Clientrol - Client Retainer Software, Project Management, Prepaid Support

[vc_row][vc_column width=”2/3″][vc_column_text]Welcome!

These Docs are updated frequently. If you have any questions or require any assistance, please email: support@clientrol.com

QuickStart Videos Available On YouTube

Click Here for more information

Community Support Group

Click here for more information

Contents

GETTING STARTED

Once you have created your account on clientrol.com, you will receive an email to activate.

Once activated, you will be able to login with your username and selected password.

The first screen you will see is the Summary screen. This screen contains your login information and link to the Admin Dashboard.

The Admin Dashboard link is the most important button here.

Below that you will see details of your subscription including expiry date.

The other options are Profile and Logout, under profile you can changes your password and edit your profile including avatar and contact information.

Google Drive Integration is now Available!

Save your files, notes, approvals and uploads to your Google Drive account. Setup is Available in Dashboard > Settings

1.a Q&A

“How do my Clients’ access their Dashboard?”

Your Clients will login to https://app.clientrol.com/username

The username you created when signing up, if your username is johnberry, your Clients will log into their account: https://app.clientrol.com/johnberry

When you add your Client the first time, they will receive a Welcome email with a link to access your dashboard.

“Are all my Clients Prepaid?”

No, you can select Prepaid, Timed or Unlimited. These options are discussed further on this guide, You can also switch Client accounts at any time.

Also the Admin has full control and can manually add time by logging into the Admin Dashboard and Selecting Clients > Plan Settings.

“Is PayPal the only payment processor?”

Right now, Yes it’s only PayPal for simplicity. There are plans to introduce a credit card system in the near future.

“What should I setup first?”

Check out our Getting Started Video >

https://www.youtube.com/watch?v=SCgjy8j8E7I

ADMIN DASHBOARD

When you have logged into the Admin Dashboard, you will be presented with the interface.

The top header bar includes notifications and login/logout buttons.

Below the header are the quick links to Clientrol core features. Below these is the message notification bar and to the left is the sidebar.

The Admin Dashboard features the top 5 of each Clientrol features: Calendar, Tasks, Projects, Transactions, Approvals and Messages.

2.a Notifications

The notifications boxes are on the top left of the header, the Notifications boxes are for: Messages, Requests and Approval Comments.

There is another a notification message alert box for Requests and messages received from clients.

All notifications are sent via email, this setting is always on for Admins but can be turned off for Contacts.

To switch off the email notification setting, go to Contacts > Edit Contact and switch off Email Notify.

2.b Using the Timer

The Timer feature enables the admin to start the timer to work on a Request or a task. To start the timer, select the Green button.

To pause or stop the timer, select stop timer while the button is orange.

You will have options to add the time to a task or a Request and if you want to leave the task or Request open and continue or close the task or Request.

You also have the option to clear the timer and start again.

2.c Admin Settings

The Admin settings contain customisation settings for the following

General

Admin Email, this is the email address you used to register your account.
Logo: This will be the logo used for your Client’s Dashboard and to appear throughout Clientrol features including Projects, Invoices and Emails
Contact Information: Add your contact information here.
Default Terms: These are the Terms that will appear on invoices generated within Clientrol.
Date Format: Enter your desired format

Admin Template

Here you have a number of customisation settings for the Admin Calender. You can choose to hide or show tasks or milestones.

PayPal

Here you can enter the PayPal address to receive payments from your clients.

You can also choose Sandbox on or off for testing purposes.

Email Message Template

This is the message that is sent to your Client as notification when a message is sent. You can customise the message layout and use the tags.

Email Request Template

Here you can customise the Request notifications sent to your client at different statuses.

Email Invoice Template

Here you can customise the invoice notification sent you your client.

Email Task Template

You can customise the task notifications as you wish.

Any changes you make to the Settings tab, select Save when finished.

2.d Widgets

The Admin dashboard contains 5 widgets to show the following information.

Latest Projects: 5 Most Recent Projects with Progress Bar
Latest Messages: 5 Most Recent Messages sent from Clients
Latest Tasks: 5 Most Recent Requests sent from Clients
Latest Transactions: 5 Most recent transactions or purchases of time
Latest Approvals: 5 Most recent approvals including comments and likes

2.e Who’s Online

The Who’s Online box will show you how many of your clients are logged in at the same time.

2.f Google Drive / Dropbox Integration

Cloud Storage is available for Files, Notes and Approvals you add to Clientrol. These files will be saved to your Google Drive or Dropbox Account.

NOTE: Cloud Storage is only available to one Cloud Account, Drive or Dropbox.

To set up integration, Select the icon for Drive or Dropbox and allow access. This will create a folder within your cloud account called Clientrol to store Files, Notes and Approvals you create or add to Clientrol.

CALENDAR

3.a Overview

The Calendar widget displays Requests, tasks and milestones. It will display open or closed Requests, tasks or milestones. You can select to view by day, month or week.

3.b Managing Calendar items

Any item can be selected and dragged to a future date. By doing this the task will update to the new date. This feature is designed when items need to be pushed out by few days or weeks. The same process can be applied to Milestones.

3.c Things to Do

Things to Do widget will display the top 5 most important tasks or milestones that are due. If required, The Things to Do widget can be minimised.

REQUESTS

4.a Overview

The Requests feature of Clientrol is one of the core elements of the application. It is for your Clients to send their requests for work or tasks they need done.

Requesting gives you full control over the flow of requests and keep them organised in one place. You can also create Requests manually and add them to a Client account.

4.b Viewing Requests

When a Client has sent a Request from their Client Dashboard, the Admin will receive an email notification, there will be 2 notifications on the dashboard also. When a Request arrives, go to Requests and select the Request you want to view.

Once a Request is opened, the Admin can read the instructions without the Client getting a notification. Only when the Request is set to Open, the Client will receive an email that the Request has been opened.

4.c Creating Requests

To create a Request, go to Requests and Select New.

From: Select the Contact relating to the Request
Status: Unopen, Open or Close; If you select Open, the Client will receive a notification. If you set to Close, the Request will be closed and unable to open again.
Billable: Yes or No; You can set if you want the Request to be billed or not.
Subject: The subject of the Request
Message: The content of the Request

The Requests system uses Custom Forms where you can create individual forms for each client. For manually created Requests by the Admin, there is only the Subject and Message option.

4.d Adding Time to Requests

There are 2 ways to add time to Requests, the Admin can use the Timer on the Dashboard. Selecting Start Timer and adding it to the Request.

Time can also be added manually at any time by the Admin. Select the Request and enter the time by Hours and Minutes in 00:00 format.

4.e Closing a Request

To close a Request, simply go to Request and select the Request and close button. Once the Request is closed, the Admin won’t be able to reopen the Request,

Deleting a Request will also delete it as a Task, detailed below in the Request to a Task conversion.

4.f Converting a Request to a Task

In Clientrol, there is no option for Clients to add Tasks to a Project. This is intentional! However if you want to give your Clients this option they can submit a Request and the Admin can convert it to a Task and add it to a project.

Select the Request and select Add to Task, the admin will have options to convert the Request to a Task and add it to a Project.

4.g Optional Client Accept for Requests

There is an option to have Client Acceptance of Requests, this is optional and only available for Requests – Not Tasks.

If your Client is required to Approve a Request before it is billed, select the Client Accept Button to On in the Request Edit Screen Options.

When this is selected, the Admin will not be able to close the Request.

The Request will remain open until it is accepted by the Client. The Accept button will appear in the Client Dashboard under Requests. When the Client has accepted the Request, the Request will be Closed and the Time billed.

MESSAGES

5.a Overview

The Messages feature allows for all communications to be contained within Clientrol. The Messages feature is included with the Admin & Client Dashboard.

Note: Time cannot be added to Messages but if a Client is on a Prepaid plan with no support time, the Messages feature will be disabled until they have support time in their account.

5.b Viewing, Creating and Commenting on Messages

To view the latest Messages, go to Admin Dashboard > Messages, here you can view current messages or create a new message.

Instead of threading messages, there is a comment function for Admin or Client to comment on Messages.

Note: Admin and Client are required to use their dashboards to respond to message correctly, they can reply to the notification email but it will not be sent to their Clientrol dashboard.

5.c Notifications

Notifications are sent by email when a message has been sent by either the Admin or Client, this can be disabled in the Admin Dashboard > Contacts and selecting Email Notify to Off.

The Admin Dashboard also displays notifications for new Messages in the top bar, widget box and a alert box.

The Client dashboard displays notifications for new Messages as a notification number.

PROJECTS

6.a Overview

The Projects feature of Clientrol is a Project Management solution for the Admin to create Projects relating to their Client. Projects can be hidden from Clients or visible

Projects is a simple feature which includes Tasks, Subtasks and Milestones, these 3 items are visible on Project exports and within the Client dashboard. Notes & Files can be added to a Project but are not visible to a Client, these 2 features are only visible in the Admin dashboard.

Projects can be created regardless of the Client account, if a Client is prepaid with no support hours a project can still be created.

Projects are Read Only at all times to Clients, Clients do not have the feature to add Tasks or milestones to a project. They have the option to submit Requests which can be converted manually by the Admin, discussed in the Requests section.

6.b Permissions

Administrators can control the Client’s permissions to see projects. To disable Projects view from a contact, select the Contact and remove Projects from their Permissions.

Single Projects can also be hidden from Clients by selecting Visible to Client > No within the Project settings.

6.c Viewing and Creating Projects

Go to Admin Dashboard, Projects. Select the project you wish to view by select the Project title.

To create a new Project, select the New button. Enter the following information to save your Project.

Name: Project Title.
Client: Select Client.
Start & Finish Date.
Phases: If you want to add phases to a project.
Assigned: The Contact the Project is Assigned to.
Progress: Optional if you want to manually add a progress bar to the project
Visible to Client: You can choose if the Project is visible or not to the Client.
Category: If you wish to add a Category.
Description: Optional if you want to add a project description.

When you have finished, select Save & Close.

6.d Using Filters

Filters are available at the bottom left in the sidebar, here you can filter by Client, Status and Published.

6.e Adding Tasks

Like Requests, you have the option to add time to Tasks if you wish. Tasks are located under Projects in the sidebar.

To add a Task, Select New and add the following information:

NOTE: Before you add a Task, make sure your Client is Billable or has Hours Available.

Add the following information:

Name: Title of the Task.
Project: Select the Project.
Start Deadline: Enter the Start Date.
End Deadline: Enter the End Date.
Assigned: Select the Contact.
Parent: If this Task is a Sub-Task, Select the Parent Task.
Priority: Optional, You can select low, medium or high.
Description: The Description of the Task.
Visible to Client: To show or hide it to the Client.
Important: If selected, the Task will appear in bold on Project reports.
Status: Open or Closed, if Closed the Task will not be editable.
Billable: If the Task is to be Billed or Not.
Bill Time: Enter the bill time in hours and minutes 00:00.
Note: If you wish to add a note to the task, this will appear in exports and Client view.
Attachments: If you want to add an attachment to the task.

After entering the information above, select Save or Save & Close.

6.f Adding Sub-Tasks

Sub-Tasks are added in the same method as Tasks, except for the Parent option. If you are entering a Sub-Task, select the Parent Task while entering the information.

6.g Adding Milestones

To add a Milestone to a project, Select Milestones under the Project tab in the sidebar. Here you will have information to add a Milestone:

Name: Title of the Milestone
Project: The Project to add the Milestone to
Start: Start Date of the Milestone
Finish: Finish Date of the Milestone
Remind: If you want to set a reminder in the future of the Milestone.
Assigned: The contact to assign the Milestone to
Priority: Low, Medium or High Priority
Status: Open or Close, if set to close the Milestone will be locked.
Note: Option Note to add to the Milestone.

6.h Adding Notes

Notes can be added to a Project by the Admin. Notes can be invisible to Clients by selecting Visible to Client when entering the note information.

Notes are designed to leave bookmarks or code snippets to a project or for recording information. To add a Note, Go to Projects > Notes > New

Enter the following information:

Title: Title of Note
Project: Select Project
Date: Add the Note Date
Status: Published or Unpublished
Bookmark: The URL you want to save as a note
Text or Snippet: Paste the code snippet or enter the Note Text

When you have finished, select Save or Save & Close.

6.i Exporting Projects

Projects can be exported to a PDF document in 2 ways. The Admin can export a Project by selecting Projects from the sidebar and the PDF icon.

Clients can also export Projects as a PDF by selecting the Export PDF Button while viewing Projects in their Dashboard.

CLIENTS

7.a Overview

Clients are the fundamental feature of Clientrol. When you add your Client for the first time, you will need to select a Plan for each client plus an hourly rate.

NOTE: At all times, the Admin has complete control over the Client settings.

The Admin can change a plan from Prepaid to Unlimited to Timed.
The Admin can add or adjust remaining time within the Client account
The Admin can change hourly rates

Contacts are added to a Client separately, Contacts login to the Client Dashboard and submit requests on behalf of the Client.

7.b Adding a Client

To add a New client, select Clients from the sidebar, select New and add the following information:

Name: Client Name
Phone: Optional Phone
Mobile: Optional Mobile
Note: Admin view only to add a Note to the Client
Primary & Other Contacts: These are added after the Client information is saved
Favourite: This will feature the Client in the top Header
Request Form: Select the Client Request From, if none the default form will be used.

7.c Adding a Plan & Rate to a Client

Go to Clients > Select Client > Edit or Select the Client by their name. When you can see the Settings, at the end you will see the plan settings.

Here you can select:

Prepaid: Client is required to have hours in their account to send requests.
Timed: Client can send requests with a finish date.
Unlimited: Client can send unlimited requests without any restrictions.

If Prepaid or Timed are selected, enter the hourly rate for the client and the currency.

The Admin can manually add time to a Prepaid or Timed Plan at any time.

NOTE: If the Admin changes a Client Plan from Prepaid to Unlimited, any remaining hours or support time will be lost.

7.d Contacts Overview

Contacts are added Clients, Each Client will have at least one Contact to access the Client Dashboard and submit requests. Additional Contacts can be added to a Client.

A Contact will always only have 1 Client, a Contact cannot have multiple Clients. If this arises where an individual or Contact is required to have multiple Clients, seperate email addresses and usernames will be required.

7.e Adding Contacts to a Client

To create a new Contact, go to Clients > Contacts > New

Enter the following information:

Name: Contact Name.
Username: Username to access Client Dashboard.
Password: Password.
Re-Enter Password: Password
Email: Email Address of Contact
Client: Select Client to add Contact
Avatar: Optional, this can be added anytime.
Permissions: You can give Permissions for Contact to view Projects and/or Approvals.
Contact Information: Optional and can be added as required.

IMPORTANT: When a Contact is created, the Contact will receive an email notification with their login information and link to access their dashboard. The link to their dashboard will be

http://app.clientrol.com/username – the username of the Admin Account.

Approvals

8.a Overview

Approvals is a feature for designers to showcase their designs and proofs. Approvals is used for organisation of designs and to easily collect feedback from Clients by like/dislike or adding comments.

8.b Adding a New Approval

Select Clients > Approvals > New

Name: Title of the Approval.
Client: Select Client Name
Path: Select the Path and Create a Folder to save your Approvals
File: Select File
Like/Dislike Button: On or Off
Comments: On or Off

When you have finished, Select Save or Save & Close. The Approval will appear in the Client Dashboard under the Approvals tab.

8.c Managing Approvals

Approvals will be displayed to the Client as a folder grid with the images within each folder.

Any Comments, Likes or Dislikes will be notified to the Admin in the Admin Dashboard.

To Delete an Approval, go to Clients > Approvals and select the Approvals and the delete button.

Request Forms

9.a Overview

The Request Forms feature allows the Admin to create different request forms for Clients. Some Clients might have requirements for Print work and some for IT Support.

Using the Request Forms feature you can create 1 or multiple Forms and add them to individual Clients.

When you first start using Clientrol, you will have to create a default form for Clients to submit Requests.

9.b Creating Request Forms

To create a Request Form, Go to Clients > Request Forms > New

The interface is a drag and drop builder. You can add a title to the form and then create the form using the drag and drop elements.

When you have finished creating your form, select Save or Save & Close.

9.c Adding Request Form to Client

To add a Request Form to a Client, go to Clients > Request Form and select the Form you wish to add, Select Save when completed.

Request Forms are only added to Clients, not Contacts and Clients can have only 1 Form.

Plans

10.a Overview

The Clientrol Client Plans are: Prepaid, Ongoing, Recurring, Timed or Unlimited. Every Client must have 1 Plan associated to their profile.

Here you can enable or disable any of these 3 Plans or edit the Plan settings.

10.b Currencies

The Currencies setting allows you to add, edit or remove Worldwide Currencies. By default, Clientrol will have Euro, Dollar & Pound currencies.

You can associate different currencies to different Clients as you wish.

NOTE: The currency you assign to a Client will be the currency for PayPal to process transactions.

10.c Transactions

Transactions settings will show any Paypal purchases made by Clients. The Admin can Export a PDF invoice if required by selecting the PDF icon.

Admin can also create a manual transaction for offline payments, once the manual transaction is marked as paid, the hours will be added to the Client account.[/vc_column_text][vc_column_text]Welcome!

These Docs are updated frequently. If you have any questions or require any assistance, please email: support@clientrol.com

QuickStart Videos Available On YouTube

Click Here for more information

Community Support Group

Click here for more information

Contents

GETTING STARTED

Once you have created your account on clientrol.com, you will receive an email to activate.

Once activated, you will be able to login with your username and selected password.

The first screen you will see is the Summary screen. This screen contains your login information and link to the Admin Dashboard.

The Admin Dashboard link is the most important button here.

Below that you will see details of your subscription including expiry date.

The other options are Profile and Logout, under profile you can changes your password and edit your profile including avatar and contact information.

Google Drive Integration is now Available!

Save your files, notes, approvals and uploads to your Google Drive account. Setup is Available in Dashboard > Settings

1.a Q&A

“How do my Clients’ access their Dashboard?”

Your Clients will login to https://app.clientrol.com/username

The username you created when signing up, if your username is johnberry, your Clients will log into their account: https://app.clientrol.com/johnberry

When you add your Client the first time, they will receive a Welcome email with a link to access your dashboard.

“Are all my Clients Prepaid?”

No, you can select Prepaid, Timed or Unlimited. These options are discussed further on this guide, You can also switch Client accounts at any time.

Also the Admin has full control and can manually add time by logging into the Admin Dashboard and Selecting Clients > Plan Settings.

“Is PayPal the only payment processor?”

Right now, Yes it’s only PayPal for simplicity. There are plans to introduce a credit card system in the near future.

“What should I setup first?”

Check out our Getting Started Video >

https://www.youtube.com/watch?v=SCgjy8j8E7I

ADMIN DASHBOARD

When you have logged into the Admin Dashboard, you will be presented with the interface.

The top header bar includes notifications and login/logout buttons.

Below the header are the quick links to Clientrol core features. Below these is the message notification bar and to the left is the sidebar.

The Admin Dashboard features the top 5 of each Clientrol features: Calendar, Tasks, Projects, Transactions, Approvals and Messages.

2.a Notifications

The notifications boxes are on the top left of the header, the Notifications boxes are for: Messages, Requests and Approval Comments.

There is another a notification message alert box for Requests and messages received from clients.

All notifications are sent via email, this setting is always on for Admins but can be turned off for Contacts.

To switch off the email notification setting, go to Contacts > Edit Contact and switch off Email Notify.

2.b Using the Timer

The Timer feature enables the admin to start the timer to work on a Request or a task. To start the timer, select the Green button.

To pause or stop the timer, select stop timer while the button is orange.

You will have options to add the time to a task or a Request and if you want to leave the task or Request open and continue or close the task or Request.

You also have the option to clear the timer and start again.

2.c Admin Settings

The Admin settings contain customisation settings for the following

General

Admin Email, this is the email address you used to register your account.
Logo: This will be the logo used for your Client’s Dashboard and to appear throughout Clientrol features including Projects, Invoices and Emails
Contact Information: Add your contact information here.
Default Terms: These are the Terms that will appear on invoices generated within Clientrol.
Date Format: Enter your desired format

Admin Template

Here you have a number of customisation settings for the Admin Calender. You can choose to hide or show tasks or milestones.

PayPal

Here you can enter the PayPal address to receive payments from your clients.

You can also choose Sandbox on or off for testing purposes.

Email Message Template

This is the message that is sent to your Client as notification when a message is sent. You can customise the message layout and use the tags.

Email Request Template

Here you can customise the Request notifications sent to your client at different statuses.

Email Invoice Template

Here you can customise the invoice notification sent you your client.

Email Task Template

You can customise the task notifications as you wish.

Any changes you make to the Settings tab, select Save when finished.

2.d Widgets

The Admin dashboard contains 5 widgets to show the following information.

Latest Projects: 5 Most Recent Projects with Progress Bar
Latest Messages: 5 Most Recent Messages sent from Clients
Latest Tasks: 5 Most Recent Requests sent from Clients
Latest Transactions: 5 Most recent transactions or purchases of time
Latest Approvals: 5 Most recent approvals including comments and likes

2.e Who’s Online

The Who’s Online box will show you how many of your clients are logged in at the same time.

2.f Google Drive / Dropbox Integration

Cloud Storage is available for Files, Notes and Approvals you add to Clientrol. These files will be saved to your Google Drive or Dropbox Account.

NOTE: Cloud Storage is only available to one Cloud Account, Drive or Dropbox.

CALENDAR

3.a Overview

The Calendar widget displays Requests, tasks and milestones. It will display open or closed Requests, tasks or milestones. You can select to view by day, month or week.

3.b Managing Calendar items

3.c Things to Do

Things to Do widget will display the top 5 most important tasks or milestones that are due. If required, The Things to Do widget can be minimised.

REQUESTS

4.a Overview

The Requests feature of Clientrol is one of the core elements of the application. It is for your Clients to send their requests for work or tasks they need done.

Requesting gives you full control over the flow of requests and keep them organised in one place. You can also create Requests manually and add them to a Client account.

4.b Viewing Requests

4.c Creating Requests

To create a Request, go to Requests and Select New.

From: Select the Contact relating to the Request
Status: Unopen, Open or Close; If you select Open, the Client will receive a notification. If you set to Close, the Request will be closed and unable to open again.
Billable: Yes or No; You can set if you want the Request to be billed or not.
Subject: The subject of the Request
Message: The content of the Request

The Requests system uses Custom Forms where you can create individual forms for each client. For manually created Requests by the Admin, there is only the Subject and Message option.

4.d Adding Time to Requests

There are 2 ways to add time to Requests, the Admin can use the Timer on the Dashboard. Selecting Start Timer and adding it to the Request.

Time can also be added manually at any time by the Admin. Select the Request and enter the time by Hours and Minutes in 00:00 format.

4.e Closing a Request

To close a Request, simply go to Request and select the Request and close button. Once the Request is closed, the Admin won’t be able to reopen the Request,

Deleting a Request will also delete it as a Task, detailed below in the Request to a Task conversion.

4.f Converting a Request to a Task

Select the Request and select Add to Task, the admin will have options to convert the Request to a Task and add it to a Project.

4.g Optional Client Accept for Requests

There is an option to have Client Acceptance of Requests, this is optional and only available for Requests – Not Tasks.

If your Client is required to Approve a Request before it is billed, select the Client Accept Button to On in the Request Edit Screen Options.

When this is selected, the Admin will not be able to close the Request.

MESSAGES

5.a Overview

The Messages feature allows for all communications to be contained within Clientrol. The Messages feature is included with the Admin & Client Dashboard.

Note: Time cannot be added to Messages but if a Client is on a Prepaid plan with no support time, the Messages feature will be disabled until they have support time in their account.

5.b Viewing, Creating and Commenting on Messages

To view the latest Messages, go to Admin Dashboard > Messages, here you can view current messages or create a new message.

Instead of threading messages, there is a comment function for Admin or Client to comment on Messages.

Note: Admin and Client are required to use their dashboards to respond to message correctly, they can reply to the notification email but it will not be sent to their Clientrol dashboard.

5.c Notifications

Notifications are sent by email when a message has been sent by either the Admin or Client, this can be disabled in the Admin Dashboard > Contacts and selecting Email Notify to Off.

The Admin Dashboard also displays notifications for new Messages in the top bar, widget box and a alert box.

The Client dashboard displays notifications for new Messages as a notification number.

PROJECTS

6.a Overview

The Projects feature of Clientrol is a Project Management solution for the Admin to create Projects relating to their Client. Projects can be hidden from Clients or visible

Projects can be created regardless of the Client account, if a Client is prepaid with no support hours a project can still be created.

6.b Permissions

Administrators can control the Client’s permissions to see projects. To disable Projects view from a contact, select the Contact and remove Projects from their Permissions.

Single Projects can also be hidden from Clients by selecting Visible to Client > No within the Project settings.

6.c Viewing and Creating Projects

Go to Admin Dashboard, Projects. Select the project you wish to view by select the Project title.

To create a new Project, select the New button. Enter the following information to save your Project.

Name: Project Title.
Client: Select Client.
Start & Finish Date.
Phases: If you want to add phases to a project.
Assigned: The Contact the Project is Assigned to.
Progress: Optional if you want to manually add a progress bar to the project
Visible to Client: You can choose if the Project is visible or not to the Client.
Category: If you wish to add a Category.
Description: Optional if you want to add a project description.

When you have finished, select Save & Close.

6.d Using Filters

Filters are available at the bottom left in the sidebar, here you can filter by Client, Status and Published.

6.e Adding Tasks

Like Requests, you have the option to add time to Tasks if you wish. Tasks are located under Projects in the sidebar.

To add a Task, Select New and add the following information:

NOTE: Before you add a Task, make sure your Client is Billable or has Hours Available.

Add the following information:

Name: Title of the Task.
Project: Select the Project.
Start Deadline: Enter the Start Date.
End Deadline: Enter the End Date.
Assigned: Select the Contact.
Parent: If this Task is a Sub-Task, Select the Parent Task.
Priority: Optional, You can select low, medium or high.
Description: The Description of the Task.
Visible to Client: To show or hide it to the Client.
Important: If selected, the Task will appear in bold on Project reports.
Status: Open or Closed, if Closed the Task will not be editable.
Billable: If the Task is to be Billed or Not.
Bill Time: Enter the bill time in hours and minutes 00:00.
Note: If you wish to add a note to the task, this will appear in exports and Client view.
Attachments: If you want to add an attachment to the task.

After entering the information above, select Save or Save & Close.

6.f Adding Sub-Tasks

Sub-Tasks are added in the same method as Tasks, except for the Parent option. If you are entering a Sub-Task, select the Parent Task while entering the information.

6.g Adding Milestones

To add a Milestone to a project, Select Milestones under the Project tab in the sidebar. Here you will have information to add a Milestone:

Name: Title of the Milestone
Project: The Project to add the Milestone to
Start: Start Date of the Milestone
Finish: Finish Date of the Milestone
Remind: If you want to set a reminder in the future of the Milestone.
Assigned: The contact to assign the Milestone to
Priority: Low, Medium or High Priority
Status: Open or Close, if set to close the Milestone will be locked.
Note: Option Note to add to the Milestone.

6.h Adding Notes

Notes can be added to a Project by the Admin. Notes can be invisible to Clients by selecting Visible to Client when entering the note information.

Notes are designed to leave bookmarks or code snippets to a project or for recording information. To add a Note, Go to Projects > Notes > New

Enter the following information:

Title: Title of Note
Project: Select Project
Date: Add the Note Date
Status: Published or Unpublished
Bookmark: The URL you want to save as a note
Text or Snippet: Paste the code snippet or enter the Note Text

When you have finished, select Save or Save & Close.

6.i Exporting Projects

Projects can be exported to a PDF document in 2 ways. The Admin can export a Project by selecting Projects from the sidebar and the PDF icon.

Clients can also export Projects as a PDF by selecting the Export PDF Button while viewing Projects in their Dashboard.

CLIENTS

7.a Overview

Clients are the fundamental feature of Clientrol. When you add your Client for the first time, you will need to select a Plan for each client plus an hourly rate.

NOTE: At all times, the Admin has complete control over the Client settings.

The Admin can change a plan from Prepaid to Unlimited to Timed.
The Admin can add or adjust remaining time within the Client account
The Admin can change hourly rates

Contacts are added to a Client separately, Contacts login to the Client Dashboard and submit requests on behalf of the Client.

7.b Adding a Client

To add a New client, select Clients from the sidebar, select New and add the following information:

Name: Client Name
Phone: Optional Phone
Mobile: Optional Mobile
Note: Admin view only to add a Note to the Client
Primary & Other Contacts: These are added after the Client information is saved
Favourite: This will feature the Client in the top Header
Request Form: Select the Client Request From, if none the default form will be used.

7.c Adding a Plan & Rate to a Client

Go to Clients > Select Client > Edit or Select the Client by their name. When you can see the Settings, at the end you will see the plan settings.

Here you can select:

Prepaid: Client is required to have hours in their account to send requests.
Timed: Client can send requests with a finish date.
Unlimited: Client can send unlimited requests without any restrictions.

If Prepaid or Timed are selected, enter the hourly rate for the client and the currency.

The Admin can manually add time to a Prepaid or Timed Plan at any time.

NOTE: If the Admin changes a Client Plan from Prepaid to Unlimited, any remaining hours or support time will be lost.

7.d Contacts Overview

Contacts are added Clients, Each Client will have at least one Contact to access the Client Dashboard and submit requests. Additional Contacts can be added to a Client.

7.e Adding Contacts to a Client

To create a new Contact, go to Clients > Contacts > New

Enter the following information:

Name: Contact Name.
Username: Username to access Client Dashboard.
Password: Password.
Re-Enter Password: Password
Email: Email Address of Contact
Client: Select Client to add Contact
Avatar: Optional, this can be added anytime.
Permissions: You can give Permissions for Contact to view Projects and/or Approvals.
Contact Information: Optional and can be added as required.

IMPORTANT: When a Contact is created, the Contact will receive an email notification with their login information and link to access their dashboard. The link to their dashboard will be

http://app.clientrol.com/username – the username of the Admin Account.

Approvals

8.a Overview

8.b Adding a New Approval

Select Clients > Approvals > New

Name: Title of the Approval.
Client: Select Client Name
Path: Select the Path and Create a Folder to save your Approvals
File: Select File
Like/Dislike Button: On or Off
Comments: On or Off

When you have finished, Select Save or Save & Close. The Approval will appear in the Client Dashboard under the Approvals tab.

8.c Managing Approvals

Approvals will be displayed to the Client as a folder grid with the images within each folder.

Any Comments, Likes or Dislikes will be notified to the Admin in the Admin Dashboard.

To Delete an Approval, go to Clients > Approvals and select the Approvals and the delete button.

Request Forms

9.a Overview

The Request Forms feature allows the Admin to create different request forms for Clients. Some Clients might have requirements for Print work and some for IT Support.

Using the Request Forms feature you can create 1 or multiple Forms and add them to individual Clients.

When you first start using Clientrol, you will have to create a default form for Clients to submit Requests.

9.b Creating Request Forms

To create a Request Form, Go to Clients > Request Forms > New

The interface is a drag and drop builder. You can add a title to the form and then create the form using the drag and drop elements.

When you have finished creating your form, select Save or Save & Close.

9.c Adding Request Form to Client

To add a Request Form to a Client, go to Clients > Request Form and select the Form you wish to add, Select Save when completed.

Request Forms are only added to Clients, not Contacts and Clients can have only 1 Form.

Plans

10.a Overview

The Clientrol Client Plans are: Prepaid, Ongoing, Recurring, Timed or Unlimited. Every Client must have 1 Plan associated to their profile.

Here you can enable or disable any of these 3 Plans or edit the Plan settings.

10.b Currencies

The Currencies setting allows you to add, edit or remove Worldwide Currencies. By default, Clientrol will have Euro, Dollar & Pound currencies.

You can associate different currencies to different Clients as you wish.

NOTE: The currency you assign to a Client will be the currency for PayPal to process transactions.

10.c Transactions

Transactions settings will show any Paypal purchases made by Clients. The Admin can Export a PDF invoice if required by selecting the PDF icon.

IMPORTANT Q&A

ADMIN DASHBOARD

NOTIFICATIONS

USING THE TIMER

ADMIN SETTINGS

WIDGETS

Clientrol - Client Retainer Software, Project Management, Prepaid Support

Available in the following languages: English.Nederlands.Svenska.

Available in the following languages:
English.
Nederlands.
Svenska.