Spectra/myStratus Desktop | Client Reference

PLEASE NOTE:
The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.

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Contents

Welcome
myStratus API and Zapier Integration
Lab Integration
- Getting Started with Lab Integration
- Enabling Lab Integration
- Production Statuses for Lab Integration
- Price List for Lab Integration
InspiredByYou.com 2.0
- Overview
- Features
- Existing Users - Upgrading Process
  - Transitioning to InspiredByYou 2
  - Additional Set-up
- New Users - Setting up InspiredByYou
- FAQ's: InspiredByYou.com 2.0
Getting Started
- Overview
- Getting Help
- Spectra
- myStratus
  - Installing myStratus Desktop
- Best Performance Practices
- Basic Setup How To's
Getting Around the Software
- Navigating Spectra Video
- Home Page Overview
- FAQ: How to read Today's Snapshot
- Customizing the Home Page
- Notification Center
- Company Shortcuts
- FAQ - Alphabetized List of All our FAQ's
Menus
- File Menu
- Go Menu
- Maintenance Menu
- Utilities Menu
- Tools Menu
- Reports Menu
- Help Menu
Accounting
- Accounting Overview
- Setting up the Accounting Link - NEW to 2021 - QuickBooks Online
- Using the Accounting Link
- End of Day Wizard
- Cash Reconciliation
- FAQ - Unlocking Posted Invoices
- FAQ - Reconciling with QuickBooks Desktop
Advanced Features (Tools)
- Filters
- Triggers
- Triggers - 2016 and Older
- Wizard Builder
Appointments & Sessions
- Scheduling Overview
- Help! Should I create an appointment or session?
- Using the Scheduling Wizard
- Appointments
- Sessions
Calendar
- Calendar Overview
- Calendar How To's
- Customizing the Calendar
Clients
- Clients Overview
- Client Reference
- Client Ribbon
- Clients Hub
- Client Wizard
- Client How To's
- Customizing Clients
- Client Maintenance
- Client Referral Programs
Communication
- Communication Overview
- Messages Hub
- Communication Wizard
- Managing Scheduled Communication Jobs
- Form Letter Builder
- HTML Email Builder
- FAQ - Header / Footers Printing on HTML Letters
- FAQ - HTML Emails vs. Email Form Letters
- FAQ: How to export SendGrid HTML Emails and use them in Stratus
- Communication Maintenance
- Email
- Phone Calls
Control Center
- The Control Center
- Control Center Logs
Credit Card Processing
- Credit Card Processing Overview
- TSYS (Cayan) Credit Card Processing (US)
- Genius Credit Card Terminals (US)
- eWAY Credit Card Processing (AU NZ)
- Global Payments Credit Card Processing (UK, EU, Canada)
Dashboard
- Dashboard Overview
- Dashboard Examples
- Performance Panels
- Dashboard Reports
- Reading your Dashboard
- Arranging your Dashboard
- FAQ: How to Delete a Dashboard Report
- Setting up Budgets
Data Management
- Spectra Database Utility
- myStratus Database Utility
- Internet Update Utility - Spectra 2014 or older
- Maintaining your Spectra Database
- Database Backup Best Practices
- Updates and Upgrades
- FAQ - Upgrading to Spectra SQL
- FAQ - myStratus Firewall
Digital Workflow
- Digital Workflow Overview
- Workflow Ribbon
- Workflow Hub
- Digital Workflow Reference Guide
- Digital Template Builder Overview
- Printing Workflow
- Workflow How To's
- Digital Integrations
- Digital Maintenance
Hubs
- Hub Overview
- Customizing the Hubs
InSpiredByYou.com 1.0 (Spectra only)
- Setting up InSpiredByYou
- Synchronizing InSpiredByYou
- Using InSpiredByYou
- Tips for Managing InSpiredByYou
- Contracts - SPECTRA only - IBY 1.0
- Client Album Statuses
- FAQ - Finding InSpired Orders in Spectra
Invoices
- Invoicing Overview
- Invoicing Setup
- Invoices Hub
- Invoice Reference
- Invoice Ribbon
- Features of the Invoice Line Item Detail Screen
- Invoice Wizard
- Invoice How To's
- Invoice Maintenance
Mobile Devices
- MyStratus Mobile App (Stratus ONLY)
- Google Syncing
Online Booking (myStratus ONLY)
- Getting Started with Online Booking
- Online Booking Overview
- Online Booking Set Up
- Online Booking Set up - Session and Appointment Types
- Online Booking Set up - Time Slots
- Online Booking Set up - Additional Features
- Online Booking Promotions
- Online Booking for Organizations
- FAQs - Online Booking
Payments and Refunds
- Features of Payment and Refund Records
- Payment Wizard
- Payment How To's
Price List
- Price List Overview
- Price List Reference
- Price List Ribbons
- About Item Types
- Creating a Coupon or Promotion
- Creating a Package
- Inventory
- Advanced Pricing
- Unit Pricing
- Importing a Price List
- Price List View Options
- Price List Maintenance
Production
- Production Overview
- Production Hub
- Production Order Reference
- Production Order Ribbon
- Preproduction Order Reference
- Preproduction Order Ribbon
- Production How To's
- Production Maintenance
Reports
- Sales Tax Report
- Account Receivable Aging Report
- Customer Deposit Reconciliation Report
- Print Group of Invoices Report
- Order Status Report
- Pictorial Directory - Deprecated 2018
- Time Sheet
- Employee Commissions Report
- Inventory Quantity On-Hand
- Client Referral Report
- Lists and Labels
- Organization Reports
- Gift Certificate Reports
  - Gift Certificate Activity
  - Gift Certificates Outstanding
- Loyalty Rewards Reports
  - Loyalty Rewards Activity
  - Loyalty Rewards Outstanding
- Analysis Reports
- Custom Reports
- Dashboard Reports
- Saved Reports and Report Subscriptions - NEW 2020!
StudioPlus Finale
- StudioPlus Finale Overview
- Setting up Render Jobs
- Finale Ribbon
- Finale Settings
- Using Finale
- Tasks
Users and Security
- Audit Trail Logs
- Data Entry Validation
- GDPR Practices (EU)
- FAQ: How to add Allow Marketing flags
- Time Clock
- FAQ: How to fix overlapping Clock in's
- FAQs - Ex-Employees
- Setting up Users
- Setting up Departments
- Setting up Security
- Security Settings
Web Forms (myStratus ONLY)
- Introduction to Web Forms
- 1. Web Forms Preferences
- 2. Building Web Forms
- 3. Creating Web Forms for Clients
- 4. Accessing Web Forms
- Web Form Statuses
- Bulk Create Web Forms
Optional Add-Ons
- Perfectly Clear Plug-in
- myStratus Maps
- DataSafe (Spectra only) - Depreciated 2023
  - Getting Started with DataSafe
  - Troubleshooting DataSafe Setup
- StudioPlus Mail
- OnLocation - Depreciated 2023
  - Getting Started with OnLocation - Depreciated 2023
  - Tips for using OnLocation - Depreciated 2023
- SMS Text Messages
- How to flag many clients SMS texts boxes
Appendices
- End User License Agreement
- StudioPlus Mail TOU

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Home > Clients > Client Reference
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. email1@email.com; email2@email.com) 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

Expand All

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

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/myStratus. 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

Marketing Tab

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

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

Summary Tab

Notes Tab

Client Header

Detail Tabs

HoldMyMemories

Online Booking (myStratus ONLY)

InSpiredByYou