Adding and editing clients

Introduction

Add client (the button on Clients and the dashboard, or New client in the top bar) opens a form in three cards: Client details, Requirement details and Follow-up. The client is assigned to the person who adds them, and they must have project access to the project chosen. Leads from your website, ads and portals arrive on their own through Integrations; this form is for walk-ins, referrals and phone enquiries.

Adding a client

1. Type the Mobile number and click Go. BMexa looks the number up across the whole company. If it is already on record, a banner says This mobile number is already on record. Saving updates that client., and the name, email, source and unit type are filled in; click New client instead only if it is a different person.
2. If the client would only give part of their number, tick Client shares only the last digits and enter the last 4 or 5 digits. The full number can be added later from the client page (Add full number) and is needed before a booking.
3. Fill in the Salutation, Name, Email, Alternate phone, WhatsApp number (tick Same as primary), Alternate email and Remarks.
4. In Requirement details set the Project (required) and what the client is looking for: Project type, Requirement type, Purpose, Budget (₹) min and max, Enquiry type, Lead temperature (Hot, Warm or Cold) and Source of fund. Lead source defaults to Direct (you brought this client); change it if the client came from a campaign or a referral. City, State and GSTIN matter later for the invoice.
5. In Follow-up leave Take follow-up at Yes, pick the Response and Sub-response from your first conversation, set the Follow-up date and time (today or later; a date without a time means 11:00) and how you Communicated through. Expected closing date is optional.
6. Click Save. BMexa opens the client’s page; any warnings (for example a duplicate alternate number) show there.

The first follow-up

The follow-up you set here becomes the client’s first entry in Follow-ups and the first reminder on the assignee’s phone. Without one, the client sits under the New chip until someone logs an activity.

Duplicate rules

• The primary mobile number is unique in your company. If the number already has an open client on this project, or with someone who works on this project, no second record is made. If you are not that person, BMexa says the number is already a client with another executive and asks you to check with your manager; it does not tell you whose.
• If the existing client is open only on another project’s team, a second enquiry is created for the same person for this project.
• If the person’s last enquiry was dumped or deleted, the new enquiry revives it instead of making a new record; see Dumped and deleted clients.
• Email may repeat (a family can share one address). Alternate phone may repeat, but you get a warning naming the other client.
• A last-digits-only client is not checked until the full number is entered. If the full number then matches another client, a Same mobile number clash is raised for the site head to settle: same person (join the records) or different people (refuse the number).

Editing a client

1. Open the client and click Edit in the header, or Edit on the Client info tab.
2. Change the Contact details (name, email, city, state, GSTIN, company), Property requirements (project type, requirement, Lead temperature), budget, source of fund and remarks. Only an admin can change the phone number; for everyone else it is Phone (locked).
3. Click Save changes. Only the fields you changed are sent.