Adding clients, locations, and custom info labels
After inviting your employees to your Route Service Provider account, let's start adding your Clients, their Locations, and applying Custom Info labels so you have all of your company's information in one easy to access site.
- The customer you are providing services for
- The physical location with the address of the Client's building
🔖 Custom Info
- Text labels that can be created for Clients and Locations that contain any relevant details you wish to have as a reference (ex. building access notes, monthly charges, invoice date, etc.)
Multiple Locations can be added under one Client. Custom Info labels can be added at the Client level and also at the Location level.
Step 1: Creating a new Client
Let's create a new Client in Route on the web app at app.getroute.com. You can manage all of your Clients and their Location on both the web and mobile app, however you can only add Custom Info labels on the web.
Click Clients on the left side of your screen. This will display every Client that has been entered within your workspace.
Next, click Add Client in the upper right.
You will now arrive at the Client creation screen. A series of fields must be populated in order to add your Client to Route. The Name, Client Address, and Location Type are the only required fields. The Contact Name, Contact Phone, and Contact Email are for storing your primary contact or site supervisor for the Client. For the Client Logo, you can perform a quick search online, download it, then drag it to the upload box and it will upload. This will automatically pull into the letterhead for any Proposals you create.
💡 Note: the Location Type field determines which set of Areas (rooms) that will appear on your first Walkthrough you perform.
When you are finished adding all of the required fields, click Finish at the bottom of the screen.
You will then be returned to the Client list screen, and your new Client will appear! 💥
To review the Client info, click on the name of the Client. Congratulations! You have now added a Client to Route.
Step 2: Managing Locations
Your first Client has now been added to Route! Next, let's learn about managing Locations. A Location is the physical address of the Client's building. Whenever a new Client is added into Route, the first address associated with it is the "Headquarters" or "HQ" Location. However, this can be changed at any time.
💡 It is important to remember that a Client can have multiple Locations.
After selecting a Client from the Client List, you will be taken to their overview screen. Here, you can see any Custom Info labels that have been added and all Locations. If you need to add another Location to a Client, just click the 3 dots in the upper right corner and click Add Location. Additionally, a Client or Location can always be deleted by clicking Trash from the dropdown options.
Let's click a Location's address and add some additional info.
On the Location overview screen, you will see it's location on the map, the toggle for turning on Geofencing, the primary contact's information, and any Custom Info labels. Let's turn on Geofencing.
Geofencing enforces that employees can only clock-in when within the defined virtual perimeter. This perimeter can range from 0.1 miles and go up to 2 miles from the Location's address. Let's turn on Geofencing by clicking the toggle and using the slider to set the perimeter to 1 mile.
Now, if an employee tries to clock-in when they are not onsite, they will receive a notification that states they must be closer to the building to start their shift.
Next, let's add a few more details for this Location. Click the three dots in the upper right to open up more options, then click Edit.
This is where you can add additional information for this Location. You can add an optional Location Name (nickname), update the address, change the Contact's Phone number, change the Location Type, add internal Notes, or add any documents you would like to attach. We suggest adding your signed Proposals to all Locations so you can reference them whenever you need.
When you have added everything you need, just click Done!
Boom! You have now created a Client, a Location, and added important notes at the Location level.
Next, we will jump into one of Route's most powerful features: Custom Info labels.
Step 3: Custom Info Labels
Custom Info labels allow you to store ANY important Client details that you need in Route. They can be utilized by your management team to efficiently access Client information all in one system. The text labels can be created for Clients and Locations and can be used to contain any relevant details you wish to have as a reference (ex. building access notes, monthly charges, invoice date, etc.).
There are two level of Custom Info labels:
- Client Level: the text labels apply for ALL of the Client's addresses (Locations). This is the top level.
- Location Level: the text labels are tied to one specific Location (address)
First, let's add some Custom Info labels at the Client level. Select a Client from your Client list to begin. Next, at the Client overview screen, click the Edit button in the upper right corner of the Custom Info box.
You are now able to add ANY information that you consider relevant for this Client. Route recommends as best practice that you add any contract info or employee info that you want to track in one place. This information is view-able based on roles (Members cannot view Custom Info labels).
Click Add to create a line of information. Then, click Save when you are done. This information is also accessible on the mobile app.
Additionally, you are also able to create Custom Info labels at the Location level. From a Client, click on the name of a Location you wish to add Custom Info labels for.
From the Location screen, click Edit and then create your Custom Info labels just like creating them at the Client level.
Once you are done adding your Custom Info labels, click Save.
👏 Woohoo! At a glance, you can now reference any Client details you wish to capture. You can access your Custom Info labels from the Client list or from the Map view.
Click Map on the left side of your screen. From this screen, you can view all of your Employees and Clients within Route. Hover your cursor over a Client to view your Custom Info labels.
Congrats! You have now added new Clients to Route, their locations, and Custom Info labels!
Next, we will cover managing Employees.