Overview:
The Manage Client module in HR360Hub allows Super Admins and authorised administrators to create and manage external client accounts within the platform. Each client account is an independent user profile that can be linked to one or more employees, enabling client-facing access to specific portal features. The module provides a centralised list of all registered clients with their status and employee associations and supports adding new clients and updating existing client profiles.
📜 Note: Access to the Manage Client module is restricted to Super Admins and users with the appropriate administrative role. Client accounts are distinct from employee accounts — they are created specifically for external parties who require access to HR360Hub.
Section 1: Accessing the Manage Client Module
After logging in to the HR360Hub portal, locate the Manage Client menu item on the left-hand sidebar. It appears between Performance Evaluation and Recruitment in the navigation list. Click Manage Client to open the client list page directly (the module has no sub-menu).
Section 2: Client List
The Manage Client page displays a paginated list of all registered client accounts. Each row provides a summary of the client including their name, username, total number of linked employees, and current account status.
Use the Search icon (🔍) at the top-right to search for a client by name or username. Use the Refresh icon to reload the list and reflect any recent changes.
2.1. List Columns
Column | Description |
Name | The full name of the client account holder, displayed as a clickable orange link alongside their email address. An avatar displaying the client's initials is shown to the left of the name. Click the name to open the client’s full profile. |
Username | The unique login username assigned to the client account (e.g. Hamza. Waseem, Alikhan). Used by the client to log in to the HR360Hub portal. |
Total Employees | The number of employees currently linked to this client account, displayed as an orange badge. This determines which employees the client can view or interact with within their portal access. |
Status | The current state of the client account: Active (green badge with tick icon). Inactive accounts are not able to log in. |
Actions | Eye icon (👁) to open the client’s full profile page for viewing and editing. |
💡 Tip: Use the Items per page dropdown (top-left) to adjust how many client records are shown per page. Clients are displayed in order of creation by default; use the column sort arrows to re-order by Name, Username, Total Employees, or Status.
Section 3: Adding a New Client
Click the + Add Client button at the top-right of the Manage Client page to open the Add New Client form.
3.1. Form Fields
Field | Required | Description |
First Name | Yes | The client's first name (e.g. John). |
Middle Name | No | The client's middle name. This field is optional and can be left blank. |
Last Name | Yes | The client's last name or surname (e.g. Smith). |
Yes | The client's email address (e.g. example@mail.com). This will be used as the primary contact and may be used for login notifications. Must be a valid, unique email address not already in use in the system. | |
Username | Yes | A unique login username for the client account (e.g. johndoe). The client uses this to log in to the HR360Hub portal. Must be unique across all users. |
Contact Number | Yes | The client's phone number. Select the country dial code prefix from the dropdown (defaults to +1) and enter the number in the adjacent field (e.g. 3001234567). |
Role | Yes | The system role to assign to this client account. Select from available roles in the dropdown. Determines what the client can access within the portal. |
Country | Yes | The country associated with this client account. Select from the dropdown list of countries. |
Currency | No | The preferred currency for this client account. Select from available currencies. Used in any financial views or reports the client has access to. |
Postal Code | No | The client's postal or ZIP code. |
Employees | Yes | One or more employees to link to this client account. Select from the multi-select dropdown. The client will be able to view or interact with the selected employees within their portal access. At least one employee must be selected. |
Click Save Client (orange button, bottom-right) to create the client account, or Cancel to close without saving.
⚠️ Warning: The Email and Username fields must be unique across the entire system. If either value is already in use by an existing user or client account, a validation error will be displayed. Ensure the correct employees are selected in the Employees field before saving, as the client's portal access is determined entirely by these linked employees.
Section 4: Viewing and Editing a Client Profile
Click the eye icon (👁) in the Actions column, or click the client's name in the list, to open the client's full profile page.
The client profile page is divided into two areas: a Profile Card on the left and the Basic Information form on the right. A Basic Information tab button at the top-left of the content area confirms which section is active. Click Back To Client List to return to the Manage Client list.
4.1. Profile Card
The profile card on the left side of the page displays a summary of the client's account at a glance:
Element | Description |
Avatar | A circular avatar displaying the client's initials (e.g. HW for Hamza Waseem). Click the pencil icon (✏️) overlaid on the avatar to upload or change the client's profile photo. |
Full Name | The client's full name as registered in the system. |
Role Badge | Displays the account type label (e.g. Client). |
Status Badge | Displays the current account status (e.g. Active in green). |
The client's registered email address (partially masked for privacy). | |
Contact | The client's registered phone number. |
Country | The country associated with the client account. |
4.2. Basic Information Form
The Basic Information form on the right allows administrators to view and edit all profile fields for the client. The form is pre-populated with the client's current data.
Field | Editable | Description |
First Name / Middle Name / Last Name | Yes | The client's full name. Edit directly in the text fields. |
Yes | The client's registered email address. The current value is partially masked for privacy in the display. | |
Username | Yes | The unique login username for the client. Must remain unique across the system. |
Status | Yes | The account status. Select Active or Inactive from the dropdown. Setting to Inactive disables the client's ability to log in without deleting their account. |
Role | Yes | The system role assigned to the client. Select from available roles. |
Currency | Yes | The preferred currency for this client account. |
Contact Number | Yes | The client's phone number, including the country dial code prefix. |
Country | Yes | The country associated with the client account. |
Address Line 1 / Address Line 2 | Yes | The client's street address. Line 1 accepts a street address or P.O. box; Line 2 accepts apartment, suite, unit, floor, or building details. |
City | Yes | The city of the client's address. |
State / Province | Yes | The state or province of the client's address. |
Zip Code / Postal Code | Yes | The postal or ZIP code of the client's address. |
Employees | Yes | The employees linked to this client. Existing links are shown as removable tags (e.g. Raja Abu Bakar ×, Muneer Khan ×, muneeb khan ×). Click the × on a tag to remove a linked employee, or use the dropdown to add new ones. |
Click Update Profile (orange button, bottom-right of the form) to save all changes.
📜 Note: Changes to the Employees field take effect immediately upon saving. Removing an employee from a client's linked list will revoke that client's access to that employee's data in the portal. Adding an employee grants the client access to that employee's information. Review linked employees carefully before saving, particularly when removing associations.
💡 Tip: To temporarily suspend a client's access without deleting their account, open their profile and change the Status field from Active to Inactive. This prevents the client from logging in while preserving all their account data and employee associations for future reactivation.
Summary:
The following table summarises the key actions available in the Manage Client module and where to find them.
Action | How to Access | Key Consideration |
View all clients | Navigate to Manage Client from the sidebar. | Use the search and sort controls to locate specific clients quickly. |
Add a new client | Click + Add Client on the client list page. | Email and Username must be unique. At least one employee must be linked. |
View a client profile | Click the eye icon or client name in the list. | Profile card shows summary; Basic Information form shows full editable details. |
Edit a client profile | Open the client profile and update fields in the Basic Information form. | Click Update Profile to save. Status can be set to Inactive to disable login without deletion. |
Manage employee links | Edit the Employees field on the client profile page. | Adding/removing employees directly affects the client's portal access scope. |