Adding and editing clients

In this article

• Adding clients in Chalkstring

• Editing a client
• Archiving a client
• Deleting a client
• Adding additional offices and contacts for a client

Adding clients in Chalkstring

Any customer you provide services to will need to be added as a client. Clients are assigned to projects during the project creation process.

To set up a client you will need to have the necessary permissions. If you don't see the options in the steps below but believe you should have these permissions, please speak to your system administrator or contact our support team.

Steps to add a new client 

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Client' button in the menu bar at the top of the screen.
3. Click the '+ New client' button in the top right of the screen.
4. This will open a form with the following fields:

1. 1. Name - Enter the full name of the client.
   2. Addresses - Enter the full address of your clients head office.
   3. Account reference - Enter the reference number for the client which corresponds with your 3rd party accounts software.
   4. Email addresses - Enter the email address for your clients head office.
      1. If the client  has multiple addresses, enter the address and click 'Add email address' for each email address.
   5. Telephone numbers - Enter the phone number for your clients head office.
      1. If the client  has multiple numbers, enter the number and click 'Add telephone number' for each telephone number.

     5.    Click 'Save client'.

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Editing clients 

If a client record needs to be updated you can use the edit option.

Steps to edit a client  

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Clients ' button in the menu bar at the top of the screen.
3. Use the filters to search for the client that needs to be updated. Once you have found it, click on it to open it.
4. Click the 'Edit' icon in the top right of the screen. If you aren't sure which icon, hover over them to see a tooltip.
5. Make the changes you wish to make then click 'Save client '.

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Archiving clients 

If you have records for clients that you no longer use but have been used in the past, you can them. 

Steps to archive a client

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Clients' button in the menu bar at the top of the screen.
3.  Use the filters to search for the client that needs to be archived. Once you have found it, click on it to open it.
4. Click the 'Archive' icon in the top right of the screen and then click the 'Confirm archive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
5. This will leave the client record in the system so that you can see any records they were linked to but they will no longer appear in the main client list.

Steps to unarchive a client

If for some reason you need to reinstate an archived client you can do so with the following steps:

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Clients' button in the menu bar at the top of the screen.
3. At the bottom of the screen tick the box for 'Include archived'.
4.  Use the filters to search for  the client that needs to be unarchived. Once you have found it, click on it to open it.
5. Click the 'Unarchive' icon in the top right of the screen and then click the 'Confirm unarchive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
6. This will reinstate the client record in the system. 

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Deleting clients

If you have client records that were created in error then you can delete them using the following steps:

Steps to delete a client

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Clients' button in the menu bar at the top of the screen.
3.  Use the filters to search for the client that needs to be deleted. Once you have found it, click on it to open it.
4. Click the 'Delete' icon in the top right of the screen and then if you are sure you want to delete the record permanently, click the 'Confirm' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
5. This will permanently remove the client record from the system.

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Adding additional offices and contacts for a client  

If you client has multiple offices or additional contacts, these can be added to the main client  record. 

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Clients' button in the menu bar at the top of the screen.
3.  Use the filters to search for the client that needs to be updated. Once you have found it, click on it to open it.
4. On the right hand side of the screen are the 'Add office' and 'Add Contact' sections. Complete the forms.

Add office

1. 1. Name - Enter the name for this office.
   2. Email addresses - Enter the email address for this office of the client.
   3. Telephone numbers - Enter the phone number for this office of the client.
   4. Addresses - Enter the full address for this office of the client.

  5.   Click 'Save office'.

Add contact

1. 1. First name - Enter the first name for this contact.
   2. Last name - Enter the last name for this contact.
   3. Job title - Enter the job title for this contact.
   4. Office - Select the office this is the contact for from the drop down. (The office must have been added before the contact)
   5. Email addresses - Enter the email address for this contact
   6. Telephone numbers - Enter the telephone number for this contact.

  6.   Click 'Save contact'.

Once saved, both offices and contacts are displayed in the 'other offices' section at the top right of the page.

Additional offices or contacts can be edited or deleted using the edit or delete icons next to each record.

Multiple offices and contacts can be added to a client record by repeating the above process.

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