Clients

This section brings together all your current and prospective customers, as well as partners, suppliers, and even competitors: the people and organizations you work with or could work with in the future. In the video, Zeela shows how to create a client manually, as a company or an individual, and how to set up reminders for important calls and meetings.

A client is the card of an organization or an individual in the CRM database. In the interface and in conversation the same record is called a company, a customer, or a lead; a lead is a client you have only just started working with. Contact persons, tasks, deals, documents, financial transactions, and correspondence are all linked to the card.

What you can doWhat you can do

• View the dashboard for a period
• Understand where the plan and progress come from
• Work with the list of companies
• Change several records at once
• Find a client by refined criteria
• Merge duplicates
• Sort out forgotten companies
• Build charts for a period
• Set up automatic actions
• Create a client and fill in the card
• Understand how type differs from status
• Add client company details
• View the work history with a client
• Add custom fields
• Hand a client over to another employee
• Understand what is not available to everyone

DashboardDashboard

A section with ready-made indicators and a calculated number of records. The tab works the same way in every section and is described in the Dashboard article.

The row above the blocks is your filters. System filters do not appear here; only the ones you created yourself are shown. Clicking a filter, for example Potential, opens the List with that selection already applied.

The pink eye icon in the upper right corner edits the dashboard: check the blocks you want on the tab and uncheck the ones you do not need. The neighboring icon with three lines takes you to the List, the same as the "List" button in the section's top menu.

Clicking a number box in the Client indicators block also opens the list, but with a filter enabled. For example, from the Mine box you go to a list of only your own clients.

Where the plan and progress come fromWhere the plan and progress come from

The Leads and My progress blocks show not just numbers but plan completion. The plan itself is set in the settings, in the KPI scenario: Settings → Users → KPI.

Each row of the window is one indicator:

Column	What it sets
Name	How the indicator is labeled on the dashboard: "Leads", "Incoming payments", "Client meetings"
Module	Where the records are counted from: clients, finance, tasks, and other sections
Type and Status	Which records to count. Any means all of them
Value type	What to add up: the Count of records or their Amount
Count records	Whose result: the whole company, a department, or an employee
Per month	The monthly plan, the number the actual result is compared against

The All / Assigned to me switch at the top of the window shows either all of the company's indicators or only yours.

Your own result is visible not only on the dashboard: an indicator with your photo and completion percentage is always shown in the lower right corner of the screen, on every page of the application. Clicking it opens a window with your personal indicators, and from there you can drill down into the details of each indicator in the scenario.

ListList

A table view of the list of companies. Clicking a client's name opens its card. Right-clicking a row opens the record menu, from which you can send the client to the trash without opening the card.

In the top panel of the list:

Element	What it does
Search	Finds a record by the given parameters, read more
Filter	Screens out the excess: only what matches the condition stays on the screen
Sort	Arranges the list alphabetically
Settings	Goes to the settings of this section
Column selection	The pink eye icon on the right: which fields to show on the screen. Check the ones you need or uncheck the extra ones; your custom fields are in the list too
Add	Creates a client, task, deal, document, and more
Bulk actions	Actions on several checked rows at once, read more

Columns can be rearranged: drag a column name with the mouse to the desired position in the row.

The Settings button in a section leads only to the settings of that module. The full list of application settings is collected in a separate administration service.

Bulk actionsBulk actions

Bulk actions are performed in the List view; there are none in the dashboard or charts.

Check one or more rows and perform an action for all of them at once:

• assign tags;
• hand over to another responsible employee;
• change the client type;
• change the client status;
• change the department;
• assign a task to the selected clients;
• send to the trash with the option to restore;
• merge the selected companies.

Searching clientsSearching clients

Each service has its own set of search fields. In Clients you search by name, contact person, contact person's job title, Tax ID, phone, and email, and the More button adds address, note, database code, and the period when the record was added to the database, the From and To fields.

The Contains and Equals conditions work the same way everywhere: the first finds by part of a word, the second finds exactly what you entered. Read more in Search in CRM.

DuplicatesDuplicates

If the Matches N indicator appears while you fill in a card, the system has found similar records. Two cards of the same client can be merged into one in two ways.

From the card. The ⋮ menu in the lower right corner of the card → Find duplicates in the database. The system looks for matches by email, phone, and name. Check the duplicate it found, and its data is moved into the card that is currently open. This matters: the open card remains the main one, and the card being merged disappears.

From the list. Check the cards, open Group actions → Merge selected companies, and follow the steps to choose which card the data is merged into.

Forgotten companiesForgotten companies

Forgotten are companies with no tasks scheduled for a future period. The system does not track this for every company, only for certain client types; the list is set in the Client type directory.

Forgotten companies are convenient to sort out in bulk: check them and hand them over to another employee or assign a task to all of them at once.

ChartsCharts

This subsection builds charts by various conditions.

The screenshot shows the Dynamics view: how many new clients were added to the database each month. Three years are selected at once and the lines are overlaid, so you can see in which months the inflow was higher or lower than the year before. At the top are the totals by quarter and for the year, and under each number is the growth or decline compared to the same period of the previous year.

Views are the list on the left: charts are built by different criteria of the selected module. Choose a view, the period you need, or another filter.

Every section has its own local analytics. Summary data across all sections will appear in a separate service, Analytics.

AutomationAutomation

The fourth tab of the top menu holds the scenarios the system runs for you. The green toggle next to the tab switches automation on and off as a whole: switch it off and the actions stop running, switch it on and they resume in about a minute.

For clients, the trigger consists of three parts:

Part of the trigger	What to choose
Database section	Clients
What happened	Add means a new card only, Change means an edit of an existing card only, Any means both
For which combination	The client's Assigned type and Set status. The status is required, the type can be left out

For example: a client is assigned the type "Landlord" and the status "Engagement", and an email is automatically sent to them, a deal is created, and an SMS is sent.

What you can hand off to automation: an email, an SMS, a task, a deal, or a change of the client's type or status. How the trigger is defined, how each action is configured, and how to read the scenario tree are covered in Automation. Completed actions are visible in the log.

Client cardClient card

The card holds all the information about the client, but to create a client, a name and a phone number are enough. The video at the top of the page shows manual entry and a task reminder.

How to create a clientHow to create a client

WorkZeal is a set of applications combined into one ecosystem, so it does not matter which section you are in right now: you can add a lead from any of them. There are four ways.

Way	How it works
Automatically	The client leaves their details in a web form on your website, or the record comes in via the API: the client add method creates the card from an external system
Through automation	For example, an email arrives in a mailbox with lead generation connected, and a scenario creates the card itself
From a chat	The client wrote in a messenger: the card can be created right in the conversation, and when it ends the system offers to do so itself
Manually	Classic entry via the Add button
By import	A ready list from Excel: Settings → Import → Clients, read more in Import

Manual entryManual entry

1. Click Add and choose the type: legal entity or individual. The set of fields depends on this choice.
2. If the company details are known, you can speed up entry: switch on the Get information from open sources toggle and enter just one thing: Tax ID, name, address, or the CEO's full name. The rest is filled in automatically.
3. If you have no details, a name and a phone number are enough. Fill in the rest later, as the data appears or the need arises.
4. The Matches N indicator next to a field, for example the phone, means the system has found a repetition. Decide what to do with it: leave it as is and create a new card, or open the card it found and continue working in it. Two cards of the same client can be merged.
5. Then move on to the next step, the contact person and other details, or click Add and close right away.

After saving, the system suggests what to do next: add the next client, go to the card, assign a task, add a deal, or simply close the window.

There are no required fields; the system will not stop you from saving the card. But keeping the data clean is up to you:

• in the Name, avoid the characters #, «», (): this field is used in search, and extra characters make it harder to find the client;
• the client name and the legal entity name are different things. The card may say "Landlord" while the payment details hold the organization's full legal name. A company can have any number of sets of company details.

Data from open sourcesData from open sources

Autofill works through the integration with the DaData service. The rule is simple: whatever is in open sources gets pulled in.

• The company was found: the data is filled in automatically.
• The company is not in the source: create it manually, the usual way.
• A foreign company: it will be found if it is present in open data, for example through a local branch. If not, enter it manually as well.

How the card is organizedHow the card is organized

The card gathers everything related to the client:

Tab	What is inside
Contacts	The client's contact persons, see Contacts
Tasks	To-dos for this client
Deals	All of the client's orders
Documents	Invoices, contracts, and other issued documents
Finance	All payments and expenses for the client
Marketing	Where the client came from: which ad campaign worked, UTM tags
Files	Attachments added to the card

Client dataClient data

Inside the Company tab, the data is laid out on four subtabs:

Subtab	What is inside
General	Name, client type and status, responsible person, website, note, and tags
Additional	Directory fields: category, line of business, information source, agent, plus your own custom fields
Addresses	The client's addresses; there can be several
Payment details	Sets of legal and payment details

The list of contact persons is on the Contacts tab; read about it in Contacts.

Type and statusType and status

The two fields work as a pair but are responsible for different things.

Type is how the database is segmented: who this client is to you. Customer, partner, supplier, competitor, archive.

Status is the state of the relationship within its type: an active or occasional customer, a verified partner, a supplier under review. The same status can be set for clients of different types.

Both lists are yours: the values are defined in the directories and adapted to your company's processes. The type also determines whether the client ends up in Forgotten, and the type and status pair determines whether automation fires for it.

Client company detailsClient company details

A client can have any number of sets of company details, both for legal entities and for individuals, in case the client pays as an individual. Choose the type and click Add: it is enough to enter the company name, Tax ID, or the CEO's full name, and the system fills in the main data.

Switch on the toggle next to the main set: this is the one inserted into all documents for this client. How documents are generated is covered in How to issue a document.

Activity log and commentsActivity log and comments

The Activity log is the feed of activities for the client: created tasks and deals, issued documents, emails, calls, SMS, and messenger messages. The filter above the feed selects the type of records you need.

Comment is the field below the log. The comment is saved in the card, and the responsible person and the curator receive a notification about it.

Custom fieldsCustom fields

If the standard fields are not enough, a custom field is created right in the card, with the Add your new field button on the Additional tab. How this works is described in Custom fields and Custom directories.

Reassigning the responsible personReassigning the responsible person

Two people are assigned to a client. The Responsible person is the manager who handles the client. The Curator is an employee who handles the client together with them; a curator is added with the + button in the lower left corner of the card, next to the write in chat link.

	Responsible	Curator
How many	One	Any number
What they can do	Everything their access rights allow: view the card, edit it, work with the client's finance and documents	As much as they have been granted: for example, view only, without the right to edit or create tasks

You can hand a client over to another employee in four ways:

1. Check several clients in the list and hand them over to another employee at once, through bulk actions.
2. Replace the responsible person in a single card.
3. Keep the responsible person as is and assign another employee as a curator.
4. Remove an employee from the curator role.

If you do not need to change the responsible person but do need to open access to the data, that is configured separately, through access rights.

Rights and limitsRights and limits

There is no limit on the number of clients; the database is not capped by your plan. But here is what is not available to everyone and everywhere:

Action	What you need to know
See other people's clients	The list shows records according to your level of access rights: an employee may see only their own clients, a manager may see the department's records
Send to the trash	Requires the Allow deleting items to the trash permission. The record goes to the trash, from which it can be returned; the trash is emptied by whoever has Access to the trash
Create a custom field	Requires administrator-level rights, see custom fields
Export the list to a file	Requires the Allow exporting the list to Excel permission. Not the whole database is exported, only the records open to you by access rights, see Export
Bulk actions	Work only in the List view; there are none in the dashboard or charts
The "Forgotten" tile	Counted not across all records but by the client types marked in the directory

The section's rights are configured in Settings → Users → Access groups, the Clients square:

Permission	Whose records it opens
Full access to all records	The entire client database
Responsible for the client	Only those where the employee is the responsible person
Is a curator	Those where they are the curator
Company belongs to a department	Records of the selected departments
Company is assigned a type	Records of the selected client types
Items added by the user	Those they created themselves
Is the responsible person/assignee	Records where they are the assignee of related tasks

Each row has two toggles: the first is view, the second is edit. You can open view only, edit only, or both. How access groups are organized and what the colored indicators next to the sections mean is covered in Access rights.