After importing or creating clients in DataGrows, they can be viewed and managed in the Clients Table.

The Clients Table stores all the key information about your clients, including:

Many of the automated functions within DataGrows depend on the information captured here, making this one of the most important tables in the system.

To add a new client:

You do not need to complete every field immediately.

To get started, capture the information available to you, including:

As you select different Entity Types, DataGrows will automatically show or hide relevant fields.

Tip: If you switch on a service that requires information that has not yet been completed, DataGrows will display a warning message explaining what is still required.

Not seeing a Client you just saved

If you are not seeing a client that was just saved in the Client table, try these actions:

To edit an existing client:

Using the expanded view makes it easier to access all sections and tabs associated with the client.

Every client should be assigned a status.

The client's status determines whether tasks will be generated.

Active

Clients will generate tasks and reminders.

Dormant

Clients will continue generating tasks, but the client will be clearly marked as dormant.

Pending

Used during onboarding. No tasks will be generated.

Inactive

No new tasks will be generated, but historical information remains available.

Part of Ownership Structure

Used for legal entities that form part of a client's ownership structure but are not serviced directly by your firm.

Important: Only Active and Dormant clients generate recurring tasks.

Several fields within the Client Details section are particularly important.

Client Name

The client name appears throughout DataGrows and should be unique.

Trading Name

Capture a trading name if it differs from the registered entity name.

Financial Year-End

This is a critical field as many compliance and recurring tasks are scheduled based on the client's year-end.

Group

Used for grouping related entities or companies together according to your firm's internal structure.

Firm

Useful for firms operating multiple branches, offices, or legal entities.

The Billing Details section allows you to connect a client to your firm's billing structure.

Rate Group

Assign the client to the appropriate billing structure and pricing model.

Bill To

If another entity is responsible for payment, specify which company should receive invoices.

This section provides a convenient location to store important client information such as:

While most of this information is not required to start using DataGrows, it provides an excellent central repository for future reference.

The Services section is one of the most important areas of the client setup.

This is where you tell DataGrows which recurring services you provide to a client.

Once services are switched on and the client is saved, DataGrows automatically generates the related tasks and reminders.

A simple rule applies:

Services create tasks.

If a service is not switched on, DataGrows cannot generate the associated work.

If a service is switched on correctly, future tasks will continue generating automatically.

Common services include:

Accounting

Example:

VAT

Payroll

Example:

Compliance Services

Some service-related fields worth noting include:

Bi-Weekly Pay Date

The payroll task will automatically schedule for the Friday closest to the selected date.

UIF

Used for clients requiring UIF administration, such as domestic employers.

Financials

A free-text field where additional notes can be captured.

Document Folder

Indicates where client documents are stored externally.

Use the External Storage Link field to provide a direct URL to cloud storage systems such as SharePoint, OneDrive, Google Drive, or similar platforms.

Rating

Allows firms to maintain an internal client rating system (who you like best – VIP vs less important, etc).

The Client Roles section allows you to assign staff members to a specific client.

Assignments can be made at three levels:

This applies only to the individual client being viewed.

The first row with no Department or Task specified is the Global Assignment level.

For example:

These assignments will automatically apply to all tasks for the client unless overridden at a lower level.

Department assignments override the Global Assignment.

For example:

Result:

Department rows correspond directly with departments shown in the left navigation menu.

For example:

Task-level assignments take precedence over both Department and Global assignments.

For example:

Result:

This flexibility allows firms to assign specialists to specific workstreams while maintaining overall client ownership.

When you open a client record and expand the screen, you'll notice additional tabs at the top.

These provide access to client-specific information and tasks.

This is one of the most useful views in the client record.

It displays all upcoming tasks for that client, including:

You can click directly on a task to navigate to the relevant task table and begin working.

Not Started

In Progress

Completed

In addition to the All Tasks Due Detail tab, you can view tasks by department.

Examples include:

Each department provides access to:

This makes it easy to review both active work and historical client activity.

For example, if you want to review all accounting work completed for a client over the past year, simply navigate to the Accounting department and view the Archived Tasks section.

The client record also contains several useful supporting areas.

Additional Information

Capture notes, supporting information, and upload documents linked to specific categories.

Additional Bank Accounts

Store client banking information beyond the primary account.

Directors, Members or Trustees

Maintain a record of directors, members, trustees, and other key stakeholders depending on the entity type.

Required Documents

Displays a recommended list of documents required for that particular entity type.

The list can be customised under the Communications department.

Small Business Tax Indicator

A yearly record is created to assess whether the client qualifies for Small Business Tax treatment.

If all qualifying criteria are met, the client will automatically be flagged across relevant tax tasks.

Share Register

Manage historical and current shareholders and generate share certificates.

Beneficial Ownership

Capture and maintain Beneficial Ownership information for CIPC compliance purposes.

Time Management

Displays all time logged against the client.

If your firm uses Sage or Xero, DataGrows allows you to create clients directly in those systems.

To post a client:

The client information will then be transferred to the selected platform.

If tasks appear to be:

The first place to investigate is the Client Record.

Review:

✅ Client status
✅ Services switched on
✅ Due dates configured correctly
✅ Year-end completed correctly
✅ Team assignments completed correctly
✅ Department specialists assigned correctly

In most cases, task generation issues originate from the client setup.

Important: If a service is switched on but no task appears immediately, this does not necessarily indicate a problem. Some tasks are generated closer to the due date, while others rely on SARS deadlines being released before they can be scheduled.

✅ The Clients Table is the master record that drives much of DataGrows' automation.
✅ Add and maintain accurate client information to ensure efficient workflow management.
✅ Services must be switched on for recurring tasks and reminders to be generated.
✅ Global, Department and Task-level role assignments control who receives work.
✅ The All Tasks Due Detail tab provides a complete client-specific task view.
✅ Historical and active work can be accessed through the departmental task tabs.
✅ Clients can be posted directly to Sage and Xero.
✅ When troubleshooting task issues, always start by reviewing the client setup.

Remember: Accurate client setup leads to accurate task generation. A well-maintained Clients Table ensures DataGrows can automate your firm's recurring work, assign tasks correctly, and keep everyone on top of upcoming deadlines.