Clients
Client records: contacts, history, deadlines and everything you need to know when they arrive.
The list
The search at the top filters as you type: name, phone number (even just part of it), custom fields and tags. Below are the tags, with how many clients carry each: a tap filters the list.
“Coming up” shows deadlines that have passed and those of the next 30 days. If two records look like the same person, “Possible duplicates” appears: “Review” puts them side by side, then “Merge” or “Not the same person”.
A new record
“New” in the Clients section, or a new name typed into an appointment.
| Name | first and last name, or the name of the business |
|---|---|
| Phone, email | used for WhatsApp, email and ready-made messages |
| Date of birth | for the wishes in “To do today” |
| Billing details | tax code, VAT number, address, postcode, city, province, recipient code and PEC, in a group that stays closed while empty. Tax code and VAT number are checked: if they do not look valid the record is saved anyway, with a warning |
| Your own fields | the ones your business needs, created in Settings → Customer fields |
| Tags | words to group clients: “subscriber”, “home visits” |
| Preferred staff | the person who looks after the client |
| Consent | see below |
| Alert | a line to remember at every visit, which also appears in the diary: “pays on delivery”, “doorbell broken” |
| Notes | the rest |
The record
- At the top: the next appointment, with “Reschedule”, and the client’s figures: appointments, how often, spent in total, last time, no-shows and cancellations.
- Call, WhatsApp, Email: WhatsApp and Email offer the ready-made messages suited to that client, already filled in. “Appointment” books a new one.
- Deadlines: inspection, policy, boiler. Red if past, yellow within 30 days; “Done” closes it.
- Reminders: something to remember on a certain day; on that day it appears in “To do today”.
- Notes: as a log, one line per note, with who wrote it.
- History: past appointments, with price and staff member.
- Changes: who changed what, and when.
Waiting list, packages, quotes
- Waiting list: the client wants a slot earlier than the one available. Give the service, period and staff member; when a time frees up in that period, “To do today” suggests writing to them.
- Packages and vouchers: a package of sessions (10 lessons, 5 treatments) takes off one session for each linked appointment; a voucher takes off an amount. The record shows what is left.
- Quotes: lines with quantity and price, validity date and notes. They are sent on WhatsApp or by email, printed with “Print / PDF”, and the status moves from “To send” to “Sent”, “Accepted” or “Declined”. An appointment can also be booked from a quote.
Deals
At the top of the Clients section, “Deals” shows the open opportunities, split by stage: “New lead”, “Quote sent”, “Negotiating”, and the final “Won” and “Lost”. The stages are changed in Settings → Deal stages.
On a computer each stage is a column, with the total value at the top, and a deal moves by dragging it. On a phone the list is grouped by stage, with pills to filter. Inside the deal, “Move to…” does the same.
| Title, client, value | the client can be a record or just a name |
|---|---|
| Staff member | who follows it |
| Next step | with the date: from that day it appears in “To do today”, “Overdue” if it has passed, and a tap opens the deal |
| Reason | why it was lost |
“New” in the Deals view creates one. From a client’s record there is “Add a deal”, from a quote “Open a deal”: when that quote moves to “Accepted”, the deal offers “Mark as won”.
Forms with signature
In the record, “Fill in a form”: choose a template, fill it in and sign with a finger or the mouse. “Undo” removes the last stroke, “Clear” empties the box. The date, time and who filled it in stay on record. Templates are prepared in Settings → Forms.
On a tablet “Hand to client” shows only the form, full screen; “Done” brings it back to you and, if the passcode lock is on, asks for the code.
A signed form cannot be edited: it can be deleted (owner only, with two taps) or a new one filled in. The form copies the template, so changing the template afterwards does not touch those already signed. “Export to PDF” opens the form with the signature, to print or save.
Invoice details
AgendaCRM does not issue electronic invoices and does not send them to the SdI. It prepares the data to copy into your invoicing program or the “Fatture e Corrispettivi” portal.
“Copy invoice details” is in three places: in an appointment that is done and has a price, in a line of the History and in an accepted quote. It copies the business’s details, the client’s, the date, the description with the amount (or the quote’s lines) and the total. VAT is not calculated: whoever invoices decides it.
The business’s details are written by the owner in Settings → Business details.
Consent
In the record, “Edit” → “Consent”: “Marketing messages” and “Health data”, each with the date it was given. Unticking withdraws it.
A message marked as marketing in Settings → Messages is not offered for clients who have not given consent.
Export as PDF
At the bottom of the record, “Export as PDF” opens a page with all the client’s data: personal details, consent, notes, deadlines, history and the list of signed forms. From the print dialog you save it as a PDF. It is useful, for example, when a client asks for their data.
Deleting a record
“Edit” → “Delete”. The record goes into the bin: the owner restores it from Settings → Bin, where they can also delete it permanently.