Clients

A client is the folder everything else in the agency workspace hangs off. It is the business you look after, the websites you manage for them, the retainers you bill them, the job cards your team works through, and the people you talk to. Set your clients up once and the rest of TLDTrack starts to organise itself around them.

What a client record holds

A client is deliberately simple. When you add or edit one you can set:

• Name. The only required field. Usually the person or trading name you deal with.
• Company. The registered or brand name. Where a company is set, TLDTrack shows it in preference to the contact name across the agency screens, so lists read the way you expect.
• Email and phone. Your main point of contact for the account.
• Address. Handy for invoices and records.
• Notes. Free text for anything else worth remembering about the account.
• Active. A flag you can turn off to mark a client as dormant without deleting them.

Every client also gets a unique internal reference automatically, so nothing breaks if two clients happen to share a name.

How websites link to a client

Websites are the heart of it. Each domain in your account can be assigned to one client, which is what pulls that site into the client's world. Once a site is linked:

• It appears on the client's detail page, alongside every other site you manage for them.
• The client page rolls the sites up into a summary: how many sites there are, how many are covered by uptime monitoring, and how many have a domain expiring in the next 30 and 90 days, so a renewal or an outage is caught at the account level rather than one site at a time.
• Job cards, retainers and requests you raise can be attached to that client and, where relevant, to the specific site.

A site does not have to belong to a client. Unassigned sites simply stay in your general portfolio. Assigning them to clients is what unlocks the agency view.

Client contacts and the portal

Beyond your own record of a client, you can add contacts: the real people at that business. A contact has a name and email, and you can invite them to the client portal so they can see the work you do for them without needing a TLDTrack login of their own.

• Invite a contact and they receive an email invitation to set up access.
• Contacts sign in with a password or a one-time magic link, scoped only to their own account.
• You can resend an invitation, deactivate a contact, or remove them entirely at any time.

Contacts are optional. Plenty of agencies run the whole system internally and never invite a soul. They exist for when you want to give a client a window onto their own sites and requests.

The per-client request inbox

With the agency workspace enabled, each client is given its own private inbound email address. When the client emails that address, the message lands as a request against that exact client, ready to be turned into a job card. It means a client can simply email you the way they always have, and the work still files itself under the right account. See job cards and the Kanban board for what happens next.

Adding your first client

1. 1
   Open Clients from the dashboard and choose Add client.
2. 2
   Give them a name, and add a company, email, phone or address if you have them. None of those extra fields are required, so do not let missing details stop you.
3. 3
   Save. The client now has its own detail page.
4. 4
   Assign their websites to them. Open a site and set its client, or assign sites in bulk, so they gather under the client automatically.
5. 5
   Optionally add contacts and invite them to the portal, and start raising job cards and retainers against the client.

Good to know

• Where a client has a company name set, that company name is shown in preference to the contact name throughout the agency screens.
• A website can belong to only one client at a time. Reassigning it simply moves it, it never duplicates the site.
• Marking a client inactive keeps all their history and sites intact. It is the tidy way to shelve a dormant account without losing anything.
• Everything about a client is scoped to your organisation. One agency can never see another's clients, sites or requests.

Where to manage clients