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Client Management

Client Management

Client Management helps you onboard clients, define their sites and contracts, and grant the right portal access so every other module has accurate context to work from.

Last updated February 2026

Overview

When to Use This

  • You onboard a new client and need operational structure before scheduling.
  • You need contract terms that drive billing behavior.
  • You need controlled portal access for client stakeholders.

Model

Core Concepts

Client Management uses the following objects and relationships as its operating model.

Organization

Top-level client entity that owns sites and contracts.

Persisted Data
Legal name, billing profile, account status.
State Changes
Prospect, active, paused, archived.

Site

Physical service location under an organization.

Persisted Data
Address, timezone, post map, emergency contacts.
State Changes
Active, limited, closed.

Contract

Commercial agreement tied to organization or site scope.

Persisted Data
Rate model, terms, invoicing cadence, overtime policy.
State Changes
Draft, active, expiring, terminated.

Portal User

Client-side user scoped to organization or site visibility.

Persisted Data
Role, allowed features, invitation history.
State Changes
Invited, active, suspended.

Role Requirements

  • Account managers create organizations and contracts.
  • Operations leads manage site-level settings and contacts.
  • Portal invitations require elevated client-access permissions.

Side Effects

  • Contract activation updates default billing rates.
  • Site archive actions remove sites from new scheduling.
  • Portal permission changes affect report visibility immediately.

Notifications

  • Contract expiration reminders route to account owners.
  • Portal invites and resets notify client contacts.
  • Critical site contact changes can notify dispatch teams.

Automation Hooks

  • Contract terms are consumed by billing calculators.
  • Site timezone settings drive schedule rendering.
  • Client status changes can suspend downstream workflows.

Flow

How It Works

  1. 1

    Create an organization with billing and ownership metadata.

  2. 2

    Add one or more sites with timezone and service details.

  3. 3

    Attach active contracts with rate and invoicing rules.

  4. 4

    Invite client portal users with scoped permissions.

  5. 5

    Use these records as dependencies in scheduling and billing.

Walkthrough

Example

Scenario

A retail chain signs a six-site contract with different weekend rates.

Walkthrough

  1. 1

    Account manager creates organization record and six site profiles.

  2. 2

    Contract is configured with weekday, weekend, and holiday multipliers.

  3. 3

    Portal users are invited with site-limited report access.

  4. 4

    Schedulers publish shifts per site using contract-aware defaults.

  5. 5

    Billing generates invoice lines with site-specific rates.

Outcome

Operational setup is complete and financial outputs match contract terms.

Watch Out

Edge Cases / Gotchas

  • Changing contract rates does not backfill already-approved billing lines.
  • Portal users with organization scope can access every linked site report.
  • Deleting a site with historical shifts should use archive, not hard delete.
  • Cross-tenant contract reuse is prevented by design.