What this guide covers
- How the client -> site structure works.
- How to create records in the right order.
- How access notes resolve between client and site detail.
How it works
Clients are the main commercial record. Sites are subordinate locations under that client. Start with the client, then add the sites that belong to them.
Keep access detail where the team will expect it. Client notes act as the default, while a site can override them when a location needs its own instructions.
Common workflows
Set up a brand-new customer
Create the client first, then add one or more sites without losing the parent-child structure.
Update operational access detail
Keep parking, gate, and waste notes current so the field team sees one resolved block of instructions.
Steps
Create the client first
Web HQ -> Clients -> New client- 1Open `Clients` and create the new client record.
- 2Add the commercial and contact detail that should apply across the account.
- 3Save the client before adding sites so the next form can stay correctly scoped.
Add the site under the client
Client detail or Sites -> New site- 1Choose the client before you touch the site selector or site form.
- 2Add the location address and any site-specific context.
- 3Only use site-level access notes when the location genuinely needs its own override.
Manage active and inactive records
Client detail -> Status and directory views- 1Mark a client inactive manually when the relationship is paused or finished.
- 2Keep inactive records manageable in admin views without letting them clutter operational selectors.
- 3Use the client and site pages to maintain the record, not the schedule or job form.
Tips and gotchas
- Start from client context first. That keeps sites, jobs, and forms aligned.
- Use client-level access notes as the default unless a site truly needs an override.
- Inactive does not mean deleted. It means the record should stop getting in the way of live operational work.