📋 Overview
Your client database in Structur is the central record for every person or company you do business with. Every client you add here becomes available to attach to leads and projects, so you're never re-entering the same contact information across multiple records. A clean, complete client list means faster lead creation, accurate proposals, and a professional experience every time you reach out.
Settings > Clients gives you full control over your client database. You can add clients manually one at a time or import an existing list from a CSV file or QuickBooks. Each client record holds core contact details, an optional photo, a Tax ID, additional contacts within the same organization, and any custom fields you've set up for your business. Custom fields are configured once in Client Field Settings and then apply to every client record going forward.
From the client list, you can search for a specific client, switch between List and Grid view, call, text, or email a client directly, open their client portal, and create new leads tied to that client without leaving Settings.
🔍 Understanding Clients
⚡ What It Does
Settings > Clients allows you to:
Build your client database, store every client's name, email, phone number, Tax ID, and photo in one place
Add additional contacts per client, store multiple contacts under the same client record with individual notification settings
Configure custom fields for your client registry, use Client Field Settings to add business-specific fields (Short Text, Rich Text, Long Text, Number, Date, or Email) and choose which fields are pinned to the main client form
Search and switch views, find a client quickly with the search bar, and toggle between List and Grid view
Contact clients directly from the list, call from your mobile device, send a text from your mobile device, or open your default email client with one click
Open a client's portal, jump straight to their client-facing portal from the list (a full guide to the Client Portal is coming separately)
Create new leads tied to a client, start a lead for any client directly from the client list
Import your existing client list, bring in contacts from a CSV file or directly from QuickBooks
📅 When to Use It
Settings > Clients is most valuable when you need to:
Set up your client database before starting your first lead or project
Add a new client before creating their first lead
Import an existing contact list from a spreadsheet or QuickBooks to avoid manual re-entry
Store multiple contacts within the same client organization
Set up custom fields once in Client Field Settings so every client record tracks the same business-specific information
Quickly call, text, email, or open the portal for a client without leaving Structur
📝 Step-by-Step Instructions
1. Open Settings > Clients
Click Settings in the left sidebar
Click Clients in the Settings sidebar
The Clients page shows your full client list with columns for Client and Contact Information. Use the Search clients bar to find a specific client, and use the List / Grid toggle in the top right to switch how the list displays.
2. Add a New Client
Click + New Client in the top right
The Add New Client modal opens. Everything is on one page, there's no multi-step wizard.
Click Upload Photo to add a profile photo for the client (optional). Use a square image at least 256x256px, PNG or JPG.
Enter the client's Name (required) and Email (required)
Enter a Phone Number (optional), using the country selector to choose the correct dial code
Enter a Tax ID (optional)
Expand Additional Contacts to add other people at the same client organization
Expand Additional Fields to fill in any custom fields you've set up in Client Field Settings
Click Create
Note: Name and Email are the only required fields. Everything else, including photo, phone number, Tax ID, additional contacts, and custom fields, can be added or updated at any time.
3. Add Additional Contacts to a Client
Use the Additional Contacts section to store other people within the same client organization, a project coordinator, a spouse on a residential project, or an accounts payable contact.
In the Additional Contacts section, enter the contact's Name, Email, and Phone Number
Toggle Send notifications on if this contact should receive project notifications
Click Add Contact
Repeat for each additional contact
4. Set Up Custom Fields (Client Field Settings)
Custom fields are configured once and then apply to every client record, rather than being created inline while adding a single client.
On the Clients page, click the gear icon in the top right
The Client Field Settings modal opens
Enter a Field Name (required)
Select a Field Type (required): Short Text, Rich Text, Long Text, Number, Date, or Email
Enter a Default Value (optional) to pre-fill the field for new records
Toggle Pin Field on if you want this field to appear in the main area of the client form instead of a secondary section
Toggle Required Field on if the field must be filled in for every client record
Click Create
Click Done to close the modal
The field now appears in the Additional Fields section (or the main form, if pinned) for this and all future client records.
5. Contact a Client Directly from the List
Each client row in the list includes quick action icons on the right: New Lead, a phone icon (tapping this on your mobile device initiates a call to the client), a message icon (tapping this on your mobile device opens a text message to the client), and an email icon (clicking this opens your default email client with the client's address pre-filled).
These actions use your device's native calling, messaging, and email apps. They do not send communications through Structur.
6. Open a Client's Portal
Click the external-link icon at the end of a client's row to open their client portal.
Note: Client Portal is a new feature in this release. A full help article covering what customers can see and do in their portal is coming soon.
7. Create a New Lead for a Client
You can start a new lead for any client directly from the client list without navigating to the Leads module.
Find the client in the list
Click + New Lead next to their name
The new lead creation flow opens with the client already attached
8. Edit a Client
Find the client in the list
Click anywhere on the client's row
The client opens in edit mode, where you can update their details, Tax ID, additional contacts, or custom fields, or delete the client entirely
Important: Deleting a client removes them from your database. Review any active leads or projects tied to the client before deleting.
9. Import Your Client List
Click the upload icon in the top right of the Clients page
Choose your import source: Import from CSV (download the CSV template, fill in your client data, and upload the completed file) or Import from QuickBooks (select which clients to import from your connected QuickBooks account)
Review the import and confirm
Note: Clean your data before importing. Consistent formatting, no duplicates, and complete contact details prevent issues and save cleanup time later.
⭐ Best Practices
Add clients before creating their leads, having the client record in place first means you can attach them to a lead immediately without interrupting your workflow to create the contact.
Import your existing database before going live, if you're coming from a spreadsheet or QuickBooks, import your clients before creating your first project so the database is ready from day one.
Use Additional Contacts for everyone involved in a project, storing the project coordinator, decision-maker, and billing contact under one client record keeps all relevant contacts in one place.
Enable Send Notifications selectively, only toggle notifications on for contacts who genuinely need project updates. Sending notifications to everyone creates noise and reduces engagement with the ones that matter.
Set up custom fields once in Client Field Settings, since fields apply to every client record, decide on the fields your business needs before importing or adding a large batch of clients.
Pin the fields you check most often, pinning keeps your most important custom fields visible in the main client form instead of tucked into a secondary section.
Keep the client list clean, review for duplicates after any import and remove test records before going live with real clients.
❓ Common Questions
Q: Can I have multiple contacts under one client?
A: Yes. Expand Additional Contacts when creating or editing a client to add as many contacts as needed. Each contact has their own name, email, phone number, and notification setting.
Q: What custom field types are available for client records?
A: Six types: Short Text, Rich Text, Long Text, Number, Date, and Email. Set these up once in Client Field Settings (the gear icon on the Clients page), and they'll appear on every client record.
Q: What does Pin Field do?
A: Pinning a custom field moves it into the main area of the client form so it's visible right away, instead of being tucked into the Additional Fields section.
Q: Can I import clients from QuickBooks?
A: Yes. Click the upload icon on the Clients page and select Import from QuickBooks. You'll be able to select which clients to bring in from your connected QuickBooks account.
Q: Can I still export my client list?
A: Not currently. Export has been removed from the Clients page in this release.
Q: Do the call and text icons work on desktop?
A: These icons are designed for use on your mobile device. Tapping the phone icon initiates a call and tapping the message icon opens a text from your phone. The email icon opens your default email client on any device.
Q: What is the client portal icon?
A: It opens that client's Client Portal, a new feature in this release. A dedicated help article on the Client Portal is coming soon.
Q: Can I create a lead directly from the client list?
A: Yes. Click + New Lead next to any client in the list to start a new lead with that client already attached.
Q: What happens if I delete a client?
A: Deleting a client removes them from your database. Check for any active leads or projects tied to that client before deleting to avoid losing that association.
⚠️ Common Mistakes to Avoid
❌ Don't | ✅ Do |
Create a new lead before the client exists in the database | Add the client to Settings > Clients first so you can attach them during lead creation |
Import a messy or duplicate-filled list | Clean your CSV before importing, consistent formatting and no duplicates prevent problems from the start |
Store only one contact per client organization | Use Additional Contacts to add every relevant person, project coordinator, billing contact, decision-maker |
Enable Send Notifications for every contact by default | Only turn on notifications for contacts who genuinely need project updates |
Create custom fields one at a time while adding individual clients | Set up all needed fields in Client Field Settings first, then they're available for every client |
Look for an edit or delete icon in the client row | Click anywhere on the client's row to open it in edit mode |
Leave test or duplicate records in the live database | Review and clean the client list before your first real project goes live |