Setup
You will need the following permission in your security group:
Can view clients.
Can create clients.
Can create, update and delete portal accounts.
Click here to learn about permissions and security groups.
If you see this arrow, click to expand for more information!
If you see this arrow, click to expand for more information!
We will add optional information and screenshots under these arrows.
How to create a client
1. Navigate to People > Clients and click + Create Client.
1. Navigate to People > Clients and click + Create Client.
2. Provide the Name, Contact Name and Contact Email in the Primary contact section. The primary contact receives all documentation unless Billing, Reporting or Defect quoting requirements are set up.
2. Provide the Name, Contact Name and Contact Email in the Primary contact section. The primary contact receives all documentation unless Billing, Reporting or Defect quoting requirements are set up.
3. Go to the Billing tab and select the existing Billing Card in the dropdown. Then click Save client.
3. Go to the Billing tab and select the existing Billing Card in the dropdown. Then click Save client.
Available fields on a client:
Required (Name)
Required (Name)
Name: Name of the entity receiving the invoice for your services.
Recommended (Contact Name, Contact Email, Billing card)
Recommended (Contact Name, Contact Email, Billing card)
Contact Name: The full name of the primary contact.
Contact Email: The email address of the primary contact.
Billing card: Any task created for a property of this client will get billed to this Billing card.
Optional (Ref, Active, Account, Account manager, Client group, Notes, Primary sector, Tags, Merge All PDFs, Primary contact, Billing, Reporting, Defect quoting, Purchase orders)
Optional (Ref, Active, Account, Account manager, Client group, Notes, Primary sector, Tags, Merge All PDFs, Primary contact, Billing, Reporting, Defect quoting, Purchase orders)
Ref: A unique identifier for this client.
Active: Ticked box indicates the client is active.
Account: Select an existing user with Customer license for Customer Portal access.
Account manager: Choose a staff user as an account manager.
Client group: Select a client group to place this client under.
Notes: Miscellaneous information about the client.
Primary sector: Classify clients for improved insights and reporting.
Tags: Select client tags which are setup in Control Portal > Clients and provide an easy way to label a client to make it easier to filter on.
Merge All PDFs: Merge all report, invoice, quote and form PDFs into one file when dispatching.
Primary contact
Contact Email CC: To add multiple recipients, put each email address on a new line.
Contact Mobile: The mobile number for the primary contact.
Contact BH: The business hours phone number for the primary contact.
Contact AH: The after hours phone number for the primary contact.
Contact Address: The address for the primary contact.
Billing
Organisation: Defaults to the client name if left blank.
Attention: To whom should the billing correspondence be addressed? Defaults to the client's primary contact name if left blank.
E-mail To: Leave blank to use the primary contact email for billing correspondence.
E-mail CC: Enter each additional address, one per line. These recipients will only receive emails if the Billing Email-To field is populated
Fixed price contract: Client is on a fixed price contract, prices should not be adjusted for CPI automatically.
Manual billing required: Invoices will not be automatically generated for this client, special attention required.
Billing requirements: Enter any special requirements that cannot be accomodated for with the above options.
Reporting
Organisation: Defaults to the client name if left blank.
Attention: To whom should the reporting correspondence be addressed? Defaults to the client's primary contact name if left blank.
E-mail To: Leave blank to use the primary contact email for reporting correspondence.
E-mail CC: Enter each additional address, one per line. These recipients will only receive emails if the Report Email-To field is populated.
Report address: Postal address to display on the report. Defaults to the client address if left blank.
Manual reporting required: Reports will not be automatically generated for this client, special attention required.
Report requirements: Enter any special requirements that cannot be accomodated for with the above options.
White label reports: Header/footer will not be displayed on generated reports
Merge Report PDFs: Merge all report PDFs into one file when dispatching the task.
Defect quoting
Attention: To whom should the defect quoting correspondence be addressed? Defaults to the client's primary contact name if left blank.
E-mail To: Leave blank to use the primary contact email for defect quoting correspondence.
E-mail CC: Enter each additional address, one per line. These recipients will only receive emails if the Defect Quoting Email-To field is populated.
Auto-Reminders Enabled: Tick this for the recipient to receive automatic reminders for submitted quotes that are yet to be approved.
Quoting requirements: Enter any special requirements to be displayed when quoting defect quotes for this client.
Purchase orders
Material markup: Set default markup as a decimal for material Purchase Orders for this client.
Video
How to understand a client page
Hierarchy section: View the associated client group/parent client group, and other clients within the same group. Click Update to edit any information on the client.
Details section: Review the primary contact name and email address, as well as change the pricing tier and callout hours.
Invoices/quotes/tasks summary section: Find a summary of invoices, service quotes, and tasks with clickable links.
Billing card section: Displays linked Billing Card information and whenever it is linked with the Accounting partner. Click Change to select a different Billing Card.
Customer portal section: Indicates whenever the client has been invited. Click Send invitation to invite the primary contact to the Portal or View portal from the primary contact's perspective.
Portfolio summary section: A quick snapshot of the number of properties, their statuses, and their annual fixed revenue.
Timeline tab: Access the audit log for this client, as well as click Comments only to filter by comments or + Add note to create a new comment on the timeline.
To edit Billing, Report and Defect quoting requirements, click Update in Hierarchy section.
Requirements tab: Review Billing, Report and Defect quoting requirements set up on the client or Update Accreditation requirements.
Requirements tab: Review Billing, Report and Defect quoting requirements set up on the client or Update Accreditation requirements.
Contacts tab: + Add, edit or remove additional contacts who do not receive documentation or have Customer Portal access.
Contacts tab: + Add, edit or remove additional contacts who do not receive documentation or have Customer Portal access.
Properties tab: Click + Create Property to add new property for this client or View an existing one.
Properties tab: Click + Create Property to add new property for this client or View an existing one.
Documents tab: Upload any relevant documents associated with the client, edit or Add Folder.
Documents tab: Upload any relevant documents associated with the client, edit or Add Folder.
Correspondence tab: View all dispatches to the client, filtering results by text, select Show only starred result or tick the tags to filter by (new tags can be created above). Additionally, star or manage tags for an existing dispatch on the list.
Correspondence tab: View all dispatches to the client, filtering results by text, select Show only starred result or tick the tags to filter by (new tags can be created above). Additionally, star or manage tags for an existing dispatch on the list.
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How to provide access to the Customer Portal
1. Navigate to People > Clients and View the client.
1. Navigate to People > Clients and View the client.
2. Click Send invitation in the Customer Portal section.
2. Click Send invitation in the Customer Portal section.
3. Confirm by clicking Send invitation in the popup window, which uses Primary contact information to create a user with the Customer license, to link the user to the client and to send login instructions.
3. Confirm by clicking Send invitation in the popup window, which uses Primary contact information to create a user with the Customer license, to link the user to the client and to send login instructions.
How to create clients via Uptick CSV Importer
1. Download and open the Clients - Simplified Data Import Template.csv.
2. Complete the spreadsheet, adding or removing optional columns as needed. Save it as a Comma-separated values (CSV) file, the only format supported by the Importer.
Name field is required.
Field name: | Name | Contact name | Contact email | Billingcard Name |
Field description: | Name of the entity receiving the invoice for your services.
| The full name of the primary contact. | Email address of the primary contact. | The exact name of the existing billing card in the workspace. |
Field example: | Bob's Burgers | Bob Smith | Bob's Burgers |
3. Follow the instructions on How to create new data via Uptick CSV Data Importer