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Clients and contacts

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Clients are the companies the agency recruits for. They are records inside the agency's own workspace, never separate accounts: candidates always belong to the agency, and a client only ever sees what the agency chooses to send them. Every job in Lovelio belongs to a client, so the client book is the spine of the whole system. The client book lives at /clients, which has two tabs: "Clients" (the book) and "Placements" (the wins and fees). The Placements tab only shows for roles with permission to view placements.

Adding a client

Click "Add client" on the Clients tab, use Quick Create ("New client"), ask the AI, or create one over the API. All doors go through the same write path. A client needs either a name or just a website. You can also supply the company's own phone, one or more locations, street address, description, and contacts in the same request. The company phone is separate from every contact's personal phone. When a website is given, background enrichment reads the company's site and fills only missing details: the real company name, industry, a short description of what they do, office locations, their office address (read off their contact page, when it shows one) and a logo. It never replaces locations a consultant supplied. A "Filling in details" chip shows on the row and in the slideout header while this runs, and the list updates live when it lands.

Creating a client with a website also builds Client DNA automatically: an AI read of what great looks like at that company, used by assessments, phone screens and job ads from day one with zero setup. The header shows "Building Client DNA" while it runs and "Client DNA ready" when done. The DNA is refined over time by adding notes or meeting notes on the client's DNA tab.

If agreed commercial terms are known at create time (permanent fee percent, contract margin, payment terms, guarantee days), entering them becomes the client's first fee schedule directly. After that, an admin edits the terms straight on the client's Terms tab. Client terms are the one source of truth, and every job for that client inherits them live. Permanent jobs use the salary fee, taken of the fee basis the terms name: base salary, or the total salary package (base plus super, OTE uplift and bonus). Contract jobs use the separate contract margin. Consultants see the terms read-only; there is no approval workflow. The Terms tab shows "Custom terms" with a version number once the client is off the agency standard, and "Back to standard terms" returns them to it. The default permanent terms shape is one flat percent; "Add salary bands" expands a band editor for agencies that price by salary level.

When a client is created through the AI, the receipt offers an Undo that deletes it again. The "Add client" popup on the grid does not offer an undo.

The client list and snapshot

The Clients tab is a full-width table with plain text search that matches name, industry, and domain. Clicking a row opens the Client Snapshot popup first: the relationship score, a one-line verdict, three stats (fees this year, fill rate, open jobs), and fact rows - terms, floats (called specs outside AU/NZ), submissions, last placed, in guarantee, feedback speed, last spoke, last contacted by, and last worked with. Clicking the body of the snapshot opens the full slideout. The heart icon on a row opens the slideout straight onto the Ask tab. Every row also carries a "..." actions menu built from the same single menu definition the slideout uses, so anything doable from the record is doable from the grid.

The client score is 0 to 100, computed from facts already recorded (billing, delivery, feedback speed, momentum, relationship), never by AI. Bands: 80 and above is "Key account", 60 to 79 "Solid", 40 to 59 "Watch", under 40 "Going cold". A client with no closed jobs, no placements and under 90 days of history shows as "New client" with no number.

The client slideout

Tabs: Overview, Opportunities, Jobs, Contacts, Terms, DNA, Documents, Timeline, and Ask (the heart). Opportunities, Jobs and Contacts carry counts in the strip, so work reads at a glance. The Overview holds the profile, recruiters and placements. Opportunities combines grounded public company news with private workforce movement from your own database. The header carries two primary buttons, "Log call" and "Create a job", plus the "..." menu with the rest of the shared client actions: Email client, Add contact, Add note, Add DNA note, Edit details, Delete client (the grid row menu carries all eight including Log call and Create a job). "Create a job" starts the job writer already pointed at this client so it skips the "which client is this for" question. Logging a call requires picking which contact was spoken to - calls are logged against a person, not a company. Emailing a client also goes to a chosen contact, with a preview of the exact email; replies land back on the client timeline. The header logo box is also its own control: click to upload or replace a logo, hover to reveal remove.

  • Overview: name, website, company phone, industry, locations, address, "What they do", and notes, editable via Edit / Save changes / Cancel. Locations can hold several cities. The address is an address search - start typing and pick the real street address. It is where client interviews happen (the booking wizard pre-fills it) and the address on their terms document. It also lists the recruiters working this client.

  • Jobs: every role at the client, split into Current and Past, with active application counts. Rows open the job page, and a "Create a job" button starts a new one already pointed at this client.

  • Contacts: name, job title and email are required; phone is optional. Each contact can have a "reports to" pointing at another contact, which builds the org chart. The first contact added becomes the primary contact automatically; any other can be made primary from its row menu. Contacts can be edited or removed. Clicking a contact's name opens their People record - one record for the human, whatever roles they hold, with a Timeline of everything you have done with them - and a back link to the client. The contact row holds the relationship (role, work email and phone at this client); the name lives on the person, so editing a contact's name renames them everywhere that person appears. Wherever else a contact is named (a job's Contact row, for instance) the card there has an "Open contact" link to the same record. When the person is also a candidate, the contact record's header carries a role switch instead of the plain "Contact" label: click "Candidate" and their candidate record opens over the client, one click each way; the same switch sits on their candidate record.

    The Contacts tab has two sections. "Your contacts" is everyone somebody put on this client - added by a consultant, captured, or migrated in. "Works here" is derived: these are people whose own record says they currently work at this client, matched by organisation, and Lovelio adds them so a person is never missing from the company they work at. A works-here person is not treated as a relationship: they are listed separately, they carry no work email, they never appear in a contact picker (log a call, email the client, send a submission, invite to an interview), they are not counted in the CONTACTS column on the client list, and approach mail to them warns rather than being blocked. Click "Make a contact" and they move into your contacts for good, which turns the approach-mail block on. If they change jobs, the derived row is retired automatically; a promoted one is yours and is never touched. A placement can make someone appear under "Works here" through their updated employment history, but only a recruiter choosing "Make a contact" moves them into "Your contacts". Referees on a candidate can be filed here in one step from the candidate's Referees tab, and the client is created for you if you do not already have their company. Quick Create has a "New contact" entry (shortcut T) for adding one without opening the record: it asks which client the person works for, then opens the same add-contact form.

    Adding a contact also writes their employment onto their People record, so search can find them: the client becomes their current employer, the contact's job title becomes their job title, and a job history entry is added for the role. That is what makes them turn up in searches like "people currently at Woolworths" or "ex-Woolworths". Their work email and phone are copied across too, unless the address or number is shared by more than one contact (a shared inbox or a switchboard is nobody's personal detail). Change a contact's title and their record follows; remove the contact and the job history entry is closed with today's date rather than deleted, so what you did with them is still there. Nothing is ever overwritten: if the person already has a CV on file, their own work history wins and the contact role is added beside it without claiming to be their current job. Their location is never taken from the client, because a company's registered address is not where the person lives.

  • Placements (an Overview section): the wins with this client, with a money strip of three numbers: "Billed with [client]" (fees on placements that started or completed - fall-offs never count), "Pending starts" (count plus the next start date), and "At risk in guarantee" (fees on placements still inside their guarantee period). It is read-only here: a placement is logged from the candidate's application once they have reached Submitted or beyond, never from the client record.

  • Opportunities: "Act on these" shows grounded public opportunities that still need a decision. "Latest" keeps handled history. Every public card shows the date, event type, source, why it matters, the agency's angle and a suggested next move. "Open source" always leaves Lovelio for the verified HTTPS evidence. "Mark handled" keeps the card in history; "Not useful" removes it from the normal feed. A notification or weekly report opens the exact card with ?tab=signals&signal=..., including handled history. Public loading or scanner failure never hides private movement. Opportunities hides when the agency has no active Lovelio plan.

  • DNA: the five Client DNA traits plus a reflection, refined through notes.

  • Private movement (inside Opportunities): read-only workforce intelligence - who works there now (of people in the database), who recently left, and who worked there before.

  • Timeline: everything that has happened with this client, newest first, grouped by day and then by month. The same timeline the job page and candidate record use: a filter dropdown for hiding email, notes or field changes, a search box, and a note box that writes straight to the timeline. Calls, emails, contact changes and edits all land here. A contact's own Timeline is the same events filtered down to the ones about that person, so a call with Charlotte shows on both her record and the client's.

  • Ask: ask questions about this client in plain language; answers use scoped client records plus grounded public opportunities, with the source retained. The conversation survives switching tabs.

Recruiters on a client

Anyone who works one of the client's jobs is attached to the client automatically. Teammates can also be added or removed by hand in the Overview tab's Recruiters section; any teammate can be added to any client. A chip's hover text says whether the person was added automatically or by hand. Client alerts go to these recruiters and the client owner. When nobody is attached, they fall back to the client's team, then the company.

The agency self-client

Every job needs a client, including the agency's own internal hires. For those, Lovelio keeps exactly one special self-client per agency. It never appears in the client list or the API client list, but it stays selectable in every job client picker, labelled "(your own agency)". It can never be deleted. Job ads for self-client jobs name the agency openly, unlike normal ads which never identify the client.

Common questions

  • Why does my new client only show its domain as the name? A domain-only create uses the domain as a provisional name; enrichment replaces it with the real company name shortly after.
  • I pasted their LinkedIn page as the website and nothing was filled in. The link is kept on the record, but only a company's own website is used to identify and enrich them - a LinkedIn or Facebook page, a directory listing or a job board describes them somewhere else, and enriching from one would fill the record with that platform's details. Add their own web address and enrichment starts.
  • Why can I not edit the fee percent on the client? Editing client terms is admin-only: consultants cannot set their own fees. Ask an admin, or ask them to widen the permission in Settings > Permissions.
  • What happens when I delete a client? The delete popup warns that their contacts, jobs, and history go with them, and there is no undo. The agency self-client can never be deleted.
  • Why is a teammate listed on my client? They worked one of that client's jobs, which attaches them automatically; they can be removed by hand.
  • Where did the Placements page go? Placements live under Clients now, as the second tab on /clients. Old placement links redirect there, filters included.