In this lesson:
-
Adding a Client Manually
-
Editing Client Records
-
Create and Assign Contacts to a Client
There are a couple of ways to add clients:
- Manually from within the Client List, or from the Global Plus Button.
- Bulk import of clients from another software using the Canopy Import Template.
For now, we'll cover how to create one within Canopy. Once you get the hang of it, adding clients will be a breeze!
Adding a Client Manually
You can add clients from the global navigation bar or the client list.
💻 Follow along with this in-app guide: Add a New Client
To add a client from the navigation bar:
- Click the global + button in the navigation bar.
- In the second menu, choose Add Client.
You'll enter the add client window. You can also add a client from the client list:
The Add Client window is broken down into several sections as outlined in the left-hand menu:
- Client Type
- Client Info
- Contacts
- Custom Fields
- Roles
- Tags
Client Type
First, select if your client is an individual or business.
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!
Client Info
A name is required to create the client record. We recommend coming up with a naming convention you use throughout your firm.
For example, for Individual client types, you can use Last Name, First Name(s) ie. Smith, John & Jane.
Additionally, you can:
- Assign a client owner
- Add an external ID
- Select a filing Status (for individual clients)
- Source client heard about your firm
- Indicate when they became your client
- Choose a client status (Client, Other, or Prospect)
- 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 |
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If your client is a business you will have an additional section that includes other optional information:
- Business Name *Required
- Date Established or Incorporated
- EIN
- Business Type
- Industry
- Business email, phone number, and address
The business contact information will be used for all bulk emails, however, if no business email is included all bulk emails will default to the primary contact.
Contacts
In addition to a name, you are required to have a primary contact associated with each client. You can add as many contacts to each client as needed.
To add an existing contact:
- Select Add existing contact
- Use the drop-down to select one of your contacts
- Select the contact type
- You can also add a contact description
To add a new contact:
- Select Create new contact
- Add First and Last name
- Add contact details including email, phone number, and address
You can include multiple types of contact details. For example, if your contacts have a home phone number and mobile phone number you can include both. Use the stars next to each to indicate their primary phone number. - Continue to add additional details including birthday, SSN, occupation, and employer
- Save the contact when you are done
Customized Information
There are several ways to customize and organize your clients including custom fields, roles, and tags.
Custom Fields
Custom fields are a great way to add additional information to a client record. This can include information that could be used for marketing, sales, or your service process.
Admin can create a custom field in your settings. You will learn more about how to create and use custom fields in an upcoming lesson.
Roles
Roles allow you to assign team members to specific tasks for a client. Roles are custom to your firm and can be assigned to as many team members, or teams as needed. Learn more about roles here.
Tags
Tags are a way for you to label and organize your clients. You can apply as many tags as applicable to your client by using the checkboxes. You will learn more about how to create and use tags in an upcoming lesson.
Once you've added all that, click Save 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 anytime by clicking the pencil icons next to the client info section. This takes you to the Edit Client window - the same window as when you added the client. This is also the way to activate or deactivate a client. Once you finish making updates, click Save Client.
Note: if you make any changes to a contact you will need to save the contact first before you can select Save Client.
Create and Assign Contacts to a Client
- Click on Clients from the Global Navigation bar
- Select Contact List
- Click on Add Contact in the upper right corner
Just like before you will add their name and contact details.
Once you are done you can click Assign to Client +. This will allow you to assign the contact to any client. You can continue to click Assign to client to add them to as many clients as necessary. Optionally, you can choose to assign them to a client later.