A client record connects account planning with facilities, contacts, compliance packet requirements, activity, and jobs. Recruiters see clients connected to jobs assigned to them; managers and owners can review the wider tenant portfolio. Edit controls depend on effective permissions.
Build and maintain a client account
- 01
Open Clients and find the account
Search and filter by status, relationship health, or account owner. Recruiters are limited to clients connected to their assigned jobs. Create the client by name only if it does not already exist and you have Manage clients access.
- 02
Complete the account plan
Set the account owner, relationship health, next review date, payment terms, MSA dates, and internal notes when known.
- 03
Maintain facilities
Create or edit the client's physical or operational facilities so jobs can use the correct location. Remove a facility only after checking its related recruiting records.
- 04
Maintain authorized personnel
Add or edit relevant client contacts, associate them with a facility when appropriate, and mark the primary contact. Remove contact data only according to your agency's data-handling policy.
- 05
Record activity and next action
Log notes, calls, emails, meetings, status changes, job intake, or follow-up activity. Add the next action when the account needs a future step.
- 06
Maintain the compliance packet
Review packet items with View compliance flags access. Adding or removing compliance rules requires Set compliance rules access and should follow approved client requirements.
- 07
Review related jobs
Use the Jobs tab to confirm that active requisitions are connected to the correct client and facility.
Use relationship health consistently
Relationship health can be unknown, healthy, attention, or at risk. Use your agency's shared definitions and support the status with current activity and a next action.
Establish the account and location first
A client identifies the organization your agency works with. A facility identifies the relevant site or operational location within that relationship. Check both before attaching a new job. Similar facility names, multiple campuses, or a shared client contact can otherwise lead recruiters to use requirements intended for a different location.
Search existing accounts before adding one. If the client exists but you cannot see it, ask a manager to check the assigned-job scope and your access. Creating a replacement account will not resolve the original access issue and can split the agency's activity history across records.
Keep commercial details tied to approved information
Use the account plan to record terms and dates that the responsible agency owner has confirmed. Do not turn a conversation about a possible payment arrangement into an agreed term. Where an MSA date, payment term, or next review date is uncertain, ask the account owner to resolve it before colleagues rely on the value.
Internal notes should explain the practical next step. For example, a fictional hospital account may need its contact to confirm which campus owns a new night-shift requirement. Record that unanswered question and the person responsible for following up. Avoid a vague note such as “client needs attention” when a specific request would help another manager act.
Maintain contacts for the work they handle
Check a contact's name, role, and approved contact information before adding or changing the record. Associate the person with the appropriate facility when that relationship matters. Confirm who should be the primary contact rather than assuming the most recently added person owns every decision.
When someone changes roles or leaves, review the affected account workflow with its owner. Follow your agency's retention policy when removing contact data. The purpose of the update is to make future recruiting communication accurate without discarding records that the agency still needs to retain.
Review account health with evidence
Agree what healthy, attention, and at risk mean for your agency. Support a change with recent activity and a next review date. An unanswered email might require a follow-up; it does not, by itself, establish that the whole relationship is at risk. Managers should be able to explain why the status changed.
Before handing the account to another colleague, confirm the owner, relevant facilities, current contacts, and active jobs. Review the compliance packet against approved client requirements with the person authorized to maintain those rules. A configured packet records the agency's workflow requirements; professional or legal verification still belongs to the responsible reviewer.
Troubleshooting
A client is missing or the create and edit controls are unavailable.
Likely cause: A recruiter is not assigned to a job for that client, or the account does not have Manage clients access.
Confirm the job assignment first. Ask an owner to review effective permissions or have an authorized teammate make the change.
A facility is missing when creating a job.
Likely cause: The facility has not been added to the selected client or the wrong client is selected.
Open the client Facilities tab, add or verify the facility, then return to the job form.
The compliance packet is read-only.
Likely cause: Viewing and changing compliance rules use different permissions.
Ask an owner to review Set compliance rules access before changing packet requirements.