How SimpleClient CRM works
A practical guide to the current customer, applicant, deal, reminder and account-security features.
1. Create and verify your account
Register using your full name, email address and password. Your email becomes your username. SimpleClient sends a professional activation email with a verification link. New accounts cannot sign in until the email address is verified. If the activation email expires or is missed, use Resend verification.
2. Sign in and use the dashboard
After verification, sign in with your email address. The dashboard provides quick access to customers, the deal pipeline, reminders and business reporting, and also displays your previous successful login timestamp. The compact top navigation shows your initials in an account avatar instead of using the full name.
3. Add and edit customers
Create a customer with first name, last name, email, phone, date of birth, address and comments. Open a customer at any time to update these details and review related applicants, deals and reminders.
4. Add spouses or additional applicants
A main customer can have one or more additional applicants. Each applicant stores the same core information as the customer: name, email, phone, date of birth, address and comments. For legacy customer comments containing structured Spousal: and Address: details, use Convert to additional applicant. After conversion, those two structured fields are removed from the customer comment while the remaining legacy notes are preserved. Long applicant comments stay out of the table; a note icon indicates a comment and reveals it on hover or keyboard focus.
5. Search customers and applicants
Customer search checks the main customer plus linked additional applicants, including name, email, phone, address, comments and date of birth. Results show an applicant-count indicator. If the result was found because of an additional applicant, SimpleClient identifies the matched applicant directly in the result.
6. Create and manage deals
Open a customer and create one or more deals. Move each deal through New, Contacted and Negotiation, then complete it as Closed/Won or Closed/Lost. You can update deal details and stage at any time.
7. Use deal history and comments
Each deal has a readable activity timeline ordered newest first. Creating the deal, changing details, changing stage and adding comments all generate history entries. You can add a comment without changing any other deal field.
8. Review the visual deal pipeline
Choose Deals from the CRM navigation to see all deals across New, Contacted, Negotiation, Closed/Won and Closed/Lost columns. Drag deals between columns or use the stage selector, then open any deal to review details and history.
9. Create reminders
Create reminders from a customer or the global Reminders screen. Customer choices are sorted alphabetically. Set the future date and time and add a follow-up note. Reminder lists display the date only and separate items into Upcoming and Overdue groups. Overdue reminders can be acknowledged when they no longer require attention; acknowledged reminders stop appearing in active reminder lists. After saving, use Add to calendar to download a standard .ics event for Apple Calendar, Outlook and other calendar apps, or open a pre-filled Google Calendar event. Existing reminders can be exported later as well.
10. Use the reminder bell
The bell in the CRM header shows only the number of upcoming reminders for your account; overdue reminders are handled separately on the Reminders screen. Select the bell to open the full reminders screen.
11. Use customer tags
Open a customer to add lightweight tags such as Buyer, Seller, Investor, Past Client or a location. Tags appear on customer results and are included in customer search.
12. Review the customer activity timeline
Each customer has one newest-first activity timeline covering customer updates, additional applicants, deals, deal comments, reminders and tags. Deal-specific history remains available inside each deal as well.
13. Use the Kanban deal pipeline
The Deals screen is a visual board with New, Contacted, Negotiation, Closed/Won and Closed/Lost columns. Drag a deal to another stage or use the stage selector on the card as an accessible fallback.
14. Detect and merge duplicate customers
The Duplicates screen flags strong matches based on email, normalized phone, or matching name plus DOB. Choose which of the two records to keep. Merging moves applicants, deals, reminders, tags and tracked activity into the selected primary customer before removing the duplicate.
15. Import and export CRM data
Open Settings and use the Import & export section. CSV imports customer rows. Excel exports create Customers, Applicants, Deals and Reminders sheets, and those SimpleClient workbooks can be re-imported. Imports always show a preview and possible duplicate warnings before saving.
16. Automatic birthday reminders
When a customer or additional applicant has a DOB, SimpleClient automatically creates a reminder at 9:00 AM for birthdays occurring in the next 30 days. This check runs in the background shortly after Tomcat starts and every day at 2:00 AM Toronto time, so you do not need to log in for birthday reminders to be created. Birthday reminders are clearly marked and can be added to a calendar like other reminders.
17. Use dashboard reporting
The dashboard shows open pipeline counts by stage, wins and losses, win rate, reminders due today and within seven days, the total number of all upcoming reminders, recent customers and recent activity.
18. Change or reset your password
Change your password from Settings while signed in. If you forget it, use Forgot password. The emailed reset URL is one-time use and expires after 30 minutes. Requesting another reset invalidates the previous reset link.
19. Use light or dark mode
Use the theme icon in the header to switch between light and dark appearance. The browser remembers the selected mode. The application uses compact responsive layouts across desktop and mobile screens. Deal pipeline stages use muted situation-based colors that retain contrast in both themes.
20. Install SimpleClient CRM as an app
On a supported browser, use the visible Install app button when offered, or choose the browser's Install/Add to Home Screen option. The installed app uses the SimpleClient CRM name and professional CRM icon, launches in a standalone window, and keeps private CRM pages network-only rather than storing CRM records in the offline cache.
21. Share the CRM
The landing page includes native Share plus direct Facebook, LinkedIn and X sharing. If native sharing is unavailable, the CRM can copy its link. Open Graph/Twitter metadata provides a large preview image, and a square social graphic can be downloaded for Instagram and other social channels.
22. Privacy and Terms
Privacy and Terms pages explain account data, CRM data handling, essential cookies and browser storage, acceptable use and service terms. New registrations must explicitly agree to both documents before an account can be created.
Account privacy and security
Customer, additional-applicant, deal and reminder access is restricted by the authenticated user on the server. Database operations include ownership checks so changing a URL or record ID does not provide legitimate access to another user's CRM data. Passwords are stored as PBKDF2 hashes, forms use CSRF protection, and private application pages are not intended for search indexing.
Email messages
Account activation and password-reset messages are sent as professionally formatted HTML emails with plain-text fallbacks. Security-related emails include clear expiry information and a link back to SimpleClient CRM.
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