Client Management Overview

The Client Management module is the CRM backbone of NexusRMS. It gives you full control over your client relationships — from storing company and individual records to tracking communications, managing portal access, monitoring financial health, and integrating with Nexus Client Nodes. Every interaction, invoice, and project is linked back to the client record so you always have a complete picture.

Accessing the Clients module

To open the Clients module, click Clients in the left-hand sidebar. The menu expands to reveal the following pages:

• Client List — Your full client directory in card or table view with search, filters, segment chips, and bulk actions
• Client Portal — Manage portal access settings, view portal activity logs, and configure what clients can see and do

All users with client permissions can view the Client section. Creating, editing, and archiving clients requires the appropriate role permissions configured under Configuration > Users & Roles.

Client types

Every client record in NexusRMS is one of three types:

• Company — A business entity with a company name, registration details, VAT number, and multiple contact persons. Most rental clients are companies.
• Individual — A private person renting equipment in their own name. The name field displays as "Full Name" rather than "Company Name".
• Venue — A location-based client such as a theatre, arena, or conference centre. Venues can be associated with multiple company and individual clients through the venue association system.

Client statuses

Each client has a status that controls what actions are available:

• Active — The default status. Active clients can be assigned to projects, receive invoices, and access the client portal.
• Inactive — Temporarily paused clients. They remain visible in reports and history but cannot be assigned to new projects.
• Archived — Soft-deleted clients that no longer appear in the main list. Archived clients can be restored at any time. All historical data is preserved.

Client number format

When a client is created, the system automatically generates a unique reference number in the format CLT-YYYY-HHMMSSXXXX. For example, CLT-2026-1430451a2b. The number comprises the prefix CLT, the four-digit year, a six-digit timestamp (hours, minutes, seconds), and a four-character random suffix. Client numbers cannot be edited and serve as a permanent identifier.

Pricing tiers

Each client is assigned a pricing tier that determines their base price level:

• standard — Default tier with no price adjustment (price multiplier of 1.00)
• preferred — Returning clients who receive modest discounts
• vip — High-value clients with the best rates and priority service
• custom — Bespoke pricing negotiated on a per-client basis using the price_multiplier field

Health score and risk assessment

NexusRMS automatically calculates a health score for every client on a scale of 0 to 100. New clients start at 70 (neutral). The score is AI-calculated from five factors: payment history, project frequency, communication engagement, outstanding balance ratio, and days since last project. The health score is displayed as a colour-coded progress bar on the client list and detail pages.

Based on the health score and other signals, the system assigns a risk level:

• low — Healthy client relationship with no concerns
• medium — Some warning signs such as slower payments or reduced booking frequency
• high — Significant risk of churn or payment default. A churn_probability value above 0.7 triggers an "At Risk" badge on the client card.

Key relationships

A client record connects to many other areas of the system:

• Projects — All projects (bookings) assigned to this client, including sub-projects
• Invoices — Quotes, invoices, and credit notes linked to the client
• Contacts — Multiple contact persons per client, with primary, billing, and technical designations
• Communications — Threaded message history including emails, calls, and internal notes
• Files — Documents, contracts, insurance certificates, and images attached to the client
• Feedback — Post-project satisfaction ratings that feed into the health score
• Categories — Many-to-many category assignments for segmentation (e.g., VIP, Corporate, Festival)
• Client Associations — Links between company and individual clients, allowing an individual to be associated with multiple companies and vice versa
• Nexus Node Connection — Integration with the Nexus Nodes platform at nodes.nexusrms.io/clients/{id}

What you can do with Client Management

• Create and manage company, individual, and venue client records
• Store multiple contacts per client with primary, billing, and technical designations
• Manage visiting, billing, delivery, and shipping addresses
• Configure per-client financial settings including credit limits, payment terms, discounts, and tax overrides
• Log and review all communications in threaded conversations
• Enable portal access so clients can view quotes, approve documents, and pay invoices online
• Connect clients to Nexus Client Nodes for a unified self-service experience
• Organise clients with categories, tags, folders, and segments
• Track client pipeline stages and assign follow-up tasks
• View comprehensive analytics including revenue trends, project history, and health scoring

Tips for getting started

• Set up categories first — Before importing clients, create categories such as Festival, Corporate, Wedding, and Theatre. This makes filtering and reporting significantly easier.
• Add your most active clients first — Start with clients who have upcoming projects. This lets you begin quoting and invoicing immediately.
• Configure financial defaults early — Set default payment terms, currency, and tax rates in Configuration > Client Settings so every new client inherits sensible values.
• Enable the client portal — Allowing clients to view and approve quotes online reduces back-and-forth emails and speeds up the booking process.
• Invite clients to Nexus Nodes — Client Nodes provide a free, unified portal where clients can manage all their rental relationships in one place.

Next steps

Continue to the next article to learn about the Client List page, where you will browse your full client directory, switch between card and table views, use segment quick filters, and perform bulk actions.