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Manage Client Groups

Maggie Shipley
Updated

This article applies to Aiwyn Practice.

Create a Client Group and keep its name, membership and primary client up to date, so you can use the group as a filter across the Clients, Invoices, AR, Collections and Reports modules.

Before you start

  • You need access to the Clients & Contacts module.
  • Every client you want to add must already exist as a client record. See Create a client.
  • A client can belong to only one Client Group at a time. Only clients that are not already in a group appear as available, and adding a client to a group moves it out of any group it is already in.
  • If your firm's Client Groups are synced from your practice management system, you cannot edit those groups in Aiwyn.
  • Have the group's clients, contacts and office to hand. The Primary Client, Primary Contact and Billing Contact options are populated from the clients you add, so adding clients first keeps the rest of the form simple.

Steps

Create a Client Group

  1. Go to Clients & Contacts in the left-hand panel and select the Client Groups tab.
  2. Select New Client Group.
  3. Enter a Group Name. There is no character limit.
  4. In the Clients field, select one or more clients. A group needs at least one client before it can be saved.
  5. Optionally select a Primary Client. The list contains only the clients you have added to the group.
  6. Optionally select a Primary Contact and a Billing Contact. The options come from the contacts of the clients in the group, and the contacts you choose become the default Primary and Billing Contact for every client in the group.
  7. Optionally assign a Partner and a Manager for the group.
  8. Select an Office. This field is required.
  9. Select Save.

The group now appears on the Client Groups tab and is available as a filter in the Clients, Invoices, AR, Collections and Reports modules.

A Client Group cannot be saved without a group name, at least one client and an Office.

Remove a client from a Client Group

  1. On the Client Groups tab, open the group and select Edit.
  2. In the Clients field, remove the client you want to detach.
  3. Select Save.

The client remains an active client record; only its group membership ends.

You cannot remove the group's primary client without first designating another one.

Change the primary client

  1. On the Client Groups tab, open the group and select Edit.
  2. In the Primary Client field, clear the current selection and search for the new primary client.
  3. Select Save.

The group record shows the new primary client.

Rename a Client Group

  1. On the Client Groups tab, open the group and select Edit.
  2. Change the Group Name.
  3. Select Save.

The group appears under its new name wherever it is listed. Membership and the primary client are unchanged.

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