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Clients Overview

Updated

Overview

StudioCloud's client tracking is a powerful customer relationship management system that includes numerous options. This overview provides a breakdown of some of the client setup tutorials and customization options.

Table of Contents

  1. Types of Clients
  2. Client Status
  3. Creating/Editing a Client, Prospective Client, or Lead
    1. How to Create/Edit a Client, Prospective Client, or Lead
    2. How to Create a Client From an Appointment/Session/Event
    3. How to Create a Client From an Invoice
    4. How to Create a Client From a Job
  4. Converting a Lead to a Client or Prospective Client
    1. Converting a Lead to a Client, Prospective Client, or Lead
    2. Converting a Lead to a Client or Prospective Client From a Pipeline
    3. Converting a Lead to a Client From The Calendar
    4. Converting a Lead or Prospective Client to a Client When an Invoice is Created
    5. Converting Multiple Clients to a Lead
  5. Adding a Thumbnail to Client
  6. Adding Dates for Clients
  7. Adding Relationships for Clients
  8. Marking Clients as "Do Not Market to Client"
    1. Checking if Clients are Marked as "Do Not Market to Client"
  9. How to use the Tabs Window
  10. How to Export to CSV
  11. Viewing a Client's History
  12. Printing Customer Invoice History
  13. Customizing the Client ID
    1. How StudioCloud Calculates the Client ID
    2. Changing a Specific Client's Client ID
    3. Maximum Number
    4. Changing The Client ID's That Are Generated For New Clients
    5. Resolving Client ID issues
  14. Merging Clients
  15. Removing Duplicate Clients
  16. Deleting Clients

Types of Clients

  • Client
    • A client is considered a paying customer, a customer that is scheduled to be a paying customer, or any other contact such as a business contact, vendor, etc.
  • Prospective Client, Prospective Lead, or Prospect
    • Pro-tip: StudioCloud recommends using prospective clients for clients that will be marketed to as a group through mailers, email blasts, or other marketing resources.
    • Pro-tip: StudioCloud recommends tagging prospective clients so that they can be quickly added to a marketing campaign or exported from StudioCloud to market to them as a group
    • Pro-tip: If a prospective client requires additional individual follow-up actions StudioCloud recommends converting them to a lead.
    • A prospective client is a contact who has either not been contacted or who has been contacted but did not become a paying client at that time.
  • Lead or Inquiry
    • Pro-tip: StudioCloud recommends using the leads only for potential contacts that require follow-up action.
    • Pro-tip: If a lead is not currently interested in becoming a paying client but may be interested in the future StudioCloud recommends converting them to a prospective client.
    • Pro-tip: StudioCloud recommends using lead pipelines to track the individual follow-up actions that need to occur for a lead.
    • A lead or inquiry is either an inquiry being made by a potential client or actions being taken towards a potential client to convert them to a paying client.

Client Status

A client, prospective client, and lead can be in one of the following three stages:

  • Active Client or Visible Client
    • This is a client, prospective client or lead that is visible in the client tables.
  • Hidden Client
    • This is a client, prospective client, or lead that is hidden. Typically a hidden client was created from a relationship and is a spouse or child that will not be a paying customer.
  • Archived Client
    • This is a client, prospective client, or lead that is no longer being worked with but should not be deleted. Examples of an archived client could be a client that moved, passed away, or is no longer interested but is associated with a session/event/appointment or invoice and to maintain data integrity should not be deleted.
    • Please note that StudioCloud will automatically archive any clients that are associated with a session or invoice if you try and delete them to maintain data integrity.

How to Create or Edit a Client, Prospective Client, or Lead

How to Create/Edit a Client, Prospective Client, or Lead

  1. Click on the Clients component
  2. Click on the Clients tab
  3. Click on the All Clients menu bar
  4. Select the arrow beside the New Client button to access the following options: 
    • NC_NPC_NL.png
    • Click on the New Lead button to create a new lead
    • Click on the New Prospective Client button to create a new prospective client
    • Click on the New Client to create a new client

How to Create a Client From an Appointment/Session/Event

  1. Create a new event/appointment/session or edit an existing one
  2. Click the New Client button

How to Create a Client From an Invoice

  1. Create a new invoice or edit an existing invoice
  2. Click on the Client tab
  3. Click the drop-down menu beside the Search Clients option
    1. drop_down_client.png
  4. Click on the New Client menu item

How to Create a Client From a Job

  1. Create a new job or edit an existing job
  2. Click on the Add Clients menu  
    1. Add_clients_button.png
  3. Select one of the following menu options:
    • Click on the Add New Client menu item
    • Click on the Add New Prospective Client menu item
    • Click on the Add New Lead menu item

How to Convert A Lead To A Client or Prospective Client

How to Convert to a Client, Prospective Client, or Lead

  1. Find and edit the client, prospective client, or lead you want to convert
  2. Click on the Convert Menu
  3. convert.png
  4. Select the desired client type
  5. Click the Save button

How to Convert a Lead to a Client or Prospective Client From a Pipeline

  1. Click on the Settings Component
  2. Click on the Settings tab
  3. Click the Manage Pipelines button 
    1. manage_pipelines.png
  4. Click the New Pipeline menu or edit the desired pipeline
  5. Select the Stages tab
  6. Click on the Add Pipeline Stage button
  7. Enter the Pipeline Stage Name 
    1. Pipeline_stage_name.png
  8. Select the Completed tab
  9. Select Convert To Prospective Client When Pipeline Stage Completed (Client Pipelines Only) or Convert To Client When Pipeline Stage Completed (Client Pipelines Only)   
    1. Convert_to_Client.png
  10. Click the Save buttons

How to Convert a Lead to a Client From the Calendar

  1. Go to the Calendar component
  2. Click the Settings tab
  3. Click the Manage Calendar Types button 
    1. manage_calender_types.png
  4. Click the Calendar Sub-Types tab
  5. Either create a new sub-calendar type by clicking the New Calendar Sub-Type button or edit an existing calendar sub-type by double-clicking or clicking the edit icon
  6. Click on the Settings tab
  7. Select the Convert Leads to Client checkbox 
    1. convert_leads_to_clients.png

How to Convert From a Lead or Prospective Client to A Client When an Invoice Is Created

  • When a lead or prospective client is added to an invoice they will automatically be converted to a client when the invoice is saved.

How to Convert Multiple Clients to a Lead

To convert multiple clients to a lead or prospective clients do the following steps:

  1. Go to the Clients component
  2. Select the Clients tab
  3. Select the desired clients
  4. Under All Clients click on the Group Operations menu
  5. Click the Convert Client Options sub-menu
  6. Select either the menu option Convert Selected Clients to Leads or Convert Selected Clients to Prospective Clients menu item 
    1. group_operations.png

How to Add a Thumbnail to a Client

How to Add a Thumbnail When Creating a New Client

  1. Create a new Client
  2. Click on the Thumbnail menu bar
  3. Click on the Select Client Thumbnail menu item 
    1. new_client_select_thumbnail.png
  4. Find the image you'd like to upload
  5. Click Open
  6. The image will be saved to your Cloud Storage and will automatically appear on the client view

 

How to Add a Thumbnail When Editing a Client

  1. Edit an Existing Client
  2. Click on the More Actions menu bar
  3. Click on the Select Client Thumbnail menu item 
    1. edit_client_select_thumbnail.png
  4. Find the image you'd like to upload
  5. Click Open
  6. The image will be saved to your Cloud Storage and will automatically appear on the client view

How to Add Important Dates for Clients

How to Add A Birthday or Anniversary to A Client

  1. Click on the Clients component
  2. Click on the Clients tab
  3. Click the New Client button or edit an existing client
  4. In the client window enter the birthday date or anniversary date in the birthday or anniversary fields

How to Create/Edit Clients That Have a Date Type

  1. Click on the Clients component
  2. Click on the Settings tab
  3. Click the Manage Date Types button
  4. Click the New Date Type button or edit an existing date type

How to Add Custom Dates to a Client

  1. Click on the Clients component
  2. Click on the Clients tab
  3. Click the New Client button or edit an existing client
  4. Click on the Dates tab in the client window
    1. Note: the dates tab only appears if you have a custom date type
  5. Double-click on the desired date type in the Available Dates list and enter the date
  6. Click the Save button

How to View Clients With a Specific Date Type

  1. Click on the Clients component
  2. Click on the Settings tab
  3. Click the Manage Date Types button
  4. Click the View Clients button for the desired Date Type
  5. A new window will appear that will list the clients who have that specific date type.

How to Add Relationships to Clients

How to Create/Edit Relationship Types

  1. Click on the Clients component
  2. Click on the Settings tab
  3. Click the Manage Relationship Types button
  4. Either click the New Relationship Type button or select a relationship type to edit
  5. Enter the name of the relationship type
  6. Click the Save button

How to Add a Relationship From an Existing Client to a New Client

Please note that by default, the new client you create will not have any additional client information such as address, email, phone number, etc. If you would like to add that information, simply click on the Edit button next to the client that you have just created on the Relationships tab and enter their information.

It is also important to note that clients that are created from the relationship view are hidden clients by default and will not show in the main client list unless you change the filtering option. If you would like to see the client in the main client list you will need to change the List Options for the newly created client to have a check next to Include Client In Client List.

  1. Click on the Clients component
  2. Find and edit the client, prospective client, or lead
  3. In the Edit Client window click on the Rel tab
    1. The right-hand side of this tab shows any relationships that already exist for this client
    2. The left-hand side of this tab is to add new relationships
  4. Fill out the form on the left-hand side including the First Name, Last Name, etc...
  5. Click on the Add New Relationship button
    1. If you do not click the Add New Relationship button it will not be added
    2. Add_New_Relationship.png
  6. The new client will appear on the right side of the screen as a new relationship
  7. Click the Save button
    1. If you do not click the Save button then the relationship will not be added

How to Add a Relationship From an Existing Client to an Existing Client

To add a relationship to an existing client you must enable the Advanced Relationship Tracker from the Customize Client Fields window. Click here for How to Customize the Client Fields

  1. Click on the Clients component
  2. Find and edit the client, prospective client, or lead
  3. In the Edit Client window click on the Rel tab
    1. The right-hand side of this tab shows any relationships that already exist for this client
    2. The left-hand side of this tab is to add new relationships
  4. Select the relation this client has to another client 
    1. Relationship.png
  5. Click the Add Existing Client option 
    1. Add_Existing_Relationships.png
  6. Enter the desired client's name in the search bar, then select the Search button 
    1. Searchforclient.png
  7. Once you have found the client, double-click to select them
  8. Click the Save button
    1. The client will appear on the right side of the screen as a new relationship
  9. Click the Save button
    1. If you do not click the Save button then the relationship will not be added

How to Mark a Client as "Do Not Market to Client"

If the "Do Not Market To Client" option is set for a client the following will happen:

  • CloudAlert Email and Text Messages will not be sent to the client
  • Scheduled messages, both email and text messages, will not be scheduled or sent to the client
  • Any newly created marketing campaigns will automatically exclude the client from the marketing campaign.
    • Note: If a client is already added to a marketing campaign they will continue to be a part of that marketing campaign.

How to Mark a Client as "Do Not Market to Client"

Please note that this option is only visible when the client is being edited

  1. Create a new client or edit an existing client 
  2. Click the List menu option
  3. Click the Do Not Market to Client Menu Item 
    1. DoNotMarketToClient.png
  4. Click the Save button

How to Check if a Client is Marked as "Do not Market to Client"

Please note that this option is only visible when the client is being edited

  1. Create a new client or edit an existing client
  2. Click the List menu option
  3. If the Do Not Market To Client menu item contains a checkmark, that client is marked as Do Not Market To Client 
    1. CheckDNMTC.png

How to Use the Tabs Window

  1. To open a tabs window, follow the directions under How to Open the Desired Tabs Window 
  2. Select the desired tags to analyze under the Select Tags to Analyze panel 
    1. STTA.png
  3. Click the desired display option under the Display Options menu  
    • Display_Options.png 
    • Display Total Sales Per Tag menu item
      • This option displays the total invoice amount based on the clients that are tagged
    • Display Total Income Per Tag menu item
      • This option displays the total payments on an invoice based on the clients that are tagged
    • Display Total Owed Per Tag
      • This option displays the total balance due on the invoices based on the clients that are tagged
  4. Click the Analysis Options menu option
    1. Deselect the Exclude Tags That Do Not Have Data menu item if you want to see all of the tags, as opposed to just the tags that have data associated with them
  5. Click the Analyze Tags button

How to Export to CSV

  1. Click the Export Options menu option
  2. Click the Export to CSV File menu item 
    1. export_options.png
  3. Summary of each export option:
    1. Export Table View to CSV
      1. This option will export the details under the Table View tab to csv
    2. Export Invoice Details to CSV File
      1. This option will export the invoice under the Invoice Details tab to csv

How to View a Client's History

  1. Go to the Clients Component
  2. Click on the Clients tab
  3. Find and edit the client you want to find the history for
  4. In the Edit Client window click on the History tab
  5. On the Client History tab, there is a button to view Events, Invoices, Workflow, Payments, Payments Due, and Contracts 
    1. Client_History.png

If you do not find the item you are looking for you may need to adjust the date filter

How to Print Customer Invoice History

  1. Go to the Clients component
  2. Find and edit the client
  3. In the Edit Client window select the History tab
  4. Select the Invoices button
  5. Click the Export menu
  6. Click either the All Invoices or Outstanding Invoices menu item 
    1. Export_Invoices.png

How to Customize the Client ID

How StudioCloud Calculates the Client ID

When a new client is created StudioCloud automatically looks at all of the client IDs for archived, hidden, and active clients, prospective clients, and leads and gets the next highest unique client ID. For example, if the highest client ID is 100 then the next highest client ID will be 101.

 

How to Change a Specific Client's Client ID

  1. Go to the Clients component
  2. Click on the Clients tab
  3. Click the All Clients menu bar
  4. Edit an existing client
    1. Note: You can not edit the client id when creating a new client
  5. Change the Client ID to the desired number 
    1. Change_Client_ID.png
  6. Click the Save button

What is the Maximum Client Number

The maximum client number is 2147483647. We recommend using custom fields if you need a client number larger than that. Click here to see how to set up custom fields.

 

How to Change the Client ID's That Are Generated For New Clients

To adjust how StudioCloud calculates the Client IDs you must do the following:

  • Edit a client and change their client ID to be where you want StudioCloud to start generating Client ID's.
    • For example, If you want StudioCloud to generate Client IDs starting at 1000 then you would edit a client and change his or her ID to 1000. The next Client ID that would be generated would be 1001.

Resolving Client ID issues

If you have clients that have a higher client ID than the client ID that you want to start using then you will either need to delete those clients or manually edit all of the client IDs to be lower than the desired client ID.

For example, if you want client IDs to start at 1000 but you have a client that has a client ID of 2000 then you will need to edit that client's ID to be 1000 or below otherwise StudioCloud will generate the Client ID of 2001 for the next client.

Click here for how to delete multiple clients at once.

How to Merge Clients

  1. Click on the Clients component
  2. Click on the Clients tab
  3. Click on the All Clients menu bar
  4. Find and edit the client you want to merge
  5. Click the More Actions button on the bottom left and select the Merge Client With Another Client 
    1. More_Actions.png
  6. Select the second client by clicking the Search button
  7. Select the merge options you would like to use
    • (The merge options let you select which client will receive the resources and which client will be archived after their resources are moved)
  8. Click the Merge button when you are ready to merge the two clients

Disclaimer: This option ONLY merges the client's events, invoices, and payments. It does not merge any other client information.

How to Remove Duplicate Clients

  1. Go to the Clients Component
  2. Click the Clients tab
  3. Click the All Clients menu bar 
    1. All_Clients.png
  4.  
  5. Click on the Group Operations menu
  6. Click on the More Select Options menu option
  7. Click on the Select Duplicate Clients menu item 
    1. Select_Duplicate_Clients.png
  8. Click on the Group Operations menu
  9. Click on the Actions menu
  10. Click the Delete Selected Clients menu item 
    1. Delete_Selected_Clients.png

How to Delete Clients

How to Delete a Single Client, Prospective Client, or Lead

  1. Go to the Clients Component
  2. Click the Clients tab
  3. Click either the Only Clients, Only Prospective Clients or Only Leads menu bar
  4. Click the trash icon in the client table

How to Delete Multiple Clients, Prospective Clients, or Leads Using Group Operations

  1. Go to the Clients Component
  2. Click the Clients tab
  3. Click either the All Clients, Only Clients, Only Prospective Clients or Only Leads menu bar

To delete selected clients do the following:

    1. Click the checkbox in the first column for each client you want to delete
    2. Click on the Group Operations menu
    3. Click on Actions sub-menu
    4. Click the Delete Selected Clients menu item

To delete all of the visible clients do the following: 

    1. Click the Group Operations menu
    2. Click the Select All menu item
    3. Click the Group Operations menu
    4. Click the Actions sub-menu
    5. Click the Delete Selected Client menu item
      1. Note: If you change the Client Per Page option from 500 to 5,000 you can delete more clients at once.
      2. Note: If you change the filter to show hidden and archived clients you can also delete them using this same method.

How to Delete Multiple Clients, Prospective Clients, or Leads Using a CSV File

This option will delete clients in StudioCloud that are in a CSV file. This option only uses the columns from the CSV file necessary for matching the client and ignores all of the other columns in the CSV file.

You can match a client in the CSV file with a client in StudioCloud using any of the following methods: Match based on a client number, Match based on a client's first and last name, or match based on a client's first and last name and a clients number.

  1. Go to the Clients Component
  2. Click the Clients tab
  3. Click the All Clients menu bar
  4. Click the Import Options menu
  5. Click the Delete Existing Clients Window menu item 
    1. Delete_Existing_Clients_Window.png
  6. Select the CSV file to import using the Import Options menu option
  7. Select the desired matching method using the Matching menu option
  8. Select the header for that matching option
  9. Click the Delete Clients button

 

How to Delete Multiple Clients, Prospective Clients, or Leads Using Group Operations That Have a Specific Tag

  1. Click on the Client Component
  2. Click on the Settings tab
  3. Click the Manage Tags button
  4. Click on the View Clients button for the desired tag
  5. Use the group operations listed above to delete the selected clients

 

 

 

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