Product Information
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Click the 'New Client' button, then enter the client's details along with your primary contact for this client (you can add further contacts for this client afterwards).

Note: If the client is an individual then their name must be entered as both the client name and the contact name (the name will only appear once on documents).

TIP: When adding contact details you can cut and paste from another application if you already have them stored elsewhere, however when doing this you might also copy across unwanted text formatting. To correct this there is a 'Cleanup Text' feature which is listed in the main application 'Edit' menu; simply select it from the menu and all text relating to the current Client is then "cleaned-up". This feature also works if working with text elsewhere in instantAdmin.

Client ID: Each client is given a unique (sequential) client ID number for your own use, this can be modified to your own preference and can include a combination of letters and numbers.

Selecting a Group: Clients can be divided into a maximum of nine groups, the default group is 'Standard', you select the group by clicking on the group name and selecting from the drop down menu. To change the group names click on the small arrow button to the left. Grouping clients can be useful for quickly finding your key clients and creating a mailing list to invite a select few to a promotional event for example.

Setting the Status: Client Status has three settings...

'Active' which is the default indicates all is well and that correspondence is expected if the client is included in a mailing list.

'Suspended' - select this if the clients account with you is in dispute for financial or legal reasons and you no longer wish to do business with them until the dispute is settled or payment received. Clients with a 'Suspended' status will not be included in any bulk mailings.

'Inactive' - this indicates that you don't currently have a business relationship with the client. Clients with an 'Inactive' status will not be included in any bulk mailings.

Setup Date: The date your client opened their account with you or first ordered from you. If you wish to change the date click on the small calendar icon to the right of the date and select from the calendar or alternatively just type the date in directly.

Note: When changing the month or year on the calendar make sure you follow this by clicking on a day even if the correct day is highlighted otherwise the date in the date field won’t change.

Address: The client's primary office or trading address.

Telephone: The client's main office reception number.

Web Site: The client's primary web site address.

Primary Contact Details: The contact details of the person you usually deal with (you can add further contacts for this client later).

Mailing List: The default is 'Yes' but if you have multiple contacts for a particular client you might not want all of them to receive mail when sending bulk mailings. So if you don't want this particular contact to receive general mailings set 'Mailing List' to 'No' by clicking on the blue circle.

When all details have been entered click 'FINISH' to confirm and you'll be taken back to the main client page, otherwise select 'Cancel'. Note: Client details can be modified directly at any time but the client record itself can't be deleted.

instantAdmin allows each client to have multiple contacts associated with them. If you have additional contacts for this client click the 'Add NEW Contact' button to enter their details. You can then select the relevant contact for the client from the 'Select Contact' pop-up menu.

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