Ofivio — from onboarding to final delivery · Part 2 · Winning the work · Chapter 11 of 56

Your clients and relationships

Add a client with their own portal login, assign their projects, give the relationship an owner, and keep the consultants and contractors who bring you work in a separate list.

Your clients and relationships

Every project is done for someone. A client in Ofivio is a person with a record and their own login to the client portal, where they read their project, approve work and see what has been delivered. You add clients before or alongside their first project, either by hand here or from a won deal or bid in Sales. The other list in this chapter is your relationships: consultants, contractors and departments who refer work or invite you to bid. They are kept apart from clients on purpose, so a contact never gets a portal login. The principal adds clients; the principal or a manager decides who in the office owns each one.

The Clients tab is the same page in the Studio and in Build & Site, and each room shows its own book: the clients on its own projects or sites, plus any client who has no project yet, so a client you have just added is never lost. Across the top, tiles count Total clients, Active, Total projects, Portfolio Value, Pending Approvals and Avg Projects. Below them you can search by name, company or email, and filter by status. The list on the left is headed "VIP Clients"; pick one and their record opens on the right.

1. Press "Add client" — The "Add New Client" form opens. If it is greyed, your plan's client places are used up and the button says so.
2. Add a profile picture if you have one — "Upload Profile Picture" takes a JPG, PNG or GIF.
3. Fill in Basic Information — Full Name is required. Add Email, Contact Number, Company and Address.
4. Fill in Client Type & Project Categories — Client Type, Industry, Profession/Designation, Website and Tax/VAT ID, then tick the Project Categories this client brings, for example Architecture & Design or Interior Design.
5. Write Internal Notes — Only your office sees these.
6. Check the Login Credentials — A username and password are filled in for you. "Regenerate" makes a new pair from the client's name; the copy buttons put them on your clipboard to send to the client.
7. Leave "Active Client" ticked and press "Create Client" — Ofivio says "Client Created". The client can now sign in to their portal with those credentials.

1. Pick the client in "VIP Clients" — Their record opens: name, company, type, email and phone, and an owner line.
2. Choose who owns the relationship — The principal or a manager picks a staff member from the owner list, or leaves it Unassigned. Everyone else sees the owner's name. Sales and Marketing staff read "my clients" from this field.
3. Press "Assign Project" — "Assign Projects to …" lists the projects not yet theirs. Tick one or more and press "Assign Projects".
4. Read the tabs — Overview counts active and completed projects, pending approvals and upcoming meetings, and shows the next meeting and next milestone. Projects, Approvals, Schedule and Financials go into each in detail.
5. Press "Edit Client" to change details — Press "Update Client" to save. Leave the password box blank to keep the current one.
6. "Archive" or "Delete" when a client is finished with — Archive takes them off the list but keeps them: they can be restored from the archive in the Store Room. Delete removes them for good and asks you to confirm.

Relationships are the people behind the work: a structural engineer who keeps referring you, a contractor who invites you onto bids, a department that publishes tenders. The line under the tabs counts how many are active, and how many have been quiet for more than ninety days. The list shows who, the contact, the type, the strength, the last contact and the status.

1. Press "Add" — The "New relationship" form says it plainly: kept separate from your clients on purpose, a contact here never gets a portal login.
2. Fill in the record — Name is required. Choose a Type (consultant, contractor, supplier, agency, developer, government, institution, association or other), then Contact person, Phone, Email, Website and City.
3. Set Strength and Status — Strength is cold, warm or strong. Status is active, dormant or ended. Press "Add".
4. Click a row to open the relationship — The top shows what it has produced: Bids introduced, Won and Won value, counted from the bids that name this relationship in "Came through".
5. Log a touchpoint — Pick call, email, meeting, visit, note, proposal sent or follow up, write what happened, set the date it happened (blank means now) and a follow-up date, and press "Log it". It appears under History.

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