Client Management Workflow

Overview

This workflow covers the full lifecycle of a client record in MyApprentice for a team business — creating a new client, keeping their details up to date, searching for and viewing existing clients, reviewing a client’s linked history, and deleting a client record where required. The Client Library is your central list of every customer, and a client record is the foundation for the quotes, jobs, and enquiries you raise for that customer. In a team business the Business Owner, an Admin user, or a Supervisor creates and maintains client records, while client history gives them shared visibility of a customer’s full record before quoting or scheduling new work.

Who This Workflow Is For

Business Owners, Admin users, and Supervisors managing the customer list. Business Owners, Admin users, and Supervisors can create and edit clients; deleting a client is limited to the Business Owner and Admin. Finance can create and edit clients but not delete them. Tradies and Apprentices can view a client’s details through a job they are assigned to.

Before You Start

You will need the client’s name (or business name), and ideally their contact name, email address, phone number, and address. None of these except the client name are mandatory, but email, phone, and address are strongly recommended — email is used to send quotes and invoices, and the address can be used for site details, scheduling, and billing.

End-to-End Workflow

Step 1: Create the client

A Business Owner, Admin user, or Supervisor creates the client.

1. Go to Clients in the left sidebar to open the Client Library, then select Add Client.
2. Enter the client or business name (this is the main identifier), the primary contact name where relevant, the email address, phone number, and address.
3. Complete any other fields shown on the form, then select Save. The new client appears in the Client Library and is immediately available to use in quotes, jobs, and enquiries.
   • If a permitted team member is part-way through creating a quote for a customer who does not yet exist, they can also create the client inline during that workflow — that client becomes a permanent record in the Client Library once the quote has been sent.

Step 2: Search for and view a client

When anyone on the team needs to find an existing client.

1. Open Clients and use the search bar at the top of the page. You can search by client name, contact name, email address, phone number, or address — these are the only searchable client fields.
2. Select the client’s name in the table to open their record. The Client Library table shows each client’s name, primary contact, address, and a Links column with quick-access counts for associated records.

Step 3: Edit the client

When a customer’s details change, a Business Owner, Admin user, Supervisor, or Finance user updates the record.

1. Open Clients, find the client using the search bar, and select their name to open the record.
2. Select Edit, update the relevant fields, and select Save.

Step 4: Review client history

From an open client record, the Business Owner, Admin, and Supervisors get shared visibility of the full context for that customer.

1. Select the linked record icons or counts to navigate directly to the client’s linked Quotes, Jobs, and Enquiries. This is useful when you need to confirm contact details, check what work has been quoted or done, or continue work for an existing customer before quoting or scheduling new work.

Step 5: Delete a client (where required)

If a client record is a duplicate, a test record, or no longer required, a Business Owner or Admin deletes it. Deleting a client is available to the Business Owner and Admin only.

1. Open Clients, select the client to open their record, and select Delete.
2. A confirmation window appears.
   • If the client has existing quotes or jobs, the confirmation window displays a warning so you can review before proceeding.
3. Select Delete to confirm or Cancel to stop.
4. Note that deleting a client is reversible — the record is kept and can be restored from Document History. Any linked quotes, jobs, and enquiries remain in place; they simply no longer show an attached client until the client is restored.

Common Issues & Limitations

• Deleting a client is reversible. Deleting a client does not erase their data — the client record is kept and can be restored from Document History. Linked quotes, jobs, and enquiries stay in the system and can still be worked on; they show no attached client until the client record is restored.
• Warning on delete. The delete confirmation window flags whether the client has existing quotes and jobs so you can review before confirming.
• Recommended fields. Email, phone, and address are not strictly required, but a missing email address means you cannot send quotes or invoices to that client.
• Search coverage. Search supports client name, contact name, email, phone, and address only.
• Inline-created clients. A client created inline while building a quote becomes a permanent Client Library record once that quote has been sent.
• Delete access. Only the Business Owner and Admin can delete a client record.

What Happens Next

Once a client exists, the team can create a quote for them (see the Quote-to-Job Workflow) or create a job directly (see the Job Management Workflow). The client record links these downstream records together, so the client’s quotes, jobs, and enquiries all remain visible from the client record.

Related Guides

• Quote-to-Job Workflow
• Job Management Workflow
• Feature Library — Clients