Difference between revisions of "Client Management"

From WHMCS Documentation

(→‎Changing a Clients Status)
 
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==Adding a Client==
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{{Client Management}}
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To add a new client, go to Clients > Add New Client.  You will then be presented with the Add New Client form.  You can choose whether or not to send the client a welcome info email using the tick box at the bottom of the page.
 
  
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==Adding a Contact==
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The client profile in the WHMCS admin area displays all of a client's information, their products and services, their support ticket history, invoices, and other important details.
  
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To add a new contact, begin by locating the client in your WHMCS and entering their Clients Summary page and then click on the Contacts tab.  If they already have existing contacts setup, the first of these will be shown - in this case, you need to choose Add New from the dropdown menu.  If they don't have any contacts setup then you can just proceed with entering the details of the new contact.
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You view a list of clients at '''Clients > View/Search Clients'''. Then, access the client profile by clicking on the desired client, by searching for the client, or by clicking the client's name in many other places throughout WHMCS.
  
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The minimum required fields are First & Last Name and Email Address.  The other fields are optional when adding a contact from the client area.  You will see an Email Notifications section with 5 checkboxes for each of the five email categories that you can assign this contact to.  Just tick the boxes for the email groups you want this contact to receive.
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== Client Profile Tabs ==
  
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Once completed, simply click the Add Contact button to complete the process.
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The client profile displays information in several tabs:
  
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==Changing a Clients Status==
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* '''[[Clients:Summary_Tab|Summary]]''' — The client's details, some quick billing and service statistics, quick links to common management actions, and a list of services, domains and addons.
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Rather than deleting a user you would normally just change the users status for record keeping purposes. To do this, go to the Profile tab of the client you wish to change and then select the status you want in the dropdown box. Then click the Save Changes button to save the new status.
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* '''[[Clients:Profile_Tab|Profile]]''' — The client's contact details (for example, name and address) and options for billing behaviour.
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* '''[[Clients:Users_Tab|Users]]''' — The users who can access and manage this client account and options to manage them. We added this tab in WHMCS 8.0.
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* '''[[Clients:Contacts_Tab|Contacts]]''' — The client's contacts and sub-accounts and options to manage them.
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* '''[[Clients:Products/Services_Tab|Products/Services]]''' — The details for all of the client's services and the tools to edit, upgrade or downgrade, move, or delete services and run module commands.
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* '''[[Clients:Domains_Tab|Domains]]''' — The details of all a client's domains, as well as the ability to edit nameservers and WHOIS details, apply and remove the registry locks, and move and delete domains.
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* '''[[Clients:Invoices_Tab|Invoices]]''' — The client's invoices, tools for searching within them, and options for bulk invoice management.
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* '''[[Clients:Quotes_Tab|Quotes]]''' — The client's quotes and the ability to create, edit, and delete quotes.
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* '''[[Clients:Transactions_Tab|Transactions]]''' — A summary and list of the client's transactions and the ability to create, edit, or delete transactions.
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* '''[[Clients:Tickets_Tab|Tickets]]''' — Statistics and a list of the client's tickets and the ability to open a new ticket on the client's behalf.
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* '''[[Clients:Emails Tab|Emails]]''' — A list of emails that you sent to the client via WHMCS.
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* '''[[Clients:Notes Tab|Notes]]''' — The notes admins have added about this client.
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* '''[[Clients:Log Tab|Log]]''' — Log entries that relate to this client.
  
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Active - Can login and has active services
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==Common Actions==
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Inactive - Can login but has no active services currently
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Below are some common client management tasks you are likely to perform, with direct links to the relevant section of the documentation:
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Closed - No active services and cannot login to the client area
 
  
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Please note: This would not stop invoicing if the Product Status is still active
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* [[Clients:Summary_Tab#Reset_.26_Send_Password|Resetting a client's password]].
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* [[Clients:Summary_Tab#Credit_Card_Information|View, change, or remove a client's credit card number]].
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==Managing Credit==
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* [[Clients:Summary_Tab#Merge_Client_Accounts|Merge two client accounts]].
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You may want to add credit to a client if they overpay one month or if you have some downtime which you want to provide credit for. With WHMCS, you can give the client a credit balance and when their next invoice is generated, this credit will be automatically applied to it. If the credit is enough to cover the entire invoice, the invoice is automatically marked paid. Otherwise, the total amount due is just decreased by the required amount.
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* [[Clients:Summary_Tab#Close_Clients_Account|Close or delete a client's account]].
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* [[Clients:Summary_Tab#Mass_Updating_Services.2FAddons.2FDomains|Change the renewal date of multiple services at once]].
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===Issuing Credit to a Client===
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* [[Clients:Summary_Tab#Invoice_Selected_Items|Generate a product renewal invoice early]].
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* [[Clients:Profile_Tab#Billing_Contact|Display a different set of contact details on invoices for a client]].
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Begin by going to the Clients Summary page for the client you wish to add Credit to
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* [[Clients:Contacts_Tab|Create login details for individual staff members of a client's organisation]].
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On the Quick Links section, click the link "Manage Credits"
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* [[Clients:Products/Services_Tab#Payment_Settings|Change how much and how often to bill a client for a service]].
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In the popup window that is displayed, click the Add Credit button
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* [[Clients:Products/Services_Tab#Cancelling_a_Service|Cancel a service]].
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Enter a description for the credit for your records and the amount of credit to add and click "Save Changes"
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* [[Clients:Products/Services_Tab#Upgrades.2FDowngrades|Upgrade or downgrade a service]].
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The credit will be added to the clients balance and credit entry shown on the credits list
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* [[Clients:Products/Services_Tab#Moving_a_Service_to_another_Client|Move a service to another client]].
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Manually Altering the Credit Balance
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* [[Clients:Domains_Tab#Domain_Specific|Change a domain's nameservers or WHOIS contacts]].
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* [[Clients:Domains_Tab#Moving_a_Domain_to_another_Client|Move a domain to another client]].
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===Manual Adjustment===
 
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If you don't want to log the adding of credit to a client or just want to make an adjustment to the credit balance of a user, simply go to their Clients Profile.  From there, you can edit the Credits Balance field  to change the amount of credit the client has available.
 
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==Merging Clients==
 
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To merge two seperate client accounts into one, locate the first of the clients and click the "Merge Client Accounts" link in the Actions section of the Client Summary panel. You will then be presented with a popup window which allows you to select the other client to merge with and choose which client profile is kept and which is discarded with the merge to client 1 or merge to client 2 selection option.
 
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==Deleting a Client==
 
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Deleting a client removes everything related to that client from the WHMCS database except for transactions. They are considered income that isn't being refunded just because the client is being removed. To delete the client, begin by clicking the Clients tab on the Administration Menu Bar.  Browse for the client you wish to delete and click their name to enter the Clients Summary page.  From here, click Delete Client in red from the Quick Links section of the summary page.  You will be asked to confirm you want to delete the user and after confirming the user will be removed and you will be returned to the Clients List.  Should you wish to remove their transactions aswell, you should do this before deleting the client from the Transactions tab.
 

Latest revision as of 17:22, 21 April 2022

Client Management
Summary Tab | Profile Tab | Users Tab | Contacts Tab | Products/Services Tab | Domains Tab
Billable Items Tab | Invoices Tab | Quotes Tab | Transactions Tab | Tickets Tab | Emails Tab | Notes Tab | Log Tab |


The client profile in the WHMCS admin area displays all of a client's information, their products and services, their support ticket history, invoices, and other important details.

You view a list of clients at Clients > View/Search Clients. Then, access the client profile by clicking on the desired client, by searching for the client, or by clicking the client's name in many other places throughout WHMCS.

Client Profile Tabs

The client profile displays information in several tabs:

  • Summary — The client's details, some quick billing and service statistics, quick links to common management actions, and a list of services, domains and addons.
  • Profile — The client's contact details (for example, name and address) and options for billing behaviour.
  • Users — The users who can access and manage this client account and options to manage them. We added this tab in WHMCS 8.0.
  • Contacts — The client's contacts and sub-accounts and options to manage them.
  • Products/Services — The details for all of the client's services and the tools to edit, upgrade or downgrade, move, or delete services and run module commands.
  • Domains — The details of all a client's domains, as well as the ability to edit nameservers and WHOIS details, apply and remove the registry locks, and move and delete domains.
  • Invoices — The client's invoices, tools for searching within them, and options for bulk invoice management.
  • Quotes — The client's quotes and the ability to create, edit, and delete quotes.
  • Transactions — A summary and list of the client's transactions and the ability to create, edit, or delete transactions.
  • Tickets — Statistics and a list of the client's tickets and the ability to open a new ticket on the client's behalf.
  • Emails — A list of emails that you sent to the client via WHMCS.
  • Notes — The notes admins have added about this client.
  • Log — Log entries that relate to this client.

Common Actions

Below are some common client management tasks you are likely to perform, with direct links to the relevant section of the documentation:

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