A Client/Customer is any individual, organization, or household that uses your services or purchases your products. Clients/Customers are first created as constituents in Argenta, then designated as a client/customer.
From the main menu on the left side of the screen, choose Constituents (CRM) > Clients/Customers. This opens your full list of active Clients/Customers. From here, click the Add New button.
This opens the Designate A Constituent As A Client/Customer screen. To avoid duplicates, you designate an existing constituent as a client/customer here:
Start typing the constituent's name in the search box and select the matching constituent from the list. If the constituent is not already in your system, click the add icon in the search box to add a new constituent first.
Once you have selected a constituent, click the Add Client/Customer & Enter Details button. This designates the constituent as a client/customer and opens the Client/Customer Workspace so you can enter the rest of their details.
Client/Customer Details tab
The Details tab is where you enter the main information about your client/customer. The fields you can set here are:
- Record Level Permissions – Set As View Only: Turn on this switch to restrict the record to view-only access. Only the user who created the record, a master admin, or users you grant access to on the Record Permissions tab will be able to edit it.
- Record Level Permissions – Lock This Record: Turn on this switch to lock the record so that users cannot view or update it unless they created it, are a master admin, or have been granted access on the Record Permissions tab.
- Constituent information: The constituent's name, contact details, and photo appear at the top of the tab. You can update this information directly here.
- This Client/Customer Is A Service Agency: Turn on this switch if this client is a service agency. A Service Agency is a client you provide services to, typically as part of a contracted relationship, which differs from a typical consumer or customer.
- Active Date: The date this client/customer became active. This is a required field. You can type a date or use the calendar selector.
- Current Status: Set the status to Active or Inactive. If you set it to Inactive, the Inactive Date and Inactive Reason fields become available, and the Inactive Date is required.
- Client Code: If your organization uses specific client codes, type the code here.
- Customer Description: A free-text description of the client/customer.
- Preferred Payment Method: Choose the client's/customer's preferred payment method from the drop-down list.
- Assigned To (Team Member): Start typing a team member's name to assign this client/customer to them. Leave blank or clear it if no one is assigned.
- Acquisition Source: Select how your organization originally acquired this client/customer. These options are classification codes; you can add or edit them under Classification Codes in the main menu.
- Chapter, Division, and Department: Assign the client/customer to a chapter, division, and/or department within your organization using the drop-down lists.
- District and Precinct: For political organizations, assign the client/customer to a district and precinct. Select the district first, then the precinct.
- Associated Campaign: Start typing to associate this client/customer with a campaign in your system.
- Financial Information: Enter financial details such as yearly income or budget.
When you are finished, click Save All Changes to save and stay on the record, or Save All & Exit Record to save and return to your list of Clients/Customers. You can also Delete This Record or choose Cancel & Exit to leave without saving.
The other workspace tabs
Along the top of the Client/Customer Workspace you will find additional tabs for managing everything related to this client/customer. The tabs available are:
- Connections: View the constituents and records connected to this client/customer.
- Client/Customer Contacts: Manage the contact people associated with this client/customer.
- Delivery Info: Record whether this client/customer accepts deliveries, along with delivery times, the expected number of deliveries per month, and any special delivery instructions.
- Terms of Agreement: Record the terms of agreement for this client/customer.
- Training: View the training tracks this client/customer is part of.
- Past Due Invoices: View any past-due invoices for this client/customer.
- Meeting Minutes: View and add meeting minutes for this client/customer. For more help, see our Add Meeting Minutes article.
- Client Checklists: Build and manage checklists for this client/customer. Click Add New to create a checklist, name it, and save it; then open it to add unlimited items.
- Status Logs: Review the history of status changes for this client/customer.
- Follow-Up: View and create follow-ups. A follow-up records a team member, a reason, the follow-up date and time (which is added to your calendar), an optional notification reminder, and an optional second email address to notify.
- Notifications: Manage notifications related to this client/customer.
- Email Log: View all emails sent to this client/customer through Argenta.
- Contact Log: View and log contacts with this client/customer. Each log entry records the date of contact, the team member involved, an optional engagement type, and the details of the contact.
- Client Files: Attach an unlimited number of files to this client/customer. Save your changes first, then browse for a file or drag and drop it into the file box and save it.
- Client Notes: View and add notes for this client/customer. Click Add New, type your note, and save it.
- Record Permissions: Control who can view and edit this record (see below).
Some tabs only appear for certain organizations. For example, a Volunteer Bakes tab and a Mission Projects tab are available to specific teams whose accounts are set up to use them.
Record Permissions tab
The Record Permissions tab has two panels:
- View Only Access: When a record is set to View Only, only master admins and the users listed in this panel can edit it. To grant a user edit access, start typing their name in the Add User box, select them, and click Add.
- Locked Record Access: When a record is locked, only master admins and the users listed in this panel can view or edit it. To grant a user access, start typing their name in the Add User box, select them, and click Add.
To remove a user from either panel, click the remove icon next to their name.