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Client Reference

This reference topic provides a detailed look at each field and information tab available on a client record. For information about the tools on the ribbon, refer to the Client Ribbon topic.

Client Header #

The main client contact information is displayed in the top portion of the client record. This includes the client’s name,
address, email, phone numbers, and a red call warning (see
below for more details on call warnings).

Field Description
Client Image You can choose an image to view on the client record. Click Client
Image to add or replace the image. See also: Choosing the Client Image
Name Enter the main client’s name. By default, the last name is listed first. This can be changed in Maintenance > Preferences > Company (Studio) Preferences on the Clients tab. See also: Start with Client’s First/Last Name
Job Title Enter job title, if any. 
Company Name Enter the client’s company here, if needed. If there is no company name and
you have selected an organization on the client’s Organization
tab, that organization name will display here. To revert back to company
name, delete the organization name from the Organization
tab and re-open the client.
Address Enter the client’s address. When you enter the zip code, the city and state information will automatically
be filled in. If it isn’t, enter the city and state information and
the software will save it for next time. See also: Zip Codes
New Address A drop-down is provided to enter alternate addresses for the client.

  • Mailing Address – Choose this option to enter another address for the client that should be used for mailing purposes.
  • New Address – Choose this option and set an effective date
    if there will be an upcoming address change (i.e., a wedding couple that will have
    a new address after the wedding). The main address will automatically be replaced with the new one when the effective date arrives.
    The old address will be copied to the client’s Notes
    tab. The new address and effective date fields will be reset.
Google Maps Click the location icon to open the Google Maps page showing the
client’s address.
Email A drop down is provided to enter alternate email addresses (NEW 2020!)

  • Primary Email – Fill in the main client’s primary email address. this field can only hold a single email address and must be unique from other client records.
  • Secondary Email – Fill in any additional email addresses to reach a client. You can separate multiple email addresses with a semi-colon and space (e.g. [email protected]; [email protected])

You can also create
a new blank email to this client by clicking the envelope icon. See also: Sending Email

Phone Numbers Enter the client’s main phone number and any alternate numbers. The phone number will automatically be formatted. If you have a TAPI-compliant phone
system connected to this computer, you can click the phone icon to dial the displayed client’s phone number.
SMS Check the SMS option for one or more phone numbers that should receive
text messages. Remember, each text
message you send will be included in your monthly message count. See also: Sending SMS Texts

Detail Tabs #

Detailed information about the client can be found on the tabs across the bottom half of the client record. Each tab holds
corresponding information about the client. You can sort the records on
each tab by clicking the column label.

HERE’S A FLASH FOR YOU!

You can hide individual tabs if you don’t need them for your particular workflow. Go to Maintenance > Preferences > Company Preferences and open the Clients tab to adjust your settings. See also: Hiding Client Tabs

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General Tab
Field Description
Client Type Choose either Business or Consumer, depending on what type of client this is. Choosing Business will automatically rename some of the fields for this client. For example, “Family Members” will be called “Contacts” and “Relationships” will be called “Job Title.” The software defaults to the consumer option, but you can change the default on the General Info page in Maintenance > Preferences > Company Preferences. See also: Company (Studio) Preferences – General Info
Client Number The client number is assigned based on your selected
preferences. The client number can be changed, but it must remain a
UNIQUE number. See also: Setting up the Client Number System
Client Status Used to select the client’s status. Use client statuses to track prospective
clients and what level your current clients are at. See also: Client Statuses
Status Reason This box will appear only if the selected status has been set up
to include status reasons. Status reasons are optional and can be
defined for each status in Maintenance
> Client > Client Status Reasons. See also: Client Status Reasons
Status Due Date The due date of the client status.
Lead Source Use the lead source field to record how this client heard about
you (What is the source of this lead?). This information can be critical
in reviewing sales analysis reports. See also: Lead Sources
Referred By You can either type a name or click the more (…) button to find
a client already in your database. You can use this information for
promotions, perhaps to reward clients who generate more business for
you. See also: Tracking Referrals
Anniversary Date Record the main client’s anniversary date. This can be used for
future promotions or just for your information. See also: Marketing Plans
Birthday Record the main client’s birthday. This can be used for future promotions
or just for your information. See also: Marketing Plans
Contract Date If your studio requires clients to sign a contract, use this field
to record when the contract was received.
Custom Fields You can enter some custom information about your client. There are
two date fields and five text fields. See also: Custom Labels
Tax Exempt For tax exempt clients, check the box and enter the client’s tax exempt number. Invoices created for this client will automatically be calculated without sales tax.
Call Warning Call warnings are messages that appear on the client record, alerting users to special instructions, such as “This
is a surprise party, don’t talk to spouse.” If there is a call
warning for a client, it will appear next to the phone number anywhere
it is listed.
Saturday Only Use this box to note which clients prefer to book sessions or appointments
only on Saturdays.
Allow Marketing Use these boxes to clarify which marketing materials your client would like to receive. Clients with these boxes unchecked will be excluded when printing
a group of mailing labels or form letters, and when sending group emails
and text messages. Any time this box is checked or unchecked, a note will be added to the Client Status Notes along with the date/time it occurred. Visit Maintenance > Preferences > Company Preferences > Clients tab to dictate the default setting for all  new client records moving forward. See also: Company Preferences – Clients
Website and Social Networks Record this client’s social media sites and usernames. Click the corresponding icon to be taken to their site/page. The fields included are their Website url, Facebook page, Twitter page, Linkedin profile, Instagram page, and Snapchat  username.
Family Members or Contacts
Note: This section will reflect the Client Type (above). A consumer will have family members and a business will have contacts. Click on the orange plus (+) sign to add a new family member or contact. Enter their name, their relationship to
the client, and their birthday, along with their phone number(s) and
an email address. If a family member is less than a month old, their age will be displayed as “days”. A family member or contact can also be designated as a “Secondary Contact.”
A secondary contact’s name will stored in the client database, making it possible to view them on the hub screens.
Custom Tab

You can use custom fields to track additional information that isn’t already stored in your database. Every edition of the software includes several custom fields on the General
tab. The Custom
tab provides many more! There are ten more short text fields, two date fields, and two notes fields.
The notes fields are memo types of fields where you can add as much text
as you want. You can define how your custom fields are labeled in Maintenance
> General (Studio) > Custom
Labels. See also: Custom Labels

Organization Tab

If this client is a senior or a member of another type of organization, you can view and enter organization information on this tab. This information will automatically
transfer to the session record when you create a new session for the client.

Field Description
Name Selected the organization from the list of organizations you’ve set up in Spectra/Stratus. The software automatically fills in all the remaining organization-related fields. Click View
to see all the information for the selected organization. To add or modify an organization, go to Maintenance
> Client > Organizations
and complete the information for that organization. See also: Organizations
Phone and Address This information is read-only. To modify the information, go to Maintenance > Client > Organizations. See also: Organizations
Deadlines  
Student ID The student ID can be used in the naming
process for yearbook images and can also be used to search for duplicate
records within an organization.
Parent’s Name and Phone Track the name(s) and phone number of the student’s parents, if applicable.
Divorced Parent/Single Parent Track whether a client’s parent’s are divorced and/or a single parent.
Graduation Year If this is a senior, you can select the year they will be graduating from
the drop-down list. The list should include the last ten years and
ten years into the future.
Notes  

Groups Tab
This tab lists all
available client groups in the left panel and all the groups the
client belongs to in the right panel.

Using groups is a great way to
organize your client list. Manage your clients by categorizing them into
groups such as “high school,” “prospect,” “portrait client,” “wedding
client,” “commercial client,” etc. You may even want to create a group
for those problem clients you would rather not have back! See Client Groups for details on how
to add, delete, and modify your client groups.
Marketing Tab
This tab lists all
available marketing plans in the left panel and all the plans the
client belongs to in the right panel.

Marketing plans are
a great way to inform your clients about promotional
events and to keep track of their interests. Once you’ve discovered your clients interests,
use this tab to note those interests on the client’s record. Interests can be filtered later to generate phone calls,
emails, text messages, or perhaps to generate a mail merge. See Marketing Plans for details on how
to add, delete, and modify your marketing plans.
Communication Tab

This tab lists all communications related to the client, including calls, emails, text messages, and letters. Double-click on a communication to view the details.

Field Description
Due Date The date the communication is to be made.
Complete Date
 The date and time the communication was actually sent or received.
Type The communication can be a phone call, letter, email or SMS text message.
User The user who is assigned to make the call or the user that sent the letter, email, or text.
Call Type
 When the communication is a phone call, the call type indicates what type of call should be made (i.e., “Customer Service,” “Session Follow-Up,” etc.). See also: Phone Call Types
Description Shows the description that was typed into the call record, the name of the letter, or the subject line of an email.
Direction Indicates whether the communication was outgoing or incoming.
Delivery Status
 Shows the delivery status of an outgoing email. This includes whether an email was delivered, bounced, opened, etc. Note: This feature is only available with the StudioPlus Mail service. See also: StudioPlus Mail Overview

Tasks Tab

This tab lists all tasks related to the client. Double-click on a task to view the details.

Column Description
Urgent This column will contain a symbol if the task has been marked as urgent.
Due Date
 The date the task should be completed by.
Task Number
 A unique number assigned by the software and used for tracking purposes.
Subject Contains a description of the task.
Status The current status of the task. See also: Task Statuses
Assign to User The user the task is assigned to.
Assign to Dept The department the task is assigned to. See also: Departments

Appointments Tab

This tab lists all appointments – past and present – related to the client. Double-click on an appointment to view the details.

Column Description
N and C These read-only columns display the status of the “No Show” (N) and “Cancelled” (C) options for the appointment.
Date/Time Primary appointment date and time.
Type An appointment type would be something like “wedding consultation.” See also: Appointment Types
Description An appointment description tells you the reason for the appointment.
It could be something like “Wedding consultation with Bill and
Sue to finalize session time.” This description is displayed on the calendar.

Sessions Tab

This tab lists all sessions – past and present – related to the client. Double-click on a session to view the details.

Column Description
H, N, R, and C These read-only columns display the status of the “On Hold” (H), “No Show” (N), “Rescheduled” (R), and “Cancelled” (C) options for the session.
Date/Time This is the primary date and time of the session.
Session Number Session numbers are automatically assigned. They may be numerical or a combination of the client’s name and number, depending on your settings. See also: Company (Studio) Preferences – Sessions
Type Indicates the session type. See also: Session Types
Description The description tells you what the session is for. It may be something like “Johnson family portrait.”
Status Indicates the current session status. See also: Session Statuses

Invoices Tab

This tab lists
all invoices related to the client. To view the complete details for
an invoice or to modify it, double-click on the entry. This tab will display a red dot if the client has overdue invoices, a yellow dot if the client has outstanding payments that are current, and a green dot if all their invoices are paid in full.

Column Description
View Options The options at the top of this tab can be used to choose which invoices you want to see:

  • All Invoices – View all invoices for this client, whether they are the session client or the bill-to client.

  • Session Invoices Only – View just those invoices where the client is the main session client.

  • Bill-To Invoices Only – View just the invoices where the client is billed, but they aren’t the main session client.
Invoice Number The invoice number is a unique number assigned by the software when the
invoice is saved.
Invoice Date
 The date the invoice was created.
Type Indicates one of the following invoice types:

  • Initial Order
  • Session Fee
  • Reorder
  • Credit Memo
  • Estimate
Description The description can help you identify what the invoice is for.
Invoice Total The total dollar amount of the invoice.
Amount Paid Shows how much has been paid toward the invoice.
Balance Due The amount still owed for the invoice.

Production Tab

This tab lists all production orders related to the client. Double-click on a production order to view the details.

Column Description
View Options The options at the top of this tab can be used to choose whether you want to see production orders or preproduction orders:
Invoice Number Displays the number of the invoice associated with the production order.
Invoice Date
 Shows the original date of the associated invoice.
Order Number
and Date 		Shows the order number and date the order was created.
Vendor The specific vendor chosen to fulfill the order. See also: Vendors
Due Date The date the order is due back from the vendor.
Status Indicates where the order is in the workflow cycle. See also: Production Statuses and Preproduction Statuses

Online Tab

The Online tab is used to quickly
reference this client’s information for InSpiredByYou.com and Online Booking. *Note – image shows from Stratus

Online Booking (Stratus ONLY) #

  • User Name
    – Client’s user name for your online booking site.

  • Password – Client’s password for online booking.

InSpiredByYou #

  • Upload Date
    – Date the first client session was uploaded to InSpiredByYou.com.

  • User Name/Password – Client’s default user name and password for InSpiredByYou.com. 
Summary Tab
This tab lists important
details about the client. These include dates, financial
status and
transactions, referrals, and loyalty rewards. Tip! Many of these fields are also included in tools such as form letters, filters, and more.
Notes Tab

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