Creating and Managing Clients

Clients in Site Service Pro represent the companies or individuals you do work for. Every project must be associated with a client, so setting up your clients is an essential first step before creating projects.

What is a Client?

A client is a company or person that hires you for projects. In Site Service Pro:

• Each client has a unique 3-letter code (like "ABC" or "WIL")
• This code is used in project numbers (e.g., "WIL1001-LT")
• Clients can have multiple projects associated with them

Creating a New Client

Who Can Create Clients?

Only users with Admin or System Admin roles can create clients.

Step-by-Step Instructions

1. Navigate to Clients

   • Click Clients in the left navigation menu

2. Click Add Client

   • Look for the Add Client button in the top right corner

3. Fill in the Required Information

   Field	Required?	Description
   Client Code	✅ Yes	Exactly 3 uppercase letters (e.g., "WIL", "MAS")
   Company Name	✅ Yes	The client's official business name
   Address	No	Street address
   City	No	City name
   State	No	Select from dropdown
   ZIP Code	No	Postal code
   Phone	No	Contact phone number
   Email	No	Contact email address

4. Click Create Client

   • The client is now ready for projects to be assigned

Understanding Client Codes

The Client Code is a crucial identifier in Site Service Pro:

Rules for Client Codes

• Must be exactly 3 letters (no numbers or symbols)
• Must be uppercase (the system will convert lowercase automatically)
• Must be unique within your organization
• Cannot be changed after the client is created

How Client Codes Are Used

Client codes appear in project numbers:

• Project number format: [ClientCode][Counter]-[Type]
• Example: WIL1001-LT = Client "WIL", Project 1001, Type "LT"

Tips for Choosing Client Codes

• Use the client's initials: "Williams Construction" → "WIL"
• Use an abbreviation: "City of Portland" → "COP"
• Keep a consistent naming convention across your organization
• Document your codes if you have multiple users creating clients

Viewing and Managing Clients

Client List View

The Clients page shows all your clients in a card layout:

• Client Code displayed as an avatar/badge
• Company Name as the main title
• Location (City, State)
• Contact Info (phone and email, clickable)
• Status Badge (Active or Inactive)

Searching and Filtering

Use the search bar to find clients by:

• Company name
• Client code
• Email address
• City
• Phone number

Filter by status using the Active/Inactive dropdown.

Client Statistics

At the top of the page, you'll see:

• Total Clients - All clients in your system
• Active - Currently active clients
• Inactive - Deactivated clients

Viewing Client Details

Click on any client to see their full details:

Information Card

• Complete address and contact information
• Creation and last update dates

Projects Tab

See all projects for this client:

• Project number and name
• Project type (LT, PR, SC)
• Current status

Quick Stats

• Total projects count
• Active projects
• Projects in planning
• Completed projects

Editing Client Information

1. Open the client detail page
2. Click the Edit button (pencil icon)
3. Update any field except the Client Code
4. Click Save Changes

Note: The Client Code cannot be changed after creation. If you made a mistake, you'll need to create a new client with the correct code.

Deactivating a Client

Instead of deleting clients, Site Service Pro uses a soft-delete approach:

1. Open the client detail page
2. Click Edit
3. Uncheck the Active checkbox
4. Click Save

Why Deactivate Instead of Delete?

• Historical records are preserved
• Past projects and timesheets remain intact
• You can reactivate the client later if needed
• Audit trail is maintained

Client Permissions

Who Can See Clients?

Who Can Modify Clients?

Only Admin and System Admin users can:

• Create new clients
• Edit client information
• Deactivate clients

Best Practices

Setting Up Your Client List

1. Create all your current clients before adding projects
2. Use a consistent code naming convention
3. Fill in contact information for quick reference

Organizing Clients

• Keep client information current
• Deactivate clients you no longer work with
• Use the search function to quickly find clients

Data Entry Tips

• Double-check the Client Code before saving (it can't be changed)
• Include phone and email for easy contact access
• Add complete addresses for project location reference

Common Questions

Can I change a client code after creating it?

No, client codes are permanent. This ensures project numbers remain consistent. If you need a different code, create a new client.

What happens to projects if I deactivate a client?

Projects remain unchanged. They're still visible and accessible; only the client record is marked as inactive.

Can two clients have the same code?

No, client codes must be unique within your organization. The system will reject duplicate codes.

How do I reactivate a client?

Edit the client and check the Active checkbox, then save.

Related Articles

• Creating Projects
• Understanding Users and Permissions
• Getting Started with Site Service Pro