Creating a Client

Creating a client in NexusRMS uses a five-tab form that organises all required information into logical groups: Basic Info, Contact Persons, Addresses, Financial, and Settings & Notice. You can complete the tabs in any order and the form supports auto-save drafts so your progress is never lost.

Opening the form

Click Add Client on the Client List page header (or the floating action button on mobile). The form opens with the Basic Info tab selected and client type defaulted to Company.

Tab 1 — Basic Info

Client type

Choose the client type using the toggle at the top of the form. This is mandatory and affects which fields are displayed:

• Company — The name field label reads "Company Name". Business detail fields (VAT Number, Company Registration No., Accounting Number) are visible.
• Individual — The name field label reads "Full Name". Business detail fields are hidden.

Core fields

• Name (required) — Company name or full name depending on the selected type. Triggers duplicate detection on blur.
• Status (required) — Dropdown with options: Active, Inactive, On Hold, Archived. Selecting On Hold displays a warning alert explaining that new project creation will be blocked.
• Primary Contact Name — The main person you deal with at this company
• Email — Validated email address. Must be unique per tenant when provided. Triggers duplicate detection on blur.
• Phone — Primary telephone number
• Mobile — Mobile number
• Website (company only) — Full URL including protocol (e.g., https://example.com)
• Categories — Multi-select dropdown with closable chips for assigning categories such as Festival, Corporate, Wedding, Concert, Theatre, Exhibition, Sports Event, and Conference

Tab 2 — Contact Persons

Create mode

When creating a new client, this tab displays a simple primary contact form with four fields:

• Contact Name (required) — Full name of the primary contact person
• Email (required, validated) — Email address for the primary contact
• Phone — Direct phone number
• Job Title — Their role within the company

Additional contacts can be added after saving the client using the full Contact Manager on the client detail page.

Edit mode

When editing an existing client, this tab displays an informational alert directing you to the Contacts tab on the client detail page. The full Contact Manager component provides add, edit, delete, set primary, portal access management, and Node synchronisation features that are only available on the detail page.

Tab 3 — Addresses

Three address sections are provided, each with the same set of fields:

1. Billing Address — The address used on invoices and financial documents
2. Delivery Address — The primary address for equipment and services deliveries
3. Shipping Address — An alternative shipping location if different from billing

Address fields

Each address section contains: Street Address, Address Line 2 (optional), City, State/Province, ZIP/Postal Code, and Country.

Address shortcuts

• The Delivery Address section has a Same as billing checkbox. When ticked, the delivery fields are hidden and the billing address is used.
• The Shipping Address section also has a Same as billing checkbox with the same behaviour.

Address autocomplete

Each address section includes an AddressAutocomplete component for UK postcode lookup. Type a postcode or start of an address and select from the suggestions. The street, city, county, postcode, and country fields are populated automatically.

Tab 4 — Financial

• Pricing Tier — Dropdown: Standard, Preferred, VIP, Custom. Determines base pricing for this client.
• Default Discount — Percentage (0–100) that automatically applies to new projects
• Credit Limit — Maximum outstanding balance allowed, shown with a £ prefix. Exceeding this limit triggers a warning.
• Payment Terms — Number of days (e.g., 30 for Net 30)
• VAT/Tax Number — The client's VAT or tax identification number (e.g., GB123456789)
• Currency — Billing currency: GBP (£), USD ($), or EUR (€)

More detailed financial fields (per-service discounts, banking details, e-invoicing) can be configured on the client detail page after creation. See the Client Financial Settings article for full details.

Tab 5 — Settings & Notice

Client notice system

Add an important notice that is prominently displayed on the client detail page:

• Notice Type — General Notice (blue info alert) or Warning (yellow warning alert)
• Notice Text — The message to display. Enabled only after selecting a notice type. Example: "Payment is 30 days overdue".

General settings

• Lead Source — Free-text field for recording how the client found you (e.g., Referral, Website, Trade Show)
• Preferred Communication — Dropdown: Email, Phone, SMS, Post
• Enable Client Portal Access — Toggle switch to grant portal access. Disabled if the portal is turned off globally in Configuration > Client Settings > Portal.
• Send Marketing Emails — GDPR-compliant consent toggle for marketing communications

Notes

• Public Notes — Visible to the client in their portal
• Internal Notes (Staff Only) — Never visible to clients. Hidden from API responses by default.

Duplicate detection

When you enter a name or email and leave the field, the system checks for existing clients with similar details. If potential duplicates are found, a warning alert appears in the sidebar showing the matching client name and email. Click on any duplicate to open it in a new tab for comparison.

Form validation

The client name is the only strictly required field. Email addresses are validated for correct format when provided. The form cannot be submitted until all validation rules pass. Errors are highlighted inline beneath the relevant field.

Tips

• Fill in all five tabs for a complete client record, but only the name is mandatory for a quick save.
• Use the On Hold status to temporarily prevent project creation for clients with outstanding payment issues.
• Client notices are highly visible — use them for payment warnings, special handling instructions, or contractual reminders.
• Enable portal access from the start so clients can review quotes as soon as you send them.

Next steps

Continue to the next article to learn about the Client Detail page, where you can view the full client record, manage contacts, track projects, review communications, and analyse performance.