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Client

Q1. How can I search for a client by name or company?​

To search for a client by name or company, follow these steps:

  1. Go to the “Clients” Module
    Navigate to the page that lists all registered clients.

  2. Locate the Search Bar
    At the top-right corner of the client list (see screenshot above).

  3. Click the Dropdown in Search Bar
    You’ll see filter options like:

    • ✅ Client Name
    • 🏢 Status (if Active or Inactive)

  4. Select “Client Name”
    This will enable you to search based on client name.

  5. Type the Name or Company

  • Start typing (e.g., TCS, Globex, HDFC, etc.).
  • The list will automatically filter matching records.

Q2. How do I add a new client to the list?​

To add a new client to the list, follow these steps:

Step 1: Go to the Client Page
Navigate to the Clients section from the sidebar or menu.

Step 2: Click on ➕ Add Client Button
Click on the plus (+) icon in the top-right corner of the screen.

Step 3: Fill in Client Profile Details

  • Client Name (Required)
  • Client Of – Select your company.
  • Currency (Required)
  • Status – Set to Active or Inactive.

Step 4: Enter Company Details

  • Brand Name (Required)
  • Full Name (Required)
  • GST ID / Tax ID
  • PAN / TAN / CIN (Optional fields)

Step 5: Add Office Details

  • Office Name (Required)
  • Address
  • Pin Code (Required)
  • Map will update automatically if location is selected.

Step 6: Save the Client
Click on the 💾 Save button at the bottom right.

Q3. What information is required when creating a new client?​

When creating a new client, you need to provide the following mandatory and optional information as seen in the interface:

🔒 Mandatory Fields (marked with * ):

  • Client Name* → Name of the client (person or company)
  • Client Of* → The serving or managing company (e.g., Premium Rental Carz)
  • Currency* → The preferred billing currency (e.g., INR)
  • Status* → Client status (e.g., Active, Inactive)
  • Brand Name* → Brand or trade name used in communication
  • Full Name* → Registered legal name of the business or client

Office Details

  • Office Name
  • Address (City, Address Line, Pin Code)
  • Google Maps marker (for precise location)

Optional Fields

  • Tax ID / GST ID
  • PAN
  • TAN
  • CIN

Once filled, click Save (bottom-right) to add the client to the system.
You can always edit or delete the client later from the client list view.

Q4. Can I delete a client from the list? How do I recover deleted records?​

Yes, you can delete a client from the list. Here's how:

  1. Go to the Client List Page
    Navigate to the Clients section of your system.

  2. Find the Client
    Use the search bar to filter by:

    • Client Name
    • Status

  3. Locate the Delete Icon
    On the right-hand side of the row (under Action), click the 🗑️ Trash icon next to the client you want to delete.

  4. Confirm Deletion
    A confirmation popup will appear. Click Yes / Confirm to proceed.

⚠️ Deleted clients cannot be recovered.

Q5. What is the difference between “Clients” and “Client Group” tabs?​

  • Clients Tab:
    Contains the list of individual clients that your company serves.

    What you can manage here:

    • Client Name
    • Brand / Company
    • GST / PAN / Contact Info
    • Status (Active/Inactive)
    • Offices & Addresses
    • Invoices, Trips, or Bookings linked to each client

    📌 Each row = one client profile.

  • Client Group Tab:
    Used to organize multiple clients under a common group.

    What you can manage here:

    • Group Name (e.g., "TATA Group", "HDFC Clients")
    • Assign multiple clients to a single group
    • Use groups for bulk actions, reporting, or billing consolidation

📌 Each group can include multiple clients from the Clients tab.

Q6. How can I assign a client to a group?​

To assign a client to a Client Group, follow these steps:

  1. Go to the “Client Group” tab
    Navigate to the Clients section and click on the Client Group tab.

  2. Click on the “+ Add” button
    This will open a dialog to create or edit a Client Group.

  3. Enter a Group Name
    Provide a name for your client group (e.g., "VIP", "Enterprise Clients", etc.).

  4. Select Clients from the Dropdown
    On the right side, search and select the clients you want to assign to this group.
    You can select multiple clients.

  5. Click “Save”
    The selected clients will now be assigned to the created group.

Q7. How do I manage sub-clients under a single group?​

  1. Go to the Client Group tab
    Navigate to the Client Group tab (as seen in your first screenshot).

  2. Edit a Group
    To manage an existing one, click on the ✏️ (Edit) icon beside the group name.

  3. Assign Clients (Sub-Clients)

    • A list of available clients will appear on the right side.
    • Select the clients you want to group under this category.
    • You can remove any existing client by clicking the × icon next to their name.

  4. Click Save
    After selecting all clients, click the green Save button.

Q8. How can I customize which columns are visible in the Client list?​

  1. Navigate to the client list page from the main menu.
  2. Click the gear icon (⚙️) located at the bottom-right corner of the invoice list page.
  3. A “Select Columns” popup will appear.
  4. In this popup:
    • Use drag and drop to move fields between Visible Fields and Hidden Fields.
    • You can also reorder the visible fields by dragging them up or down.
  5. Click Save to apply the changes.

This lets you personalize your Client list view based on what’s most relevant to you.

Q9. How can I tag or color-code important clients (e.g., VIP, Enterprise)?​

Yes, you can tag 🏷️ or color-code important clients (like VIP or Enterprise) by following these steps:

Tagging Clients:

  1. Open Client List → Go to your Clients section from the main menu.
  2. Select a client → Click on the edit icon next to the client record.
  3. Find the “Tags” 🏷️ option → Available next to the Edit Client heading.
  4. Type a tag such as VIP, Enterprise, or High Priority.
  5. Click Save → The tag will now appear next to the client’s name.

🎨 Color-Coding Clients:
6. After adding a tag, click on the three dots (⋮) next to the tag.
7. Choose Change Color option.
8. Select your preferred color for the tag (e.g., Yellow for VIP, Blue for Enterprise).
9. Save changes → The colored tag will now be visible in the client’s profile and client list.

Q10. Is there an audit log to track who made changes to client records?​

Go to Clients Page
Navigate to the Clients section from the main menu.

Open Client Profile
Click on the client name whose change history you want to review.

Click on Audit Log
Inside the client profile or edit window, locate and click the Audit Log button (🕵️‍♂️) — usually found at the bottom of the screen.

View Change History
A modal or side panel will open showing:

  • Who made the changes (e.g., “Alex”)
  • What was changed (e.g., Email, Address)
  • When the changes were made (with timestamps)
  • Old value ➝ New value

Q11. Who can add, edit, or delete clients?​

The ability to add, edit, or delete clients depends on the user role and permissions configured in the Admin / Role Management module.

Q12. What is the purpose of a Client Group in the system?​

A Client Group is used to organize multiple clients under one group for easier management, reporting, and billing.

🧾 How to Add a Client Group

Go to Client Group Section
Navigate to the Client Groups section from the main menu (usually under “Masters” or “Clients”).

Click on Add Client Group
Click the ➕ Add Client Group button to open the form.

Enter Group Name
In the Name* field (left side of the form), type a name for your client group.
📌 Example: “Top Enterprise Clients” or “South Zone Clients”.

Select Clients
In the Clients dropdown (right side), start typing or scroll to choose clients to add to this group.
✅ You can select multiple clients to associate under one group.

Save the Group
Once the name and clients are selected, click on the Save button (bottom right) to create the group.

Q13. Can a client belong to multiple groups?​

Yes, a client can belong to multiple client groups.

Q14. Can I restrict some users to only view but not edit client data?​

Yes — you can restrict certain users to view-only access for client data. This is typically managed through role-based permissions or user access control.

Q15. How do I create a new Client Group?​

🧾 How to Add a Client Group

Go to Client Group Section
Navigate to the Client Groups section from the main menu (usually under “Masters” or “Clients”).

Click on Add Client Group
Click the ➕ Add Client Group button to open the form.

Enter Group Name
In the Name* field (left side of the form), type a name for your client group.
📌 Example: “Top Enterprise Clients” or “South Zone Clients”.

Select Clients
In the Clients dropdown (right side), start typing or scroll to choose clients to add to this group.
✅ You can select multiple clients to associate under one group.

Save the Group
Once the name and clients are selected, click on the Save button (bottom right) to create the group.

Q16. How do I edit an existing client group’s name?​

Here’s how you can edit an existing client group’s name:

Go to Client Group Tab
From the main menu, open the Clients section and click on the Client Group tab.

Locate the Client Group
Scroll or use the search bar to find the client group you want to update.
📌 Example: You want to edit the name of group "MNC".

Click the Edit (✏️) Icon
In the row of the group you want to modify, click the ✏️ Edit icon under the Action column.

Update Group Name
In the form that appears:

  • Edit the text in the Name field.
  • You can also modify the list of clients if needed.

📝 Example: Change MNC ➝ MNC Clients – 2025.

Save Changes
Click the Save button (bottom right corner) to apply the new name.

Q17. What does the number shown under “Number of Clients” indicate?​

The number shown represents the total number of clients assigned to that specific group.

📌 Example:

  • VIP → 13 ➝ This means 13 different clients are part of the “VIP” group.
  • MNC → 7 ➝ 7 clients are tagged under the “MNC” group.

Q18. How do I view the list of clients under a specific group?​

Go to Client Group Tab
From the main menu, navigate to the Clients section and click on the Client Group tab.

Find the Group
Locate the client group whose members you want to view.
📌 Example: "VIP", "MNC", or "Bata India".

Click the Edit (✏️) Icon
In the Action column next to the group name, click the ✏️ Edit button.

👁️ View Assigned Clients
A form will open showing:

  • Group Name
  • Clients listed with removable tags (e.g., TCS, Cipla, HDFC Credila)

📌 All clients assigned to that group will be visible in the Clients section of the form.

🧾 Optional: Copy or Modify
You can:

  • Note down the client list
  • Add or remove clients if needed

Q19. What happens if I delete a client group — are the clients also deleted?​

Only the group label is deleted.

  • ❌ Clients inside the group are NOT deleted.

The clients remain active in your system and will still appear in the main Clients list.

Go to Client Group Tab
Navigate to the Clients section and click on the Client Group tab.

Locate the Search Bar
At the top-right corner of the client group list, you’ll find the search bar with a magnifying glass icon (🔍).

Choose a Filter Option (Optional)
Click the dropdown beside the search bar to select a search filter:

  • ClientPool Name – to search by group name
  • Amount – (if applicable) to filter based on amount criteria

Type the Group Name
Start typing the name of the client group you are looking for.
📌 Example: Typing "MNC" will filter the list to show only that group.

View Matching Results
The table will automatically update and display groups that match your search input.

👉 This feature helps you quickly locate a group, especially when you have a long list of client groups.

Q21. Can I use Client Groups for targeted billing or reporting?​

You cannot generate invoices or reports by group directly.
Billing and reporting still happen at the individual client level.

What You Can Do with Client Groups:
🎯 Assign Common Rates

  • You can create one set of rates for a Client Group instead of setting rates for each client manually.
  • This is useful when multiple clients (e.g., MNCs, VIPs, etc.) share the same rental or service pricing.

Q22. What is the purpose of the “Bulk Delete” option?​

Bulk Delete is used to remove multiple client groups quickly in one action.

How to Bulk Delete Clients:

Step 1: Go to Clients Tab
From the main menu, click on the Clients section, then ensure you're on the “Clients” tab (not “Client Group”).

Step 2: Select Multiple Clients
Click the checkbox next to each client you want to delete.

  • You can also use the top checkbox to select all clients on the page.

Step 3: Open Bulk Actions Menu
Click the three-dot menu (⋮) at the top-right corner of the screen.

Step 4: Click on “Bulk Delete”
From the dropdown, choose Bulk Delete.

Step 5: Confirm Deletion
You’ll be prompted with a confirmation message like:
“Are you sure you want to delete the selected clients?”

  • Click Yes/Confirm to proceed.
  • Click Cancel to abort.

Q23. How do I select multiple records for bulk deletion?​

Step 1: Go to the Clients Tab
From the main menu, open the Clients section and make sure you are on the “Clients” tab, not “Client Group.”

Step 2: Use the Checkboxes
Each row in the client list has a checkbox on the left side.

  • Click individual checkboxes to select specific clients.
  • OR click the top checkbox in the header row to select all clients visible on the page.

📌 Example: Selecting all 17 rows shows “17 Records Selected” at the bottom.

Step 3: Perform Bulk Actions
Once selected:

  • Click the three-dot menu (⋮) in the top-right corner.
  • Choose an action such as Bulk Delete.

Step 4: Confirm Deletion
You’ll be prompted with a confirmation message like:
“Are you sure you want to delete the selected clients?”

  • Click Yes/Confirm to proceed.
  • Click Cancel to abort.

Q24. Is there a confirmation prompt before the bulk delete is executed?​

Yes, there is always a confirmation prompt before any bulk delete action is finalized.

🧾 What Happens:

  1. After selecting multiple records, you click on Bulk Delete from the top-right menu (⋮).

  2. The system displays a confirmation popup like:
    ❗ "Are you sure you want to delete the selected 17 clients? This action cannot be undone."

  3. You’ll typically have two options:

    • ✅ Confirm / Yes / Delete
    • ❌ Cancel / No

Q25. Can I undo a bulk delete operation after it’s performed?​

No, once a bulk delete is performed, it cannot be undone directly through the system.

⚠️ What Happens After Bulk Delete:

  • All selected client records are permanently removed from the system.
  • The action cannot be reversed unless you have:
    • A manual backup (Excel).

Q26. Who has permission to perform a bulk delete?​

Only users with the appropriate role-based access can perform a bulk delete operation.

Q27. Is there a sample template available for upload?​

This feature is currently under development and will be available soon.

Q28. Can I use the downloaded file to re-upload data (round-trip data management)?​

You can use the downloaded Excel file to re-upload client data, but the upload feature is currently under development and will be available soon.

Q29. What does the “Customise” option allow me to do?​

The “Customise” option allows you to add custom fields or groups to better organize and capture additional client data.

Step 1:

  • Go to Clients list page.
  • Click the three-dots icon (⋮) in the top-right corner.
  • From the dropdown, click on Customise.
  • This will open the Additional Fields pop-up.

Step 2:
Inside the pop-up:

  • Click + Add Field to create a new field (e.g., "Account Manager", "Credit Limit").
  • Click + Add Group to organize related fields under a group (e.g., “Finance Info”, “KYC Details”).

Step 3:
Configure Each Field:

  • Field Type (text, number, date, dropdown, etc.)
  • Field Label
  • Placeholder Text

Now, your additional fields will appear in the client form.

Q30. Can I hide or show specific columns in the client list page?​

Yes, you can customize which columns are visible in the client list page using the column selector ⚙️ option located at the bottom of client list page.

How to Show or Hide Columns:

Step 1: Go to Clients Page
Navigate to the Clients section from the main menu.

Step 2: Click the “⚙️ Gear” Icon
Located at the bottom-right of the client list table (next to pagination controls).

Step 3: Use the Column Selector Popup
A popup will appear with two panels:

  • Visible Fields – currently shown columns.
  • Hidden Fields – columns that are currently hidden.

Step 4: Move Fields Between Panels
Click the arrow (→ or ←) to move fields between Visible and Hidden.
📌 Example:

  • Move Status to Hidden if you don’t need it.
  • Move Company to Visible if you want it displayed.

Step 5: Save
Click the Save button at the bottom to apply your changes.
Your column view will update instantly.

Q31. What does the wallet option do?​

The Wallet feature allows you to manage prepaid balances or credit limits for each client.
It works like a virtual wallet tied to the client account — especially useful for corporate or subscription-based clients.

📌 What You Can Do With It:

💳 Top-Up Wallet
Click Topup Wallet to add a specific balance.

  • Enter:
    • Amount (e.g., ₹5000)
    • Detail (e.g., “Advance payment for upcoming bookings”)
  • Click Save to update the client’s wallet balance.

👁️ View Wallet Balance

  • Shows current available balance (e.g., Balance: INR 0.00).
  • Use the refresh icon 🔄 to update the displayed balance.

📜 Track Wallet Usage
This section may eventually list:

ColumnDescription
Created AtDate & time when the transaction was made
SupervisorUser who performed the transaction (e.g., Alex)
Transaction TypeDeposit or Deduction
CurrencyTransaction currency (e.g., INR)
AmountAmount added or deducted
BalanceUpdated wallet balance after the transaction
DetailRemarks or purpose entered during top-up

When to Use the Wallet Feature:

  • For corporate clients making bulk or prepaid bookings.
  • To deduct trip amounts directly from wallet balance.
  • To maintain client credit limits instead of paying per trip.

Q32. When do we need to add “admin” in the clients module?​

You should add an “Admin” for a client when you want to assign a responsible person from that client organization.

Step 1: Go to Client Profile

  • Navigate to the Clients section.
  • Click on the client name you want to edit.
  • Inside the profile, scroll down to the "Admins" section.

Step 2: Click the “➕” Button
On the right side of the Admins section, click the blue plus button (➕) to open the Add Admin form.

Step 3: Fill Admin Details

FieldDescription
Is an Integrated AdminCheck if this admin also exists in your internal user system
NameSelect salutation (Mr/Ms/Dr) and enter the admin’s full name
Email (📧)Required – Admin login ID and notification email
Phone Number (📱)Required – For contact and possibly 2FA
DepartmentOptional – Helps for internal structure (e.g., HR, Travel)
DesignationOptional – Role in the organization (e.g., Manager)
Allowed IPsOptional – Restrict login to specific IP addresses
RolesAssign permissions or access level
Select ZonesLimit admin access to specific zones or branches

Notify for Booking Enquiry
Enable to send booking enquiry alerts to this admin.

Step 4: Click Save
After filling all mandatory fields, click the green Save button at the bottom right.

Result:
The admin will now appear under the client’s Admins list.

Q33. While downloading, it is showing ‘Add Template.’ What does this mean?​

When you see the “Add Template” option while downloading, it means:
You can create a new download template to define what data will be included in the exported Excel file.

How to Add a Download Template:

  1. Click on Add Template when prompted.
  2. A popup will appear where you can:
  • Name your template (e.g., “Client Export – Basic Info”).
  • Select fields like Name, Email, Company, City, etc.
  • Arrange field order.
  1. Click Save.

Now, when you go to download:

  • This template will be used.
  • Or you can select from saved templates.

Q34. What is the difference between Client and Client Company?​

Client
Refers to the individual contact person who interacts with your business — the one responsible for bookings, communication, or approvals.
📌 Example: Client → Mr. Ramesh Verma (the travel coordinator or admin from TCS).

Client Company
Refers to the organization or business entity the client belongs to.
📌 Example: Client Company → TCS (Tata Consultancy Services).

Q35. Can one client (e.g., TCS) have multiple companies linked?​

Yes, a single client can be linked with multiple companies.

What This Means Practically:
You might have:

  • A parent client: e.g., TCS.
  • And multiple associated companies or branches:
    • TATA AIG Cars
    • TATA Finance (Delhi)
    • TATA Groups (Kolkata)

Each company may:

  • Have its own GSTIN, address, billing setup.
  • Be managed under the same client (e.g., “TCS”).
  • Share the same contact person (client admin).

Steps to Add Multiple Companies to a Client:

  1. ✅ Go to Main Menu → Navigate to the Clients module.
  2. 🔍 Search and Edit the client (e.g., TCS) by clicking the ✏️ edit icon.
  3. 🧭 Inside the client edit view, scroll down to the "Company" section.
  4. ➕ Click on the blue plus (+) icon on the right side of the “Company” section.
  5. 📝 A popup form will open to:
    • Enter the Company Full Name (e.g., TCS South Zone Pvt Ltd).
    • Optionally, you may have fields like GSTIN, Address, City, Email,etc.
  6. 💾 Click Save or ✅ to add.
  7. 🔁 Repeat the steps to add as many companies as needed.

Q36. What does the pencil ✏️ icon do?​

It allows you to edit existing records in that section.

Q37. What does the trash 🗑️ icon do?​

The trash (🗑️) icon is used to delete a record from the system.
When you click the 🗑️ icon:

  • It will prompt for confirmation before permanently deleting the item.

Q38. Can I search using partial text (e.g., just "Globex" instead of "Globex Corporation")?​

Yes, you can search using partial text like "Globex" instead of the full name "Globex Corporation".

How to Check Partial Search Works:

  1. Go to the Client/Company/Office list.
  2. Type a partial keyword in the search bar.
  3. If results appear, partial search is supported.

Q39. Can I sort the list of clients alphabetically by name or company?​

Currently, you cannot sort the list of clients alphabetically by Name or Company.

Q40. Is there an option to export the client list to Excel/PDF?​

Yes, there is an option to export the client list.

Steps:

  1. Click on the three-dot menu (⋯) on the top right.
  2. Choose “Download” from the dropdown.
  3. In the “Download by TemplateClients” popup, you’ll need to select or add a template first.
  4. After selecting a template, you’ll be able to click the “Download” button at the bottom right.
  5. The file will be downloaded in Excel format

📌 Note: If no template is defined, you must first click “Add Template” to create one (defining the columns and format). Once added, you can reuse it for future downloads.

Q41. Can I mark a client as "Inactive" without deleting them?​

Yes, you can mark a client as “Inactive” without deleting them.

There is a Status dropdown with options:

  • Active
  • Inactive

To mark the client as inactive:

  1. Go to Main Menu → Navigate to the Clients module.
  2. 🔍 Search and Edit the client (e.g., TCS) by clicking the ✏️ edit icon.
  3. Under the “Status” dropdown, select Inactive.
  4. Click Save at the bottom right.

This will disable the client without removing their data, allowing you to re-activate them later if needed.

Q42. How do I assign custom roles or permissions per client (e.g., only Finance team can view finance clients)?​

To assign specific access or permissions to a user (e.g., only allow Finance team to access Finance clients), follow these steps using the Zone module:

Step-by-Step Guide:

  • Step 1: Go to Admin Module → Open the specific Admin user (e.g., Finance Team Member) using the ✏️ edit icon.
  • Step 2: Scroll to the field “Select Zones” and click on the 🔍 icon to assign a predefined Zone.
  • Step 3: If the appropriate Zone doesn’t exist yet, go to the Zone Module.

To Create a Zone:

  • Step 4: Click ➕ to Add Zone → Provide:
    • Name (e.g., Finance Zone).
    • Country (e.g., India).
    • Clients → Select specific clients that this role should access.
    • Suppliers (optional).
    • Include or exclude specific States or Cities.
  • Step 5: Click ✅ Save.

Now, only the admin(s) assigned to that Zone will see clients tagged inside that zone.
This allows you to restrict or grant visibility based on departments or roles (e.g., Finance, HR, Operations).

Q43. What is the role of bookings tab in client edit page?​

The Booking tab under the Edit Client page gives a quick view of all trips linked to the selected client (e.g., Dabur in the screenshot).

📌 Purpose:
This tab is used to:

  • Monitor all bookings made under the client.
  • Edit or validate trips quickly without navigating to the Trip Module.
  • View booking history for compliance, reporting, or customer service follow-ups.
  • Check for pending invoices or driver assignment.