Old version of the prd Client Admin, super admin can create client information. Status (Once an order is given) Import client list from csv, excel. From CSV we will take the required name and email field. The optional fields if it is populated like address (city, state, country etc.) we will take it else discard. Send a welcome email to client email address with username, password, and login URL. While deleting a client give prompt with a Checkbox to confirm if he wants to delete order, invoice, quotations and tickets. Items the user selects will be deleted. Items the user didn’t select will remain. A client can’t can be added as a team member Product Requirements Document (PRD): Client Management in Agency Handy
Objective
Enable Admin and Super Admin users to manage client information efficiently, ensuring streamlined onboarding and data handling.
Business Need
Efficient Client Management: Provide tools for managing client details, importing client data, and handling client-related records. Enhanced Onboarding: Automate client communication with a structured welcome email. Data Integrity: Ensure client data is managed securely and remains intact. User Goals
Simplify client data management through direct input or file imports. Enhance client onboarding with automated emails containing essential login details. Functional Requirements
1. Client Creation
Manual Input:
Admin and Super Admin can create clients with the following fields: first Name: at least one character lastname : can be left empty Optional Fields: Address (City, State, Country,zip, street address), Company, Category, Password,profile picture Support importing client data through CSV or Excel files. Mandatory Fields: Name and Email Optional Fields: Address details (City, State, Country, zip, street address) Discard unpopulated optional fields during import. Tooltip text:
“To import your clients into our system, ensure your data is structured in the following format:
(First Name, Last Name, Company Name, Email(Mandatory), Country, State, City, Zip Code, Add Details)
Upload the file in CSV or Excel format, and the system will automatically map and validate the data. Fields not populated in the upload will be ignored.”
2. Client edit (editable fields)
Email(updated on 25-4-25) 2. Welcome Email
After client creation (manual or import), send a welcome email to the client containing: Subject: Welcome to [Agency Name]! Body: Include Username, Temporary Password, and Login URL. Email customization should be available to Super Admin via templates. 3. Client as Team Member Restriction
Prevent clients from being added as team members to avoid conflict or misuse of roles within the platform. Non-Functional Requirements
Performance: Ensure CSV/Excel imports handle large datasets efficiently without timeouts. Encrypt all sensitive client information, including email addresses and login credentials. Ensure welcome emails use secure protocols to prevent unauthorized access. Provide error messages for incorrect or incomplete CSV/Excel imports. Offer a preview of imported data before confirmation. Acceptance Criteria
Clients are created with all required fields, and optional fields are included when provided. Imported clients with missing mandatory fields are flagged as errors. Welcome emails are sent automatically with correct username, password, and login URL. Clients cannot be added as team members, with a clear error message if attempted. Acceptance Criteria
1. Client Creation
Clients can be created manually by Admin or Super Admin with required fields (Name, Email). Optional fields (Address, Company, Category) are included when provided. Clients can be imported using a CSV or Excel file with mandatory fields (Name, Email). System flags errors if required fields are missing in the import file. Unpopulated optional fields are discarded during import without causing errors. Tooltip with formatting instructions is displayed when importing clients. System validates and maps uploaded client data correctly before importing. 2. Welcome Email
After client creation (manual or import), a welcome email is sent if send email option is selected. Email includes Username, Temporary Password, and Login URL. Super Admin can customize the email template. Emails are sent using secure protocols to prevent unauthorized access. 3. Client as Team Member Restriction
System prevents clients from being added as team members. A clear error message is displayed if an Admin attempts to add a client as a team member. 4. Non-Functional Requirements
CSV/Excel imports handle large datasets efficiently without system slowdowns or timeouts. All sensitive client data is encrypted, including email addresses and login credentials. System provides error messages for incorrect or incomplete imports. Users can preview imported data before confirming the upload. Future Scope
Client Groups: Allow categorization of clients into groups for bulk actions and segmentation. Client Notes: Add an option for internal notes visible only to team members for each client. Enhanced Data Import: Enable mapping of fields during CSV/Excel imports for better customization. Activity Logs: Provide logs for client creation and updates for tracking purposes. 
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