📝 Managing Clients

Learn how to create, edit, and manage client records.

Creating a Client

From the Clients Page

1. Go to Clients in the sidebar
2. Click Add Client
3. Fill in the details
4. Click Save

During Order/Ticket Creation

When creating an order or ticket:

1. Start typing the customer name
2. If no match, click Create New Client
3. Enter details
4. Continue with order/ticket

Automatic Creation

Clients are created automatically when:

• Inbound email from new address
• WordPress form submission
• Public API creates order

Client Fields

Basic Information

Field	Description	Required
Name	Full name	Yes
Email	Email address	Recommended
Phone	Primary phone	Recommended
Mobile	Mobile number	Optional

Address

Field	Description
Address Line 1	Street address
Address Line 2	Additional address info
City	Town or city
Postcode	Postal code
Country	Country

Social Media

Track customer social profiles:

• Facebook
• Instagram
• Twitter/X
• LinkedIn
• WhatsApp
• TikTok
• YouTube
• Snapchat

Notes

Add internal notes about the client:

• Preferences
• Special instructions
• Important information

Editing Clients

1. Find the client (search or list)
2. Click on their name
3. Click Edit
4. Update information
5. Click Save

Viewing Client History

On a client profile, see:

Orders Tab

• All orders placed
• Status and totals
• Click to view details

Tickets Tab

• All enquiries/tickets
• Status and dates
• Click to view conversations

Devices Tab

• All devices repaired
• Device details
• Repair history per device

Activity Tab

• Timeline of all interactions
• Emails sent
• Status changes

Merging Duplicate Clients

If the same person has multiple records:

1. Open the client you want to keep
2. Click Actions → Merge Client
3. Search for the duplicate
4. Review what will be merged
5. Confirm merge

What happens:

• All orders moved to primary record
• All tickets moved
• Duplicate is deleted
• Contact info preserved from primary

Deleting Clients

⚠️ Caution: Deleting a client removes their record and history.

1. Open the client
2. Click Actions → Delete
3. Confirm deletion

Note: You cannot delete clients with active orders.

Importing Clients

To import existing customer data:

1. Go to Clients
2. Click Import
3. Upload CSV file with:
   • Name (required)
   • Email
   • Phone
   • Address fields
4. Map columns
5. Import

Exporting Clients

To export your client list:

1. Go to Clients
2. Click Export
3. Choose format (CSV, Excel)
4. Download

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Best Practices

✅ Do

• Collect email for every client (enables communications)
• Keep phone numbers up to date
• Add notes for special requirements
• Use consistent naming

❌ Don't

• Create duplicates (search first)
• Store sensitive info in notes
• Forget to update contact details

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Next Steps

• Client Groups - Organise clients
• Orders - Managing customer orders