Clients, Instruments, and Contacts

Client setup is the foundation for scheduling, work tracking, reporting, billing, and monitoring.

Before you begin

You need:

• the correct active company; and
• company access that allows client changes, or edit access to the assigned client.

In a normal company, open Clients. In single-client mode, open Overview for the automatically selected site.

Add a client

1. Open Clients.
2. Choose Add Client.
3. Enter the client name. This is the only detail required to save.
4. Add the address, notes, and scheduling information if known.
5. Choose Add Client, then open the new client.

Use Scheduling Info for office information such as preferred days, blackout dates, or access procedures. Use Scheduling Reminders for instructions the client may need before a visit, such as unlocking a door or turning on heat.

You can fill in missing details later. Do not delay adding the client simply because every address or contact field is not yet known.

Find and update an existing client

In Clients, use the name, city, or state search fields and choose Sort by name, city, state, or latest work session. Clear old search terms if an expected client is missing. Use Prev, Next, and Per Page for longer lists, then open the client to reach its Overview.

Choose Edit on Overview to correct client details and scheduling notes. Contact and instrument cards have their own edit actions. Keep the address current because it also helps Fugara find outside weather for Monitoring.

Use the client's Delete action only to remove a client and its associated records. Read the confirmation and export anything you need first. It is not the way to remove a single contact or instrument. Single-client companies do not offer this client deletion action.

Add an instrument before creating work

A work session must be attached to an instrument. If the client has no instrument, scheduling and Work Tracker will direct you back to setup.

1. On the client Overview, find Instruments.

2. Choose Add Instrument.

3. Use one of these methods:

   • Paste the instrument's Pipe Organ Database link and refresh its details.
   • Enter it manually with a builder and either a year or opus number.

4. Review the identity and choose Add Instrument.

If a client has one instrument, Fugara selects it automatically in many forms. If it has several, the person scheduling or tracking work must select the correct one.

The instrument form also lets you record original builder details, number of manuals and ranks, blower information, and additional notes. Review imported Pipe Organ Database details before saving and fill in anything missing manually. Use Edit on the instrument card for later corrections; remove an instrument only after reviewing the app's confirmation and any work that refers to it.

Correct the instrument first

If work was started against the wrong instrument, Work Tracker can move the active tracked session while preserving its tasks, materials, mileage, and notes. It is still better to confirm the instrument before starting.

Add contacts according to what Fugara should send

Contacts are not required to record work. They become prerequisites when you want Fugara to send particular emails.

1. On the client Overview, find Contact People.

2. Choose Add Contact.

3. Enter a name and the contact's email address.

4. Select the relevant Communication topics:

   • Appointment confirmations and changes for scheduling confirmations.
   • Appointment reminders for 24-hour notices and manual reminders.
   • Service reports for published reports and Invoice Details emails.
   • Billing and payment for Full and Financials invoice emails.
   • Maintenance outreach and Site preparation record preferences for future coordination features. Selecting them does not start automation.

5. Save the contact.

A contact must have a valid email address before it can be used for these messages. One person may subscribe to several topics, and a client may have several contacts. Require acknowledgement on Site preparation stores that preference for future preparation messages.

Subscriptions do not grant portal access. Manage user access separately for each assigned client; appointment, report, and billing permissions are distinct. Billing access must be granted explicitly.

When QuickBooks or FreshBooks is connected, saving, editing, or removing a Billing contact automatically updates the accounting customer. Fugara keeps the complete purpose-based contact list. Because the accounting customer records expose one primary billing contact, Fugara sends the first Billing contact's name, email, and phone to that provider and retains every additional Billing contact in Fugara.

Set a maintenance reminder

Maintenance reminders help an office employee, manager, or technician remember to arrange a future visit. They do not create a work session until someone chooses Add Work Session.

1. On the client Overview, find Maintenance Visit Reminders.
2. Choose Add Reminder.
3. Choose a specific date or a month.
4. Turn on Recurring reminder if it should return each year.
5. Add notes that will help prepare the visit, then save.

When the reminder is due, it appears on the Dashboard and in Work History. You can create a work session from it or choose Hide This Time. Hiding a recurring reminder advances it to the next occurrence; deleting removes the reminder itself.

Connected accounting records

If an Administrator connects QuickBooks or FreshBooks from the Accounting tab in Company Settings, Fugara immediately synchronizes existing clients and issued invoices. New clients and later edits to client details or Billing contacts synchronize automatically. Fugara is authoritative: make those changes in Fugara rather than maintaining a second client list in the accounting provider. The manual company-wide sync is kept inside collapsed recovery options in Company Settings for missed or failed provider requests.

Before leaving client setup

Confirm the following for the task you plan to do:

• Schedule or track work: client and instrument are present; you have edit access.
• Send scheduling email: a contact has a valid email and subscribes to Appointment confirmations and changes or Appointment reminders as needed.
• Prepare billing email: a Billing and payment subscriber has an email.
• Use an automatic probe: the hardware has first been claimed in Probe Fleet.

Next: Schedule work or Track work.