Managing Clients

This tutorial covers how to add, organize, and manage your client base in CleanDayCRM.

Adding a New Client

1. Go to Clients in the sidebar.
2. Click New Client.
3. Fill in the client details:

Required

• Name -- the client's full name

Recommended

• Email -- for invoices and email notifications
• Phone -- for SMS reminders and payment links
• Tags -- labels for organizing (see below)

Optional

• Notes -- general notes about the client (visible to your team)
• Insurance Info -- if the client has insurance coverage for cleaning

4. Click Save (or continue to add an address).

Adding Addresses

Each client needs at least one address for booking jobs.

1. On the client detail page, click Add Address.
2. Fill in:
   • Label -- "Home", "Office", "Vacation Home", etc.
   • Street, City, State, Zip
3. Optionally add Property Details:
   • Property type (Single Family, Condo, Apartment, Townhouse)
   • Square footage
   • Bedrooms, Bathrooms, Floors
   • Year built
4. Add Cleaner Notes (visible to assigned cleaners):
   • Parking Info -- "Park in driveway, not on street"
   • Gate Code -- "Gate code is 1234#"
   • Pet Info -- "2 dogs, friendly but bark a lot"
   • Preferences -- "Remove shoes, use back door"
5. Click Save Address.

You can add multiple addresses per client. When booking a job, you select which address.

Using Tags

Tags help you filter and organize clients. Some useful tag conventions:

Filtering by Tags

On the Clients page, use the search or filter options to find clients by tag. This is useful for:

• Finding all VIP clients
• Identifying inactive clients for win-back campaigns
• Filtering insurance clients for billing

Setting Up Client Preferences

For personalized service, add detailed preferences to the client profile.

1. Open the client's detail page.
2. Go to the Preferences section.
3. Fill in as many fields as relevant:

Cleaning

• Cleaning Sequence -- "Start with master bedroom, then kitchen"
• Focus Areas -- "Extra scrub on kitchen floor and bathroom tiles"
• Areas to Avoid -- "Don't touch papers on home office desk"

Products

• Allergies -- "Allergic to bleach-based products"
• Preferred Products -- "Uses Mrs. Meyer's, supplies are under kitchen sink"
• Scent Preferences -- "Lavender is fine, no lemon or citrus scents"

Pets

• Pet Handling -- "Golden retriever named Max, keep in backyard during cleaning"
• Pet Feeding -- "Feed cat at noon if cleaning takes over 2 hours"

Entry

• Key Location -- "Spare key under the gray flower pot by the back door"
• Alarm Code -- "4567, disarm within 30 seconds of opening door"
• Entry Instructions -- "Use side gate to backyard, then back door. Front door lock is broken."

Communication

• Contact Method -- SMS, Email, or Phone
• Language -- if the client prefers a specific language

Special

• Special Requests -- "Please water the orchid in the living room"
• Things to Know -- "Upstairs toilet runs if you jiggle the handle"
• Temperature -- "Keep AC at 72 degrees"

Insurance Clients

For clients covered by insurance (e.g., Helper Bee's):

1. Open the client profile.
2. Toggle Has Insurance on.
3. Fill in:
   • Insurance Provider -- "Helper Bee's", "Blue Cross", etc.
   • Referral ID -- the insurance referral or member ID
   • Insurance Payment Amount -- what the insurance covers per visit (e.g., $125)
   • Standard Copay Amount -- what the client pays (e.g., $50)
   • Copay Discount -- any discount on the copay (e.g., $10 off)
   • Copay Notes -- special arrangements

When creating bookings for insurance clients, the insurance and copay amounts are tracked separately on the job.

Referral Codes

Each client can have a unique referral code.

1. Open the client profile.
2. The Referral Code is auto-generated (e.g., "JOHN-ABC123").
3. Share this code with the client.
4. When someone books using their code, both parties earn credit.
5. Track referral stats on the client profile: total referrals, credits earned/used, current tier.

Birthday and Anniversary Tracking

Add personal dates for automated greetings:

1. Open the client profile.
2. Add their Birthday and/or Anniversary.
3. For anniversary, select the type: First Booking, Wedding, or Custom.
4. Enable or disable Birthday Greetings and Anniversary Greetings.

The system automatically sends personalized messages on these dates (requires SMS or email integration).

Editing and Deleting Clients

Editing

1. Open the client from the Clients list.
2. Click Edit or directly modify fields.
3. Save your changes.

Deleting

1. Open the client profile.
2. Click Delete Client.
3. Confirm the deletion.

Deleting a client removes all their addresses, bookings, and invoices. This cannot be undone. Consider tagging them as "Inactive" instead if you might need the data later.

Marketing Opt-Out

If a client asks not to receive marketing messages:

1. Open their profile.
2. Toggle Marketing Opt-Out on.
3. They will be excluded from all campaigns and promotional messages.

Note: Operational messages (booking confirmations, reminders, payment links) are still sent regardless of opt-out status.

Next Steps

• Scheduling Jobs -- book jobs for your clients
• Payments and Invoices -- collect payments