The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.


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Client Statuses

Client Status Overview

Statuses are a powerful workflow tracking feature through the software, designed to keep things from falling through the cracks by organizing the many areas of your business - clients, communications, sessions, invoices, tasks, production - into custom workflows. Basically, you create a workflow by defining the steps of a process from beginning to end. These steps are called "statuses."

Client Statuses are used to categorize your clients and can include a default duration (which the software uses to automatically generate a due date). Client statuses are an great way to organize your clients by where they are in the client life-cycle. For example, some people might be at the "prospect" stage. Others may have become "customers." You also may have clients at the "web inquiry" stage. Maybe you have clients that have referred others to your business whom you consider "loyalty clients." Your loyalty clients can be treated with more care and effort than a normal client because of the sales they have helped generate. 

Here are some ideas of how you may want to use client status:        

  • Prospect - This person may have expressed an interest or may be a lead you acquired from somewhere.
  • Client - This would be your standard client.

  • Loyalty Client - The client has either referred a certain number of people, or perhaps they have been a customer for a certain length of time.

  • Web Inquiry - People who have inquired about your company from your website.

  • Inactive Client - Indicate when someone is no longer a customer.

  • Upset Client - Handle upset clients cautiously, putting out fires before they escalate!

  • First-Time Client - Identify first-timers to make sure their first impression is a great one.

  • Business Partner - Track marketing partners, referral partners, etc.


Setting up Client Statuses

Follow these steps to set up your list of client statuses:
  1. Go to Maintenance > Clients > Client Statuses to open your client status list.

  2. Click New to add a status and complete the following:

    • Description - Enter a description for the status (i.e., "Current Client").

    • Default Duration - [Optional] Enter the number of days a client should remain at this status without being considered overdue. The default duration will be used to automatically calculate the due date. For example, a "Web Inquiry" status may get a default duration of 2 days. That way you'll know when followup is overdue.

    • Include in Loyalty Rewards - [Optional] If you're using the Loyalty Rewards feature in the software, check the box if clients with this status should be included in the program. See also: Implementing a Loyalty Program

    The following editing options are also available, either on the ribbon or directly from the grid:

    • Modify a Status - Double-click the status and then edit the description.

    • Delete a Status - Highlight the status and click Delete on the ribbon.

    • Change the Order - Highlight a status and use the Move Up and Move Down tools on the ribbon.

    • Make a Status Inactive - Check the Inactive box to hide a status you are no longer using (but may not want to delete).

  3. You may also want to:

    • Hide Inactive Statuses - Click Hide Inactive on the ribbon to hide (or reveal) any inactive statuses.

    • Print the List - Click Print on the ribbon to generate a printed report of your client statuses.

    • Export to PDF/Excel - Click one of the export buttons to export your list of client statuses.

  4. Close the window when finished.

Client Status Reasons

The software includes an optional feature called client status reasons. These can be used in combination with your client statuses to help you remember why a client has been assigned to a specific status. Go to Maintenance > Client > Client Status Reasons to set them up. See also: Client Status Reasons

Client Status Triggers

NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and myStratus Desktop.

For each client status you can also set up various triggers to automatically send emails and SMS text messages, print letters, generate phone calls, or create tasks based on the client status due date, as well as on the client's birthday or anniversary date. See also: Client Status Triggers and Triggers

See also

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