{"id":11903,"date":"2024-03-19T10:44:47","date_gmt":"2024-03-19T10:44:47","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=user_manual&#038;p=11903"},"modified":"2024-05-07T06:38:11","modified_gmt":"2024-05-07T06:38:11","slug":"clients-operation-management-guide","status":"publish","type":"user_manual","link":"https:\/\/docs.daftra.com\/en\/user_manual\/clients-operation-management-guide\/","title":{"rendered":"Clients Operation &#038; Management Guide"},"content":{"rendered":"<section class=\"wpb-content-wrapper\"><p>[vc_row][vc_column][vc_column_text]In this tutorial, we will explore\u00a0the powerful features and capabilities that Daftra provides to help you optimize your client management processes while ensuring\u00a0smooth operations and improved communication.[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;How to Add a Client&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1710935107126{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]Adding a new client is a simple process on Daftra, to do so follow the below steps:<\/p>\n<ol>\n<li>Click on\u00a0<b>\u201cClients\u201d<\/b>\u00a0from the main menu.<\/li>\n<li>Click on\u00a0<b>\u201cAdd New Client\u201d<\/b>.<\/li>\n<li>The client&#8217;s profile includes various sections each requiring different info and details about the client, these sections are:\n<ul>\n<li><b>Client Type: <\/b>In this section, you must choose whether the client is an individual or a business.<\/li>\n<li><strong>Client Details:<\/strong> This section requires complete information about the client, including their name, gender, birth date, phone, address, country, credit limit, credit period limit, commercial register, VAT number, and other information displayed in the image below.<\/li>\n<li><strong>Account Details:<\/strong> In this section, you have to enter all of the account&#8217;s information, including the code number, invoicing method, currency, email, category, display language, notes, and other details seen in the image below.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<p><a href=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-10.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-11907\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-10.png\" alt=\"\" width=\"1366\" height=\"633\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-10.png 1366w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-10-300x139.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-10-1024x475.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-10-768x356.png 768w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/><\/a>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;sky&#8221; icon_fontawesome=&#8221;fas fa-book&#8221;]<strong>For more info about adding a client refer to the following guide &#8220;<a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/adding-a-client\/\">Adding a New Client<\/a>&#8220;.<\/strong>[\/vc_message][vc_custom_heading text=&#8221;Client Operations&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1710935280292{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_custom_heading text=&#8221;Client Profile Control&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1711260057596{margin-left: 120px !important;}&#8221;][vc_column_text]Through the client profile tab, you can choose between a set of actions that can be performed on the client such as Edit, Schedule Appointment, Send Email, Add Payment Credit, View Account Statement, etc.[\/vc_column_text][vc_custom_heading text=&#8221;Edit&#8221; font_container=&#8221;tag:h4|font_size:18|text_align:left|color:%2304306b&#8221; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1711262379388{margin-left: 120px !important;}&#8221;][vc_column_text]You can edit the client&#8217;s info previously added in the &#8220;<strong>Adding a new client<\/strong>&#8221; process.<\/p>\n<p>&nbsp;<\/p>\n<p><a href=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-11.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-11911\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-11.png\" alt=\"\" width=\"1366\" height=\"633\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-11.png 1366w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-11-300x139.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-11-1024x475.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-11-768x356.png 768w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/><\/a>[\/vc_column_text][vc_custom_heading text=&#8221;Add Note \/ Attachment&#8221; font_container=&#8221;tag:h4|font_size:18|text_align:left|color:%2304306b&#8221; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1711262475575{margin-left: 120px !important;}&#8221;][vc_column_text]You can attach any required document to the client profile or add notes specifying their status, performed action, time, and date.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-11913\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-13.png\" alt=\"\" width=\"898\" height=\"459\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-13.png 898w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-13-300x153.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-13-768x393.png 768w\" sizes=\"auto, (max-width: 898px) 100vw, 898px\" \/><\/p>\n<p>Click on the button \u201c<strong>Add Note\/Attachment<\/strong>\u201d within the client\u2019s file.<\/p>\n<ul>\n<li>Adjust the \u201c<strong>Date<\/strong>\u201d field by adding the date and time of adding the notes and attachments.<\/li>\n<li>Select the executed action from the list of actions performed.<\/li>\n<li>You can change the client\u2019s status by adjusting the field value \u201c<strong>Update Status to<\/strong>\u201d and choosing the desired status from the status list.<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;sky&#8221; icon_fontawesome=&#8221;fas fa-book&#8221;]<\/p>\n<ul>\n<li><strong>To modify the list of client actions, refer to the guide \u201c<a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/modifying-the-clients-actions-list\/\">Modify Action List<\/a>\u201c.<\/strong><\/li>\n<li><strong>To modify the list of client statuses, refer to the guide<\/strong> \u201c<a href=\"https:\/\/docs.daftra.com\/en\/user_manual\/different-client-statuses-in-daftra\/\"><strong>Modify Status List<\/strong><\/a>\u201c<\/li>\n<\/ul>\n<p>[\/vc_message][vc_column_text]<\/p>\n<ul>\n<li>Type the required notes in the attached text editor with formatting tools.<\/li>\n<li>Click on the \u201cShare with Client\u201d checkbox if you want the client.<\/li>\n<li>To attach a set of files, click on the \u201c<strong>Attachments<\/strong>\u201d button.<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;sky&#8221; icon_fontawesome=&#8221;fas fa-book&#8221;]<strong>For more details refer to the guide &#8220;<a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/adding-notes-and-attachments-to-the-client-file\/\">Adding Note\/ Attachment to a Client Profile<\/a>&#8220;<\/strong>[\/vc_message][vc_custom_heading text=&#8221;Schedule Appointment&#8221; font_container=&#8221;tag:h4|font_size:18|text_align:left|color:%2304306b&#8221; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1711262268729{margin-left: 120px !important;}&#8221;][vc_column_text]When you click on &#8220;<strong>Schedule Appointment<\/strong>&#8221; you&#8217;ll be directed to the screen shown in the image below to fill out the appointment details such as the date, time, duration, actions, and notes.<\/p>\n<p><a href=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-14.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-11919\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-14.png\" alt=\"\" width=\"1208\" height=\"475\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-14.png 1208w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-14-300x118.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-14-1024x403.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/Law-firm-14-768x302.png 768w\" sizes=\"auto, (max-width: 1208px) 100vw, 1208px\" \/><\/a>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;sky&#8221; icon_fontawesome=&#8221;fas fa-book&#8221;]<strong>For more details check the guide &#8220;<a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/scheduling-an-appointment-with-a-client\/\">Scheduling an Appointment with a Client<\/a>&#8220;<\/strong>[\/vc_message][vc_custom_heading text=&#8221;Create Invoice&#8221; font_container=&#8221;tag:h4|font_size:18|text_align:left|color:%2304306b&#8221; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1711262191705{margin-left: 120px !important;}&#8221;][vc_column_text]To ensure a smooth experience, click &#8220;<strong>Create invoice<\/strong>&#8221; from the client profile. You will then be led to the invoice creation page, where the client has already been selected; all you need to do is fill out the invoice data.<\/p>\n<p>&nbsp;<\/p>\n<p><a href=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-15.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-11921\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-15.png\" alt=\"\" width=\"1192\" height=\"633\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-15.png 1192w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-15-300x159.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-15-1024x544.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-15-768x408.png 768w\" sizes=\"auto, (max-width: 1192px) 100vw, 1192px\" \/><\/a>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;sky&#8221; icon_fontawesome=&#8221;fas fa-book&#8221;]<strong>For more info about invoices refer to the guide &#8220;<a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/creating-an-invoice\/\">Creating a Sales Invoice<\/a>&#8220;<\/strong>[\/vc_message][vc_custom_heading text=&#8221;Assign to a Staff Member&#8221; font_container=&#8221;tag:h4|font_size:18|text_align:left|color:%2304306b&#8221; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1711262140634{margin-left: 120px !important;}&#8221;][vc_column_text]When managing client relationships, it is beneficial to assign a dedicated lawyer\/employee to cater to the specific needs and concerns of each client. To do so, click &#8220;<strong>More Actions<\/strong>&#8221; and select &#8220;<strong>Assign to a staff member<\/strong>&#8221; from the list<strong>. <\/strong>From the floating screen select the staff member.<\/p>\n<p>&nbsp;<\/p>\n<p><a href=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-16.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-11923\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-16.png\" alt=\"\" width=\"1208\" height=\"633\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-16.png 1208w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-16-300x157.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-16-1024x537.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-16-768x402.png 768w\" sizes=\"auto, (max-width: 1208px) 100vw, 1208px\" \/><\/a><\/p>\n<p>&nbsp;<\/p>\n<p>There are other options that you can use if needed such as &#8220;<strong><a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/creating-an-estimate\/\">Create Estimates<\/a>, <a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/credit-notes\/\">Credit Notes<\/a>, Account statement, and <a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/adding-payment-credit\/\">Payment Credit<\/a><\/strong>&#8221;<\/p>\n<p>You can also view all activities done on the client&#8217;s profile using the tab below the client&#8217;s profile control tabs. This section displays all client data, including details, attached documents, notes, scheduled appointments, invoices, payments, transaction lists, timelines, and activity logs. Click on any of the items to access more information.<\/p>\n<p>&nbsp;<\/p>\n<p><a href=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-17.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-11926\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-17.png\" alt=\"\" width=\"1208\" height=\"631\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-17.png 1208w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-17-300x157.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-17-1024x535.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-17-768x401.png 768w\" sizes=\"auto, (max-width: 1208px) 100vw, 1208px\" \/><\/a>[\/vc_column_text][vc_custom_heading text=&#8221;Auto Reminder Rules&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1710935719942{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<div id=\"\" class=\"post-content-body-section\">\n<p>Daftra software allows you to automatically send SMS text messages or emails by creating an automatic sending rule either for appointments or invoices with specific determinants as required.<\/p>\n<p>First, if you&#8217;re going to use the SMS service make sure to \u201c<strong><a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/enabling-the-sms-app\/\">Activate the SMS app<\/a><\/strong>\u201d and \u201c<strong><a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/adding-an-sms-template\/\">Add an SMS template<\/a><\/strong>\u201d before starting to create the automatic sending rule.<\/p>\n<\/div>\n<div id=\"\" class=\"post-content-body-section\">\n<ol>\n<li>From the main menu, click on \u201c<strong>Templates<\/strong>\u201c.<\/li>\n<li>Click on \u201c<strong>Auto Reminder Rules<\/strong>\u201c.<\/li>\n<li>Click the \u201c<strong>Add<\/strong>\u201d button and select from the dropdown menu \u201c<strong>New Cases Rule<\/strong>\u201c.<\/li>\n<\/ol>\n<\/div>\n<p>&nbsp;<\/p>\n<p><a href=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-18.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-11929\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-18.png\" alt=\"\" width=\"1366\" height=\"633\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-18.png 1366w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-18-300x139.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-18-1024x475.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/01\/law-firm-18-768x356.png 768w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/><\/a><\/p>\n<p>&nbsp;<\/p>\n<p>Fill out the reminder rule data, such as the reminder name, select the case status, and specify whether the auto reminder should be sent to the client or the assigned lawyer (Staff Member), as well as the channel through which you want to send out the reminder, which can be email or SMS.[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;sky&#8221; icon_fontawesome=&#8221;fas fa-book&#8221;]<strong>For more details refer to the guide &#8220;<a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/auto-reminder-rules-of-work-orders\/\">Creating an Auto Reminder Rule for Work Orders<\/a>&#8220;<\/strong>[\/vc_message][\/vc_column][\/vc_row]<\/p>\n<\/section>","protected":false},"author":23,"template":"","categories":[5241],"tags":[],"class_list":["post-11903","user_manual","type-user_manual","status-publish","hentry","category-law-firms-and-legal-practice"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Clients Operation &amp; Management Guide - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/user_manual\/clients-operation-management-guide\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Clients Operation &amp; 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