Clients
The Clients CRM keeps your relationships organized — from first lead to long-term partnership. Every client record links to their projects, tasks, and proposals so you always have the full picture in one place.
Adding a client
Create a new client record from the Clients index page. You can add a client at any stage of the relationship — before a project exists, at the proposal stage, or once work is underway.
- 1
Open Clients
Navigate to /clients in the sidebar. Click New Client in the top-right corner.
- 2
Enter contact details
Fill in the client's name and email address. Email must be unique within your workspace — WorkWiz uses it to prevent duplicate records.
- 3
Add optional fields
Optionally add a phone number, company name, and internal notes. Notes are private — they are never shown to the client through the portal.
- 4
Set the initial status
Choose the status that best describes where this client is in your pipeline. New prospects typically start as LEAD.
- 5
Save the record
Click Create Client. WorkWiz opens the client detail page where you can link projects, attach proposals, and generate a portal link.
Client fields
The following fields are available on every client record. Required fields are marked with an asterisk.
| Field | Type | Description |
|---|---|---|
| name * | Text | The client's full name or organization display name. |
| email * | Must be unique per workspace. Used to identify the client and prevent duplicates. | |
| phone | Text | Contact phone number for the client. |
| company | Text | The company or organization the client represents. |
| notes | Text | Internal notes visible only to workspace members — never exposed in the client portal. |
| status | Enum | Current relationship stage: LEAD, ACTIVE, INACTIVE, or ARCHIVED. |
Client status
Client status tracks where each relationship sits in your pipeline. You can update a client's status at any time from the client detail page.
| Status | Indicator | Meaning |
|---|---|---|
| LEAD | A prospective client you are in early conversations with. No active project has started yet. | |
| ACTIVE | A current client with at least one active project or ongoing engagement. | |
| INACTIVE | A past client not currently engaged. Kept visible for reference and potential re-engagement. | |
| ARCHIVED | Removed from active views and filtered out by default. The record is preserved as a historical reference. |
Linking to projects and proposals
A single client can be attached to multiple projects and multiple proposals simultaneously. This enables full history tracking — you can see every engagement with a client in one place without duplicating any data.
From the client detail page you can view:
- All active and past projects linked to this client
- All proposals — draft, sent, accepted, or declined
- Tasks that have been associated directly with the client
- A chronological activity summary showing status changes and milestones
When you link a project or proposal to a client, it also appears on the client detail page automatically. You can link from either side — open a project and select the client, or open the client record and attach the project.
Client portal
The client portal gives your client a secure, read-only view of their project without requiring a WorkWiz account. Share the link via email and your client can check in at any time.
Sharing a portal link
- 1
Open the client detail page
Navigate to /clients and open the client record you want to share with.
- 2
Click "Generate Portal Link"
Find the Client Portal section on the client detail page and click Generate Link. WorkWiz creates a unique token-protected URL.
- 3
Copy and send the link
Copy the URL and share it with your client by email or any other channel. No WorkWiz account or password is required to view the portal.
- 4
Revoke if needed
To remove access, return to the client detail page and revoke or regenerate the link. The old URL will immediately stop working.
What the client sees
The portal is intentionally minimal and transparent. Clients can view:
- Overall project status and progress percentage
- Milestones that have client visibility enabled, including their current status and deliverables
- Task completion rate as an aggregate percentage
- A comment box to submit questions or feedback
Internal notes, team member information, finance records, and any milestones with client visibility turned off are never shown.
Portal comments
Clients can leave comments directly on the portal. These comments are visible to all workspace members from the client detail page and the relevant project, making it easy to track client feedback without leaving WorkWiz.
Converting leads
When a prospective client agrees to move forward, converting them from LEAD to ACTIVE takes a single field update — no migration or data loss involved.
- 1
Open the client record
Find the client in the Clients list (filter by status LEAD to narrow the view quickly).
- 2
Update the status to ACTIVE
On the client detail page, change the status field from LEAD to ACTIVE. Save the change.
- 3
Link a project or accept a proposal
Attach the client to their first active project, or accept the associated proposal — which automatically creates a linked project with the same details.