Adding a Client

Any number of clients may be added to the system for tracking projects, jobs, etc. To add a client, first click on Clients in the toolbar and then click on New Client in the upper right corner of the clients screen.

The following sections have been provided to assist with adding clients to the system:

Enter Basic Information

After clicking on New Client, you will be presented with an entry form. Only the items with an asterisk are required; however, the more you enter into the system, the easier the client will be to manage.

Name and Email

Required items include a Name and Email. Additional fields on the entry form are optional for adding clients to the system. 

• Name - Either the name of the company or the individual when a freelance provider.
• Email - Should be the primary contact's email information. 

Client Type

Additionally, you can configure the type of client by using the Type drop-down menu. The client types is helpful in identifying the client in the system and can be configured as a corporation, translation agency, freelance translator, etc. Each is noted in the client screen by a specific icon. 

Separate Billing Address

Address information may be entered as part of the contact information. If the billing address is different from what has been entered in the top portion of the entry form, you can tick the checkbox next to Enter separate billing address and enter an alternative billing name, address, email, etc. 

Creating a Login

If you have the client portal, then a login can also be created for the client when they are entered into the system. A login is not required and does not apply if you are not using the client portal. 

To create a login, tick the checkbox next to Create a login for this company and then fill in the required information. This includes: 

• Last/First Name - Should be the client's main contact or the freelancers name. 
• Email - The email of the entered user. For agencies or corporations, this will be the email of the primary contact for which the login is being created.
• Login - A User ID that will be used with the password for logging into the client portal. 
• Password - The password for logging in. You will need to retype the password and a visual indicator is provided to show strength. 
• User Profile - This define's the users access rights when logging into the system. 

To choose a user profile and define access rights, click on the drop-down menu and then click on the desired selection. You have three options: 

• External Client - Any client who will be submitting requests for translation, communicating with the team, and downloading deliverables. 
  
  
• External Worker - Anyone who will be completing translations, revisions, proofreading, etc. These users are able to access documents and other items specifically for completing their work. 
  
  
• External Client and Worker - Able to submit translation requests and work on jobs, which is beneficial when the client will be working on the project as well. This could be making revisions or approving completed work. 

When you create the first login, either External Client or External Client and Worker are the best options. Additional users may be given the External Worker profile. 

Save the Client

Once all information has been entered, click on Save in the upper right corner to finish adding the client to the system. 

The client will appear as shown below and additional information can be viewed or configured after they have been added to the system.

Additional Actions

After the client has been added, you will be able to view the client's information and make changes as needed. Four tabs reside at the top: 

• Client Tab - View basic client information, contact details, billing information, etc.
• Pricing Tab - View, add, or change pricing information.
• People & Logins Tab - View current user information and add users, disable logins, remove users, etc.
• Documents Tab - Manage reference documents that pertain to the client. 

In the upper right corner, you will see the following options:

• Calendar - Access the calendar for the client.
• Projects - View a list of the client's current projects.
• Delete - Remove the client from the system. 
• Edit - Make changes to the client.

Underneath the client name, you can also view the login status or click on Manage Logins to view current users for the client portal. A green circle with a checkmark shows the client has a login and a red circle with a dash shows they do not have a login. 

At the bottom of the screen, you can click on one of the following options to view more information about the client:

• Contact Details - View contact information including the name, email, phone, address and language. Click on the email address to send the client a message. 
  
  
• Billing Details - View billing address and email information. Click on the email address to send a message to the current billing email.
  
  
• Invoicing & Accounting - View current invoice and accounting settings for the client. If nothing has been configured, then the Default settings will be used. It is recommended to enter pricing information before making changes to these settings. 
  
  
• Translation Memories - Displays any translation memories for the client. If a new client, then a default translation memory will be the only item shown here. 
  
  
• Client Portal - Client specific settings for the client portal. This includes options for configuring the classic order form (enable/disable), the instant translation form, and the new order form.