Client Management
Organize your contacts and keep track of all documents.
Client Management is the heart of SendMeSafe. Here you manage all your contacts, track the status of document requests, and maintain full visibility over all received and sent files. Each client gets their own overview page with all relevant information.
Features Overview
Client Overview
The client overview displays all your contacts in a clear list. At a glance, you can see the status, number of links and files, and the last upload timestamp.
Client List
Create New Client
Create new clients with just a few clicks. Only the name is required - email and company are optional but help with organization and enable sending links directly via email.
Create New Client
Add a new contact to your organization.
Required
Tip: An email address allows sending upload links directly via email.
Client Detail Page
The client detail page provides a complete overview of all activities: received files, sent files, active upload links, and the full activity log.
Schmidt GmbH
PartialFiles Received
Files Sent
Active Links
Recent Files
2.4 MB - 24.01.2025
1.1 MB - 22.01.2025
15.8 MB - 20.01.2025
Client Information
Status System
With the three-tier status system, you can track the progress of each client. The status partially updates automatically and can be manually adjusted at any time.
Client Status
Track your clients' progress with three status values:
No documents received yet. The client has received the upload link but hasn't uploaded anything.
Some documents received. Missing documents or the process is not yet complete.
All documents received and reviewed. The process is complete.
Automatic Updates
The status automatically changes from "Open" to "Partial" when the first upload occurs. You can manually change the status at any time.
Search and Filtering
Find clients quickly with powerful search and filter by status to work on open cases efficiently.
Search & Filter
Find clients quickly with powerful search and filtering.
Example: "Smith" or "@gmail.com"
Search by name, email or company - the search looks through all fields at once.
Filter by status to quickly find open cases.
Step-by-Step Guide
Create Client
Navigate to "Clients" and enter the name. Email and company are optional but helpful for organization.
Create Upload Link
Create an upload link directly from the client page. The link is automatically associated with the client.
Send Link
Copy the link or send it directly via email to the client. You'll be notified as soon as files are uploaded.
Receive and Review Files
Incoming files are automatically assigned to the client. Mark files as reviewed or requiring follow-up.
Update Status
Set the client status to "Complete" when all documents have been received. This helps you stay organized.
Use Cases
Tax Advisors & Accounting
Collect receipts, annual statements, and tax documents from clients. The status shows which clients still owe documents.
Lawyers & Notaries
Request documents for cases and track which documents are still missing. All files are securely archived.
Property Management
Receive rental agreements, IDs, and proof of income from prospective tenants. Each prospect has their own entry.
Human Resources & HR
Onboard new employees with document collection: ID, tax ID, social security proof - all in one place.
Tips & Best Practices
- Use consistent naming conventions, e.g., "Last Name, First Name" or "Company - Contact Person".
- Always add an email address to be able to send links directly.
- Mark completed processes as "Complete" to stay organized.
- Use the notes feature for internal memos and reminders.
- Filter regularly by "Open" to identify pending cases.
Frequently Asked Questions
Can I delete clients?
Yes, you can delete clients. This also removes all associated links and files. This action cannot be undone.
How many clients can I create?
The number of clients depends on your plan. The Solo plan includes 10 clients, the Professional plan 50, and the Organisation plan unlimited.
Can I edit clients later?
Yes, all client data can be edited at any time. Go to the client detail page and use the edit form.
Who can see clients in my organization?
All team members in your organization have access to the client list. Permissions can be adjusted in the organization settings.
Are clients automatically notified?
No, clients are only notified when you actively send an upload link via email. Simply creating a client does not trigger a notification.
Related Features
Client Management is the central starting point for all document flows in SendMeSafe. We recommend creating a separate entry for each client or project to ensure complete traceability.