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2.2 Adding & Editing Client Records *Client Structure*

  • ~ minute read

In this lesson:

 

Please Note: If you see features in this lesson that aren’t in your account, this lesson may be what you're looking for instead.

There are a couple of ways to add clients to your client list and create a record for them:

  • Manually from within the Client List.
  • Bulk import of clients from another software (usually handled by Canopy's Implementation Team).
  • From an external or exported CSV file.

For now, we'll cover how to create one within Canopy. Once you get the hang of it, adding clients in bulk will be a breeze!

Adding a Client Manually

You can add clients from the global navigation bar or from the client list.

💻 Follow along with this in-app guide: Add a New Client 

To add a client from the navigation bar:

  1. Click the global + button in the navigation bar.
  2. In the second menu, choose Add Client.

You'll enter the add client window. You can also add a client from the client list:

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The Add Client window is broken down into several sections to enter information:

  • Individual/Business Name
  • Basic contact information
  • Tax Information
  • Custom Fields and additional information
  • Tags

Individual/Business Names

A client is assigned as an individual or a business. A name is all that's required to create the client record. You'll enter:

  • a First. Middle, and Last Name (for individuals)
  • a Company Name (for businesses)

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Additionally, you can:

  • designate a Display Name - useful if you are a QBO power user!
  • Choose a client type (Client, Other, or Prospect)
  • Indicate when they became your client
  • Determine if they are active or inactive

Let's talk more about that last point.

Clients can be active or inactive. A client is active when they are created, but they can be turned off and considered inactive. What is the difference?

From a practical perspective, active clients are the ones you are working with! You can turn off active clients during off-seasons and reactivate them later on.

Active clients Inactive clients
  • Counts toward your client limit
  • Client portal is activated
  • Full access to all client information in the client record
  • Doesn't count toward your client limit
  • Client portal is deactivated
  • Reduced access to client information, notes, and email sync

 

It's worth mentioning that you cannot change the entity type of a client once it is created. If you need to switch a client from a business to an individual or vice versa, you will have to recreate the client!

 

Basic Client Information

You can add:

  • Email
  • Phone Number
  • Physical Address

Tax Information

You can add:

  • Birth date (Date Est. for businesses)
  • SSN/ITIN (EIN for businesses) 
  • Filing Status

Tags

Tags are a way for you to label and organize your clients.

Once you've added all that, click Create and manage to create the record. This takes you to the new client record.

Editing Client Records

You can edit and add information to the client record by clicking the pencil icons next to a section. This takes you to the Edit Client window - the same window as when you added the client. Once you finish making updates, click Update.

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This is also the way to activate or deactivate a client too. 

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Linking Records for Spouses, Dependents, & Important Contacts

You can add or link spouse, dependent, and important contact information to a primary client record. This makes a new client record that is connected to another client record!
 
You can mark connections as Inactive to hide them from the client list and not count towards your client limit. Learn how to mark connections as inactive.
 

Please Note: There are three different contact types that you can link to a client's record:

  • Spouse

  • Dependents

  • Important Contacts

Access to these linked contacts depends if your client is an individual or a business:

  • Individuals: Spouse, Dependents, and Important Contacts
  • Businesses: Only Important Contacts

You can add a connection to a client record from scratch (which makes a new client record) or connect to an existing record.

 

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