Clients

Everyone who works with client records uses Clients. It covers individual clients, business clients, contacts, and client groups.

Employees: start with Find a client, Apply a quick filter, and When you’re assigned to a client.
Managers and admins: Change a client’s status, Import clients or contacts, and Export clients or contacts need edit, import, or export access.

Before you start

Confirm your account can open Clients.
If a tab or action is missing, see Permissions and Visibility.
For import and export, confirm you are on the right tab before changing or downloading records.

Open Clients

Sign in to Assisterp.
Select Clients from the left sidebar.
Choose the tab you want to work in.

The Clients area can include:

Individual for individual client records.
Business for business client records.
CRM for contact records.
Groups for client groups.

What you can do on a client record

Select a row to open a client record. From there, the tabs let you work with the client without leaving the page:

Home: review profile details.
Communication: review client messages.
Notes: keep internal notes.
Files: see Client files.
Tasks: see Tasks and subtasks.
Transactions: review payments and transaction history.
Wallet: see Wallet and retainer invoices.
Jobs: see Jobs and pipelines.
Invoice: see Invoices and payments.
Time Sheet: see Time Sheet.
Contracts: see Contracts.
Meeting: review client meetings.
Services: review services connected to the client.

Change a client’s status

A client record on Individual or Business is Active, On Hold, Inactive, or Dissolved. Firm owners, admins, and staff with edit access to the client use the steps below to change it. Every change needs an effective date and a reason, and Assisterp keeps a history of each change.

What each status means for the client’s work:

Active: new services, tasks, schedules, invoices, and workflow jobs can be created, and automated work runs.
On Hold: new work can still be created, but automated tasks, schedules, invoices, and workflow actions are paused.
Inactive and Dissolved: new services, schedules, invoices, and workflow jobs cannot be created for the client, and automated work is paused.

A status change does not delete or edit the client’s existing records.

Open the client record.
Under the row of record tabs, select the bar that shows the client’s name and client code to open Profile Details.
Open the status dropdown, which shows the client’s current status, and choose the new status. If the dropdown is greyed out, you do not have edit access to this record.
In Change Status, check New Status, set the Effective Date, and enter a Reason. All three are required. The effective date can be today or an earlier date, not a future date.
Select Review Changes.
Read the summary. It shows the old and new status, the number of the client’s services, invoices, tasks, and schedules, and a notice about what the new status means for automated work and new activity.
When you move a client back to Active from On Hold, Inactive, or Dissolved, choose a Recurring job resume option. Create missed periods creates the periods that were missed during the pause once automation resumes. Resume from current period does not create the periods that were completed during the pause.
Select Confirm Status Change. Select Back to change your answers, or Cancel to close the window without changing the status.

To see earlier changes, select View Status History in Profile Details. Status History lists each change with the old and new status, the Effective Date, the reason, who made the change, and when it was recorded.

The Status column and the Status filter on Individual and Business show all four statuses. The Active Clients and Inactive Clients quick filters cover only those two statuses.

Find a client

Use the search option that matches the tab you are on.

On Individual, Business, and CRM, use the Search boxes in the table column headers when they are visible. Each box narrows the list by that column. Depending on the tab, searchable columns include client code, email, phone number, folder number, business number, or contact code.
Use the Add a filter bar when you need a more specific search, such as status, tags, account manager, assigned member, business type, marital status, date of birth, or created date.
On Groups, use the main Search … field to find groups.

Select a row to open the record. If the row does not open, you may not have permission to view that record.

Apply a quick filter

Quick filters are shortcuts for common client lists.

Open Individual, Business, or CRM.
Select a quick filter above the table.
Review the filtered results.
Select the same filter again, or remove its chip from the filter bar, to return to the broader list.

Common quick filters include My Clients, Active Clients, Inactive Clients, and Today Created. Individual also offers marital-status filters. CRM offers contact type, gender, and active or inactive contact filters.

Build a filter

Use filters when a quick filter is not specific enough.

Open Individual, Business, or CRM.
Select Add a filter.
Choose the field to filter by.
Choose the operator, such as contains, equals, is empty, or a date comparison.
Choose or enter the value.

Assisterp adds the filter as a chip in the filter bar. Select the chip to edit it, or select the × on the chip to clear it.

Filters can be combined. For example, you can filter business clients by Status, Account Manager, and Business Type before exporting a targeted list.

To reuse a set of filters later, or to share it with your team, see Save a filter for reuse.

Sort the client list

You can sort from the table or from the Sort action.

Sort by one column

Find a sortable column in the table header.
Select the ascending or descending arrow.

Use this for a quick one-column sort, such as newest records first or client code order.

Sort by multiple rules

Select Sort.
Choose a Column.
Choose Ascending or Descending in Order By.
Select the plus icon to add another sort rule. Select the trash icon next to a rule to remove it.
Drag a rule by its handle to change its priority when more than one rule is active.
Select Apply.

Use Reset All in the sorting window to clear sorting and return to the default list order.

Import clients or contacts

To bring in many records from a spreadsheet, see Import clients or contacts. The flow differs by tab: Individual and Business upload the file and process in the background; CRM previews each row so you can start, stop, or skip during processing.

Export clients or contacts

Use export when you need a downloadable list of client or contact records.

Open Individual, Business, or CRM.
Apply any search, filters, or sorting you need first.
Select Export.
In Download File, choose All Records or Filtered Records.
Open Select Columns and choose the columns you want to include, if it is shown.
Enter the No. of Records and Enter Page Number values.
Choose Excel or JSON format.
Select Download.

If filters are active, Assisterp defaults the export to Filtered Records. Switch to All Records only when you intentionally need a broader export.

On Individual and Business, the export includes the assigned employees. Account Manager, Assistant, Bookkeeper, and Communicator show each person’s name, and Account Manager Code, Assistant Code, Bookkeeper Code, and Communicator Code show their employee codes.

Some exports may include sensitive client data. Review the selection before downloading and store exported files according to your firm’s privacy policy.

Troubleshooting

Missing tab or action: ask an administrator to review your Clients permissions.
Search does not return the expected client: clear column searches, remove filter chips, and refresh the list.
Results still feel narrowed: check quick filters, the filter bar, and the sorting window.
An import or export option says “coming soon”: you may be on a tab that does not support it. Use Individual, Business, or CRM for client or contact imports and exports.

First Day in Assisterp helps new team members find the main work areas.
Employees and Roles covers access when a client action or tab is missing.
Permissions and Visibility explains why tabs and actions may be hidden or disabled.

When you’re assigned to a client

Employees: this section explains what it means when your manager names you on a client. Each client record has four staff roles — Account Manager, Assistant, Bookkeeper, and Communicator — shown on the Assigned Member’s Details card on the client’s home page. Managers set them as described in Assign staff to a client.

You can see the client. If you’re not an administrator, you see only the clients you have access to — the ones you’re assigned to in any role, plus clients in a client group you belong to. Administrators see every client.

If you’re the Account Manager, a few more things follow:

My Clients on the client list shows the clients where you’re the Account Manager. It doesn’t include clients where you hold one of the other three roles.
Jobs for the client show you as their account manager, so they appear under My Jobs on the Jobs list. See Jobs and pipelines.
Task invitation emails for the client’s tasks are sent from your email address.

Assistant, Bookkeeper, and Communicator identify who works on the client. You can filter and export the client list by them. Being named on a client doesn’t put its tasks in My Tasks — that tab shows the tasks where you’re an assignee.

To find the client’s work, open the client record and use its Tasks and Jobs tabs.