Accounts and contacts

Each client is a company, family or individual you work for. Its page holds the contacts who sign in to the portal, the principals you look after, saved places, billing and rates.

Find a client

The list’s filters show Everyone, Needs attention and Prospects, each with a count. Search by name or by a contact’s email.

Needs attention flags a client where nobody can approve quotes, nobody can pay, an invite bounced or expired, a contact hasn’t joined yet, or an invoice is overdue. Prospects are people who asked for work from your website and aren’t booked yet.

Add a client

1. Select Add a client.
2. Choose Company, Family or Individual, and enter the name.
3. Enter the first contact: their name, Email (their portal sign-in, and where invoices go until you add billing emails) and, optionally, Phone.
4. Tick whether this contact is also a principal.
5. Leave Send their portal invite now ticked, or untick it to invite them later.
6. Select Add client.

The first contact becomes the Manager. If the email already belongs to one of your clients, the sheet says so.

Contacts and their permissions

The Contacts card lists everyone who signs in for this client, with their role, what they can do, and where their invite stands. Contacts sign in to the portal with a code from their email.

Select Add contact, or a contact’s Edit button, then:

1. Enter their Name, Email and Phone. Once they’ve joined, their email is theirs to change.
2. Choose a role:
   • Manager: everything for this client, including who else has access.
   • Assistant: requests and approves bookings, sees invoices and pays; doesn’t manage colleagues.
   • Billing: sees invoices and receipts and pays them; nothing else.
   • Principal: only the bookings they’re on, with live view and ratings.
3. Tick Request only if they may ask for work and changes while quotes go to the people who can approve.
4. The role fills in the permission ticks. Tick one on or off for this person only.
5. Select Add and invite for someone new, or Save contact.

A change applies within a minute, including screens they have open. Use Send invite or Send again for a contact who hasn’t joined. If a card says Nobody can approve quotes, give someone a role that approves, or untick request only, before you send a quote.

Principals, places and instructions

• Principals: add the people you look after, with notes for agents, medical notes, and whether they’re Under 18. Signs in as links one to a contact. Medical notes are seen by the owner, admins, dispatchers and the team assigned while the work is upcoming or live. For someone under 18, their photo and medical notes never appear in reports or emails, and they can’t sign in.
• Saved places: select Add place, name it, and pick its Address from the suggestions. Places are offered when the client requests work.
• Standing instructions: select Edit details to write what every team should know. They’re copied into each new booking’s brief.

Billing

The Billing card shows payment terms, billing emails, whether a PO number is required, the deposit, billing period, sales tax and late cancellation. Select Edit billing to change them:

• Payment terms: Due on receipt, Net 7, Net 15 or Net 30.
• Billing emails: one per line. Invoices, reminders, receipts and pay links go to each; they don’t need to sign in.
• PO number required: quotes can’t be approved without one.
• Deposit, Billing period, Sales tax and Late cancellation: keep As each service type sets, or set this client’s own.

New bookings copy these when they’re made; bookings already made keep theirs. Then select Save billing.

Saved payment methods shows each card or bank account the client’s contacts saved in the portal, by brand and last four digits only. Contacts add and use them in the portal; staff don’t enter them.

Rates

The Rates card shows what this client pays for each service. Select Edit rates and enter a rate in each service’s unit, or leave it empty for the standard rate, then Save rates. New quotes use these; staff can still edit a quote, and quotes already sent keep their prices.

Who can do what

What each role may do

Area	Owner	Admin	Dispatcher	Viewer
Clients and their contacts	Changes	Changes	Changes	Reads
Client billing and rates	Changes	Changes	Reads	Reads
Client payment methods	Changes	Changes	Reads	No
Sensitive details (taxpayer ID, medical notes)	Changes	Changes	Changes	No

Billing and rates are changed by the owner and admins. While your account is on hold, everything stays readable and nothing changes.