Thread

So I’ve looked at several threads that deal with project management but I would like to ask a slightly different question.

How do you deal with the management of client details?

As I begin to build more websites, I am finding it more and more cumbersome to manage the details of hosting accounts,  customer emails, multiple CP logins and passwords, domain administration, and payment information. 

What do you do?

Thanks in advance!

Jesse

http://www.koingosw.com/products/dataguardian.php

I actually just use secure notes in the OS X keychain to manage all my emails/logins/usernames/passwords/etc. Nothing fancy, but it works for me…

I use keychain as well. But we also have a custom built solution from years ago, that we created to handle service requests from clients. We didn’t use to use it for web clients, but I find its a great place to store details; since we allow for the clients to have multiple networks, and were capture web, email, ethernet, etc. data, anyway. But in all honesty, the biggest storage is email. Since we normally set-up web hosting, dns, etc. I save all the email confirmation and details in the clients folder/label.  But that’s more for when I need details not frequently used. For login passwords, etc. Keychain rocks. I keep it stored in the Finder area, so I can manual recall any password; but also allow it to autofill.

I’m using the EE wiki in a secured fashion.

Thanks for these ideas!  I hadn’t paid much attention to the OS X Keychain before.

Do you know of anything that would manage things in a client based sense?  Something that would store all of the client-specific data in one area?  I am not concerned too much about security, as I am the only one that would be using this and I don’t need to be able to hide any data from other employees.

Yes, I currently store a lot of the details in my email.  But that isn’t helping very much when it comes to expirations of hosting and domains, unless I check it!

Jesse

I’m using the EE wiki in a secured fashion.

Michael, would you care to elaborate on this, please? :cheese:

Do you know of anything that would manage things in a client based sense?  Something that would store all of the client-specific data in one area?  I am not concerned too much about security, as I am the only one that would be using this and I don’t need to be able to hide any data from other employees.

I guess it just depends on how simple you want things. Really for the clients who we need to track complex data, we use our in-house solution, which has the added bonus, of allow the client to track and view anything we do for them, as well, since its web-based. For simple stuff, email, keychain, or StickyBrain (a notes application).  If you want to consolidate, I’d recommend keychain. Since it will store your password already, you can just add what the call secure notes; just store the full content of the email post under the clients name or the domain name. I use domains since we have a number of clients with 3 or more domains.

I don’t use secure notes that much, since I’m satisfied with email look-ups. But for the few that I do have, I typically title them domain (vendor), so http://www.nonprofit-tech.org (enginehosting) or http://www.nonprofit-tech.org (gkg), etc.

Yes, I currently store a lot of the details in my email.  But that isn’t helping very much when it comes to expirations of hosting and domains, unless I check it!

Well for expiration of hosting, dns, etc. I typically place myself or have my client’s admin place me as the technical contact for that data. So I always get the notice at the same time as the client or I exclusively get notice and then inform client. Some clients don’t want to deal with anything or anyone, but us. Others are a bit more hands on.  I kind of like it when they are more midway. Take an active interest, but not trying to control things they don’t know anything about.

But if your not listed as a contact: (1) explore getting listed, far better to get the 3 month notices, that clients ignore, instead of getting a simple reminder 2 or 3 days ahead; (2) you could go the Address Book/iCal combo method.

Method 2 Details
Step 1: In Address Book, create a group call it clients

Step 2: Add organizational contact records for each client-with client notes

Step 3: Optional: Add primary and secondary contact records. I typically always have at least a primary contact record, and I make sure I keep little details in, like spouse, children, etc. I’m good at those details when in constant contact. ut if we’ve finished a project and haven’t spoken to the organization in a year those details fall to the wayside. But if the client or primary contacts you for a new project, its good to have the memories written.

Step 4: Create domain name or vendor records.  I’d typically make a domain a “company record” so company name becomes “www.nonprofit-tech.org”, I tie the client to it by using the relationship field.

Step 5: Add your notes. They are not secure, but easy to access. Even easier, if you use BuddyPop, since you don’t have to open Address Book at all. (see attached image. Don’t worry, the details are benign/no longer relevant). But you can scroll through full notes, contact details, etc. without opening AddressBook.

Step 6: Relate records: Make sure the organizations name is tied to the record. For individuals this means in the company field, but for other records, use the relationship field. It makes it very easy to search for a client name and get all related records.

Step 7: Manually add expiration dates to your iCal, and attach the client record and or domain record to them.  I recommend at least 2 weeks notice on domain name registrations.

This is more process oriented. But, its an easy process, once you get the hang of it; and for me, it fits in with how I store other contact data as well. Five years ago, when I started taking care of my mother. I found out quickly, I needed an easy way to store a ton of notes about her care. And this was an easy solution. Notes directly about her, went on her record. Vendor notes went on vendor records. Friends birthdays, or other notes (for my my things like 3/1/06 Not speaking to Rose, send B-Card anyway), became absolutely necessary.

Once, I realized I could relate all those card by just placing my mom’s name in the are where you add friend or assistant. I then adopted the format for all my records. It allows me to create Smart Groups or just regular groups, etc. Works great with iCal, email, and even Safari (since I add email addresses, website, facebook, linkedin, twitter, etc. links. In fact the Address Book view in Safari and Address Book in Eudora, and of course BuddyPop are my 3 biggest work time saviors. Truly.

Allgood2 -

This is exactly what I was looking for!  Thanks so much for taking the time to write this out.  I had no idea that the simple address book could do so much!

Jesse

PS - I don’t see an attached image…

I’m using the EE wiki in a secured fashion.

Michael, would you care to elaborate on this, please? :cheese:

Uh, there’s really not that much more to say.  I just have the EE wiki as part of my extranet, and have one entry per client with their stuff in there in a relatively unformatted way.  It keeps things accessible for when I switch computers and it gets backed up as part of the EE database.

I figured you would have some extra-cool way that you implemented this 😉

Try now. Back at original post.

Thanks for the update!  I’ve downloaded it already!

OK, so maybe you all already know about this app, but check out http://www.serverskine.com for management of client information…

I’m not using it this way but your discussion sparked the idea of using 1Password for this. Not only does it securely store all your logins for each website you visit, which are then made accessible via one password, but it has a secure notes part of the app as well. And a secure wallet area too that might be good for keep client billing information. Again, I’m not using it this way yet but thought it might be a useful way to use the app. Btw, it’s absolutely one of my must have apps for the mac.

Cheers!

Edit: Btw, Yojimbo is a good option too.