Request your client's details with a link and they go straight to their record

For an invoice or a contract you need the tax ID, the full address and an email that works. You rarely have all of them when you add a client: they wrote to you on Instagram, called you, or only gave you their name. So you have to ask for them by message, wait for a reply, copy them into the record by hand and ask again when the postal code is missing.

Now you can send them a link and let them fill in the details themselves.

A link from the client's record

In the CRM, open a client's record and click Request client details, choose how long it is valid and confirm. PhotoHeart creates a personal link and sends it to the client by email and WhatsApp, depending on the notices you have turned on. If it could not send it through any channel (for example, because the email or phone number is missing), it tells you so you can send the link yourself. The link is always in the window, so you can copy it.

The client opens a page with your name and your style, sees «Complete your details» and fills in only what you ask for. When they submit it, the link closes: it cannot be used twice. You get a notification in the app's bell.

The option appears on client records, not on leads.

You decide what to ask for

In Settings → Clients you have the list of details you use when adding a client: client type, first and last name, company name, tax ID / ID number, emails, phone numbers, address, date of birth, Instagram and LinkedIn. Each one is set to Don't ask, Optional or Required.

If a wedding photographer only needs the tax ID and the address, ask for just those. If you work with companies, ask for the client type: when the client is a company, the company name replaces the first and last name as the required detail, just like when adding a client.

On the same screen you can turn on Create link automatically. When you add a client from the CRM and they are missing required details, the link is generated on its own, valid for the number of days you set (seven by default).

Notices and a reminder before it expires

The email and WhatsApp message with the link go out when it is created. If the client has not sent anything and the link expires in less than 48 hours, they receive a reminder. It is sent only once per validity period, and it is not sent if the link was created less than a day ago, because the client has just received the first notice.

Both notices are turned on or off in Settings → Notifications, in the Clients group. On the same screen, under «Notifications you receive», you can also turn on an email for yourself when a client completes their details. It is off by default, because the bell notification is usually enough.

Apply them right away or review them first

By default, what the client sends is saved straight to their record. If you prefer to check it first, go to Settings → Clients, under «When details arrive», and choose Review before applying.

With that option, the client's record shows each proposed detail next to its current value. Accept applies them, and anything the client did not send stays the same. Discard leaves them out of the record; if you want the client to send them again, reactivate the link. The CRM list marks clients with details to review, and the bell notification tells you they are pending. If you do not review them, they are deleted after 30 days.

A tax ID you already have in another record

If the client types a tax ID / ID number that already belongs to another record in your CRM, the submission is not saved. The client sees a message asking them to check their ID or contact you, without revealing whose number it is, and you get a notification. After five attempts like that, the link is deactivated.

How to get started

1. Go to Settings → Clients and mark which details you want to ask for and which are required.
2. Decide whether you want the link created automatically when you add a client, and whether you prefer to review the details before applying them.
3. Open a client's record in the CRM and click Request client details.

If you ever prefer to correct a detail by hand, you can keep editing the client's record as usual.