file

Template Requirements

Field	Requirements	Example
Client Name*	Required, letters and numbers only	ABC Corporation
Address	Optional, any format	123 Business Street, City
Remarks	Optional notes	Preferred client since 2020

Troubleshooting

1. Cannot Edit a Client

Problem: The edit button appears grayed out or disabled

Possible Causes & Solutions:

🔍 **Check Client Status:**
   - Verify the client is marked as "Active"
   - Inactive clients cannot be edited

🔄 **Alternative Actions:**
   - Reactivate the client first if needed
   - Contact your administrator if you lack permissions

2. Error During Client Deletion

Problem: Deletion fails with an error message

Possible Causes & Solutions:

🔍 **Check Project Assignments:**
   - Remove client from all active projects first
   - Verify no pending timesheet entries exist

🔄 **Alternative Actions:**
   - Deactivate instead of deleting
   - Contact support for assistance with complex cases

Error Message	Solution
"Client allocated to project"	Remove client from all projects before deleting
"Cannot deactivate client"	Check for active project assignments

Best Practices

✅ **Do:**
- Keep client information up to date
- Use descriptive names for easy identification
- Regularly export data for backup purposes
- Deactivate instead of deleting when possible

❌ **Don't:**
- Delete clients with historical data
- Use special characters in client names
- Leave important fields blank
- Import without using the template format

🎯 **Organization Tips:**
1. Use consistent naming conventions
2. Include relevant location information in addresses
3. Add useful notes in the remarks field

📋 **Maintenance Tasks:**
- Review inactive clients periodically
- Clean up duplicate entries
- Update addresses when clients relocate

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Conclusion

The Client Management feature provides a comprehensive system for organizing your business relationships. By following these guidelines, you can maintain accurate client records, streamline your workflow, and ensure your data remains organized and accessible.

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Last Updated: September 11, 2025 Version: 1.0 Document Type: End User Guide