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Client Reference

Client Header

The main client contact information is displayed on 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 Preferences on the Clients tab. See also: Start with Client's First/Last Name
Company Name Enter the client's company here, if needed.
Address Enter the client's address.
New Address A drop-down is provided to enter a "new" address and effective date for a client. This could be used for a wedding couple that will have a new address after the wedding. 
Google Maps Click the location icon anywhere in Stratus where there is a client address. Stratus will open the Google Maps page to show the client's address.
Primary Email Fill in the main client's primary email address.
Phone Numbers Enter the client's main phone number and any alternate numbers. See also: Phone Number Labels
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: 

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.

General Tab

Field Description
Client Type Choose Consumer or Business to customize the client record.
Client Number Stratus will automatically assign the client number based on your selected preferences. The client number can be changed, but it must remain a UNIQUE number. See also: Setting up the Client Numbering 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: Using 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
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: Using 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.
Birthday Record the main client's birthday. This can be used for future promotions or just for your information.
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 four text fields and two date fields.
Tax Exempt Mark the client as Tax Exempt and enter their tax exempt number. Invoices created for this client will not include 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 in Stratus.
Saturday Only Use this box to note which clients prefer to book sessions or appointments only on Saturdays.
Do Not Market Mark this box if the client does not want to receive marketing material from you. Stratus will exclude these clients when printing group mailing labels, group form letters, and when sending group emails and text messages.
Do Not Call Check this box if this client does not want to be called. Stratus will exclude clients with this box checked when creating a group of call records.
Social Networking Use these fields to store the client's website, Facebook, LinkedIn, and Twitter URLs.
Family Members Click on the orange plus (+) sign to add a new family member. Enter the name of the family member, their relationship to the client, and their birthday, along with their phone number(s) and an email address. A family member 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. See also: Adding Family Members

Groups Tab

The Groups tab lists all available groups in the left panel and all the groups the client belongs to in the right panel. Using groups is a great way to maintain your client list. You can 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 the "Using Client Groups" topic for details on how to add, delete, and modify your client groups.

Communication Tab

The Communication tab lists all phone calls, emails, SMS text messages, and letters – completed or not – related to this client. Double-click on a communication record to modify it.

Column Description
Due Date The date the communication is to be made.
Complete Date The date the communication was made.
Type The communication type can be a phone call, letter, email, or SMS text message.
User Which user is assigned the call or who sent the letter, email, or text.
Call Type If the communication type is a phone call, the call type tells you what type of call will be placed to the customer, such as a session reminder. See also: Using 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 Outgoing or incoming.

Tasks Tab

The Tasks tab lists all tasks – completed or not – related to this client. To view the complete details of the task, double-click on it in the list.

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 Stratus and used for tracking purposes.
Subject Contains a description of the task.
Status The current status of the task. See also: Using Task Statuses
Assign to User The user the task is assigned to.
Assign to Dept The department the task is assigned to. See also: Setting up Departments

Appointments Tab

The Appointments tab lists all appointments – completed or not – related to this client. To view the complete details of the appointment, double-click on it in the list.

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 Primary appointment date.
Type An appointment type would be something like "wedding consultation." See also: Using 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

The Sessions tab lists all sessions – completed or not – related to this client. Double-click on a session to view the complete details or to modify it.

Column Description
H, N, R, 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 Primary session date.
Session No. The session number of the displayed session. Note that depending on your options selected, this may be a combination of name and number.
Type This is the type of session being held. See also: Using Session Types
Description The session description tells you why you have set up the session. It could be something like "Johnson family portrait."
Status This is where the session currently is within the workflow cycle. See also: Using Session Statuses

Invoices Tab

The Invoices tab lists all invoices generated for this client. To view the complete details for an invoice or to modify it, double-click on the entry.

Column Description
View All Invoices View all invoices for this client, whether they are the session client or the bill-to client.
View Session Invoices Only View invoices where this client is the main session client.
View Bill-To Invoices Only View all invoices billed to this client, even if they aren't the session client.
Invoice No. The invoice number is a unique number assigned by Stratus when the invoice is saved. However, it can be changed later to another unique number.
Date The date the invoice was created.
Type The invoice type can be one of the following: 
  • Initial order
  • Session fee
  • Reorder
  • Credit memo
  • Estimate
See also: Invoicing Overview
Description The invoice description is used to better identify what the invoice is for.
Invoice Total Total dollar amount for the invoice.
Amount Paid The amount that has been paid toward the invoice.
Balance Due The amount still owed for the invoice.

Online Tab

The Online tab is used to quickly reference this client's information for and

Field   Description
Start Date Date the client first signed up with

User Name Client's online user name for their personal site.

Website The URL of the client's personal HoldMyMemories site.
Start Date Date the first client session was uploaded to

User Name Client's online user name for their personal site.

Password Client's default password for their personal site.

Summary Tab

The Summary tab lists important details about the client. These include dates, financial status and transactions, and referrals.

Field Description
Create Date Date the client record was created.
Created By Shows which Spectra user was logged in when the client record was created.
Client Since Date Displays the date of the client's first session.
Last Session Shows the date the client was most recently in for a session.
Last Call Date Indicates the date the client was most recently called on the phone.
Last Communication Date Shows when the last communication occurred with the client.
Lifetime Sales Includes all sales recorded since you started using Stratus for this client.
YTD Sales Sales for this client that have been recorded since January 1st of the current year.
Session Sales Shows all sales where this client is the main session client.
Bill-To Sales Shows all sales where this client is paying the bill (bill-to client).
Open Balance Indicates the total of all invoices that are not yet due as well as those that are past due.
Not Yet Due This is the total of all invoices that have been created for this client that are not due.
Past Due Total of all invoices that have come due but remain unpaid.
Referral Summary Here you can see how much this client has referred to you. Included is the number of other clients in your database that have this client's name as the referral source as well as the sales generated from those clients.
Financial Transactions Tab Each of the client's financial transactions are listed here. The list includes the date, description, and amount of each invoice, credit memo, payment, and refund that have been recorded for this client. The most recent items will appear on top by default, but you can sort on any of the columns by clicking on the column header. Double-click on any payment or invoice to open it and view all its details.
Referrals Tab The first name, last name, and main phone number of the clients that have this client listed as their referral source are listed here.

See also

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