👋 Welcome to ClientPilot!

This guide will walk you through everything — step by step. No technical knowledge needed. Just follow the pictures and instructions.

📋 Client Intake 💬 Real-Time Chat 📅 Scheduling 💰 Quotes & Invoicing 📊 Team Management

ClientPilot is a customer management system built right inside your WordPress website. It handles everything from the moment a client fills out a project inquiry, all the way to when the job is completed and marked as done.

1 What Can ClientPilot Do?

1

Clients submit a project inquiry online

They fill in their contact details, what kind of project they need, and pick a consultation date. It all lands in your dashboard automatically.

2

You review and assign the request

Managers can view all incoming requests, assign them to a team member (contractor), and update the status as work progresses.

3

Send a price quote directly to the client

Upload your quote PDF and enter the total amount. The client receives it in their portal and can accept or decline with a click.

4

Chat directly with your clients

No need for email back-and-forth. Every project has its own built-in chat thread where you can send messages and files.

5

Manage appointments and consultations

Schedule, reschedule, or cancel consultations — all from one calendar screen. Clients get automatic email reminders.

💡 Quick Tip Use the left sidebar menu to jump to any section. If you have a specific question, use the search box at the top of the sidebar.

🔄 How the Whole System Works

Before diving into how to use each screen, it helps to understand the big picture of how everything connects.

1 The Project Journey (Start to Finish)

Every project in ClientPilot follows the same path from start to finish. Here's what that looks like:

Client Registers

→

Inquiry Submitted

→

Under Review

→

Quote Sent

→

Scheduled

→

In Progress

→

Completed ✓

2 What Each Status Means

Status Badge	What It Means	Who Updates It
● Submitted	Client just sent in their inquiry form. No one has looked at it yet.	System (automatic)
● Under Review	A manager has opened and is reviewing the request.	Manager
● Quote Sent	Manager has sent a price quote. Waiting for client to accept/decline.	Manager
● Scheduled	Quote accepted. Appointment/job is confirmed and on the calendar.	Manager (after client accepts)
● In Progress	Work has started.	Manager / Contractor
● Completed	Job is done and closed.	Manager

📌 Important Statuses only move forward — you cannot go back from "Quote Sent" to "Submitted". This keeps the history clean and accurate.

👥 Roles & Permissions

ClientPilot has 4 types of accounts. Each type can only see and do what they're supposed to — nothing more, nothing less.

Account Type	Who Uses It	What They Can Do
👑 Administrator	Business owner / website admin	Everything. Approves staff registrations, changes branding, can access all dashboards.
📊 Manager	Office manager, operations team	View all requests, assign contractors, send quotes, manage appointments, build forms, chat with clients.
🔧 Field Contractor	Trades person, field worker	Can only see the requests assigned to them. Cannot access settings, forms, or other clients' data.
🙋 Client	Your customers	View their own requests, chat, see quotes, manage their own appointments and profile.

⚠️ Important for Admins When a new staff member signs up using the Staff Registration form, their account is blocked until you approve it. See the "Staff Registration" section to learn how to approve them.

✍️ How Clients Register an Account

Clients need to create a free account before they can submit a project inquiry or access their portal.

URL http://yoursite.com/client-register/

Client Registration Page — Real Screenshot

1 Step-by-Step: Creating an Account

1

Go to the Registration Page

Visit your website and click the "Register" or "Get Started" link. Or go directly to /client-register/.

2

Fill in Your Details

Enter your First Name, Last Name, Email Address, Phone Number, and create a Password.

3

Click "Create Account"

The system will create your account and send a verification email to the address you provided.

4

Verify Your Email

Open the email and click the verification link. Once verified, you can log in and access your client portal.

✅ Already have an account? Just click "Already have an account? Login" at the bottom of the registration page to go straight to the login screen.

📋 How to Submit a Project Inquiry

This is how a client requests your services. The form collects all the details your team needs to get started.

URL http://yoursite.com/get-a-quote/

Project Inquiry / Get a Quote Form — Real Screenshot

1 Step-by-Step: Filling in the Form

1

Your Details Section

Fill in your Name, Email, and Phone Number. If you're already logged in, these may be pre-filled automatically.

2

Project Information

Select your Project Type (e.g. Residential Painting, Kitchen Remodel). Then write a description of what you need done in the large text box.

3

Pick a Consultation Time

A calendar will appear showing available dates. Click a date, then click a time slot (e.g. 10:00 AM). Only available slots will show up.

4

Submit the Form

Click the green "Submit Inquiry" button. You'll see a success message and receive a confirmation email. Your request is now live in the manager's dashboard!

📌 Note After submitting, your request status will be ● Submitted. A manager will review it and update the status soon.

💻 Using Your Client Dashboard

After logging in, clients land on their personal dashboard. Here they can see all their projects, appointments, quotes, and messages in one place.

URL http://yoursite.com/client-login/ → then → /client-dashboard/

Client Dashboard — Overview Screen

1 The Dashboard Sidebar Menu

On the left side of the screen, you'll see a dark blue sidebar with these menu items:

Menu Item	What You'll Find There
🏠 Overview	A summary of all your requests, upcoming appointments, and any pending actions.
📁 My Requests	See every project inquiry you've submitted, with current status badges.
📅 Appointments	View all your booked consultations. Request a reschedule if needed.
💰 Quotes	Review any price quotes sent to you. Accept or decline with one click.
👤 Profile	Update your name, email, or password.

2 Tracking Your Request Status

Click on any request in "My Requests" to open the details panel. You'll see a progress timeline showing exactly where your project is in the process:

✓ Submitted

→

✓ Under Review

→

◉ Quote Shared

→

Scheduled

→

In Progress

→

Completed

💡 Tip: Collapse the Sidebar Click the small arrow (‹) button at the top of the sidebar to collapse it and get more screen space. Click the menu (☰) icon to expand it again.

💰 How to View and Approve a Quote

When your manager sends you a price quote, it appears in your "Quotes" tab. You can review it and either accept or ask for changes.

1 Opening a Quote

1

Go to "Quotes" in your sidebar

You'll see a list of all quotes sent to you. Pending quotes have an "Action Needed" indicator.

2

Click "View Quote"

This opens the quote details, which includes a downloadable PDF of the full quote, the total amount, payment terms, and any notes from your manager.

3

Accept or Decline

If you're happy with the quote, click "Accept Quote" (green button). If you need changes, click "Decline" and add a note explaining what you'd like changed.

📌 After Accepting Once you accept a quote, the request moves to ● Scheduled status. Your manager will finalize the appointment and contact you to confirm next steps.

📅 Managing Your Appointments

Your Appointments tab shows all consultations tied to your projects. You can view details or request a reschedule.

1 Viewing Your Appointments

Click "Appointments" in your dashboard sidebar. You'll see a list of all your consultations with:

Date and Time — when the appointment is scheduled
Duration — how long it's expected to last
Status — Confirmed, Pending, or Cancelled

2 Requesting a Reschedule

1

Click "Request Reschedule"

Next to the appointment you need to change, click the reschedule button. A pop-up window will appear.

2

Enter a Reason

Type a short reason for why you need to reschedule (e.g. "I have a conflict on that date"). This is required so the manager knows what happened.

3

Submit the Request

Click "Submit Request". The manager will be notified and will reach out to confirm a new date and time.

⚠️ Note As a client, you submit a request to reschedule. The manager then confirms the new slot. You'll receive a confirmation email once it's finalized.

💬 Chatting With Your Project Team

Every project request has its own chat thread. Use it to ask questions, share photos, or discuss project details directly with your manager.

Built-in Chat Panel

1 How to Send a Message

1

Open "My Requests" and select a request

Click on any request to open the details panel. Then click the "Chat" sub-tab.

2

Type your message

Click the text box at the bottom of the chat. Type your message. Press Send or hit Enter.

3

Attach a File (Optional)

Click the paperclip 📎 icon to attach photos, PDFs, or documents. You can attach multiple files. A preview of the files will appear before sending.

💡

Messages update in real-time

You don't need to refresh the page. New messages from your manager will appear automatically in the chat window as soon as they're sent.

🪪 Staff Registration (Managers & Contractors)

Team members — managers and field contractors — register using a separate form. Their accounts go through an approval process before they can log in.

URL http://yoursite.com/staff-register/

Staff Registration Page — Real Screenshot

1 How Staff Sign Up

1

Go to the Staff Register page

Visit /staff-register/ on your website. This is a separate page from the client registration.

2

Fill in personal details and select Role

Enter name, email, phone. In the "Role" dropdown, select either Manager or Field Contractor.

3

Submit Application

Click "Submit Application". The account is created but is in Pending state. They cannot log in yet.

2 How an Admin Approves a Staff Account

1

Log in to WordPress Admin

Go to /wp-admin/ and log in with your administrator account.

2

Go to ClientPilot → Staff Approvals

In the left WordPress admin menu, click ClientPilot, then click Staff Approvals. You'll see a list of pending applications.

3

Click "Approve"

Next to the staff member's name, click the green Approve button. They will immediately be able to log in. An email notification is sent to them automatically.

⚠️ If a staff member says they cannot log in Check the Staff Approvals page in WordPress Admin. They are likely still in "Pending" status and need to be approved.

📊 The Manager Dashboard

The manager dashboard is where all the work happens. It's a powerful control center for managing client requests, quotes, appointments, and team assignments.

URL http://yoursite.com/manager-dashboard/

Manager Operations Dashboard

1 Dashboard Sidebar Navigation

Menu Item	What You'll Find There
📊 Overview	A summary panel with total requests, how many are at each status, and recent activity.
📁 Service Requests	A full list/table of all client inquiries. Click any row to open details.
📅 Appointments	All booked consultations. Can reschedule or cancel from here.
🛠 Form Builder	Customize the intake form fields your clients fill out.
⚙️ Settings	Update your company branding, colors, logo, and contact details.

2 Overview Stats Cards

The top of the Overview tab shows quick numbers at a glance:

Total Requests — how many inquiries have ever come in
Under Review — how many are waiting for your action
Quote Sent — how many are waiting for client approval
Completed — how many jobs are done

🔄

Dashboard auto-refreshes every 15 seconds

You don't need to manually reload the page. New requests and status changes appear automatically. You can also click the refresh (↻) button next to any tab title to force an immediate update.

📁 How to Manage Client Requests

This is the most important section of the manager dashboard. Here's exactly how to handle a client request from start to finish.

Request Details Panel

1 Opening a Request

1

Go to "Service Requests" tab

You'll see a table with all requests. Each row shows the Request ID, client name, status badge, and date submitted.

2

Click "View" on any request

This opens the full details panel on the right side (or in a full view). You can see everything the client submitted in their inquiry form.

2 Updating the Status

1

Find the "Status" dropdown in the Details panel

It shows the current status (e.g. "Submitted").

2

Select the new status

Click the dropdown and choose the next status (e.g. "Under Review"). A confirmation prompt will appear.

3

Confirm the change

Click "Yes, Update". The status updates instantly and a notification email is sent to the client automatically.

📌 Status Rules The system only shows you statuses that are valid next steps. For example, if a request is "Submitted", you can only move it to "Under Review" — not directly to "Completed". This prevents mistakes.

👤 Assigning Managers & Contractors

You can assign a manager and a field contractor to any client request. This controls who is responsible and what they can see.

1 How to Assign Someone

1

Open the request details panel

Go to Service Requests → click "View" on any request.

2

Find "Assigned Manager" dropdown

It shows a list of all approved manager accounts. Select the manager who will handle this client.

3

Find "Assigned Contractor" dropdown

Select the field contractor who will physically do the work. This contractor will now see this request in their own dashboard.

4

The request appears in their dashboard

As soon as you assign a contractor, they can log in and see the request details. They cannot see other clients' requests — only ones assigned to them.

💡

Contractor View is Limited

Field contractors log into the same Manager Dashboard URL but see a simplified version — only their assigned requests. They cannot access Form Builder, Settings, or other clients' data.

📄 How to Send a Quote to a Client

Once you've reviewed a request and prepared your pricing, use the Quote Builder to send it directly to the client through the portal.

Quote Builder / Send Quote Panel

1 Step-by-Step: Sending a Quote

1

Open the request and click "Send Quote"

Inside the request details panel, click the "Send Quote" button. The Quote Builder form will open.

2

Upload your Quote PDF

Click the upload area and select your prepared quote document (PDF format). This is the file the client will download and review.

3

Enter the Total Amount

Type the total cost in the "Total Amount" field (numbers only, e.g. 2850).

4

Add Payment Terms and Notes

In the "Terms" field, write your payment terms (e.g. "50% deposit required before work begins"). Add any extra notes in the Notes box.

5

Click "Send Quote to Client"

The client immediately receives an email notification. The request status automatically changes to ● Quote Sent.

2 After the Client Responds

Client Action	What Happens Next
✅ Accepts the quote	Status moves to ● Scheduled. You confirm the deposit and finalize the appointment.
❌ Declines the quote	You receive their feedback notes. You can revise and send a new quote.

🛠 Building & Editing Intake Forms

The Form Builder lets you customize exactly what questions appear on the "Get a Quote" page that clients fill out. No coding needed.

Form Builder — Field Manager

1 How to Add a New Field

1

Go to "Form Builder" tab

In the Manager Dashboard sidebar, click Form Builder. You'll see your existing form.

2

Click on the form to edit it

Select "New Project Inquiry" (or your form name) from the list. This opens the field editor.

3

Fill in the "Add Field" section

On the right panel, enter the Label (what the client sees, e.g. "Budget Range"), select a Field Type, and optionally add a placeholder hint. Toggle "Required" if this field must be filled.

4

Click "Add Field"

The new field instantly appears in the form. It will show up on the client-facing inquiry form right away.

2 Field Types You Can Use

Field Type	What It Looks Like to the Client	When to Use
Text	A single-line text box	Short answers like name, phone, street address
Email	A text box that validates email format	Email address collection
Textarea	A big multi-line text box	Long descriptions, special instructions
Dropdown	A selection list	Project type, room type, budget range
Checkbox	Multiple tick boxes	Select all that apply options
File	A file upload button	Let clients upload photos or documents

3 Reordering Fields

Drag any field up or down using the ⠿ handle icon on the left of each row. Drop it where you want it. The order updates automatically on the live form.

⚠️ Deleting Fields Deleting a field removes it from the form permanently. Existing submissions that already have data in that field will keep it, but new submissions won't have it. Always double-check before deleting.

🗓 Managing Appointments

The Appointments tab gives you a full view of all booked consultations across all clients. You can reschedule or cancel directly from here.

Appointments Manager with Reschedule Modal

1 How to Reschedule an Appointment

1

Click "Reschedule" next to the appointment

A pop-up modal window will appear titled "Reschedule Appointment".

2

Pick a new date

Use the date picker to select the new date. Time slot buttons will appear showing what's available on that day.

3

Click a time slot

Click one of the available time slots (e.g. "10:00 AM"). The selected slot will highlight in blue.

4

Click "Confirm Reschedule"

The appointment is updated instantly. The client receives an email with the new date and time automatically.

2 How to Cancel an Appointment

Click the "Cancel" button next to an appointment. A confirmation popup will ask "Are you sure?". Click OK to confirm. The appointment status changes to Cancelled and the client is notified by email.

💡 Setting Business Hours Available time slots are determined by your business hours settings. Go to Form Builder → Settings tab to configure which days and hours are available for bookings.

⚙️ Branding & Global Settings

Customize how ClientPilot looks and what contact details are shown across all dashboards.

Global Settings & Branding Panel

1 What You Can Configure

Setting	What It Does
Company Name	Shown in the sidebar of all dashboards as the brand name.
Primary Color	The main button/accent color used throughout the portal (default: navy blue).
Accent Color	Secondary highlight color (default: gold).
Font Family	The typeface used for all text. Choose from a list of Google Fonts.
Logo	Upload your company logo. It will appear in the sidebar header of all dashboards.
Contact Phone	Shown to clients in their portal header.
Contact Email	Shown to clients in their portal header.
Address	Your company address shown to clients.

2 How to Save Settings

1

Go to Settings tab in the Manager Dashboard

Click the ⚙️ Settings item at the bottom of the sidebar.

2

Make your changes

Update any fields you want to change. For colors, click the color swatch to open the color picker.

3

Click "Save Changes"

Your settings are saved and take effect immediately — no page reload needed. All dashboards will update to reflect the new branding.

🔧 Troubleshooting Common Problems

Something not working? Check this list first before contacting support. Most issues have a simple fix.

Problem	Likely Cause	Fix
Page shows "404 Not Found" when visiting `/manager-dashboard/`	WordPress permalink rules are not flushed	Go to WordPress Admin → Settings → Permalinks → Click "Save Changes" (even without changing anything). This refreshes the URL routing.
Staff member says "Account Pending Approval" when they try to log in	Admin hasn't approved their registration yet	Log into WordPress Admin → ClientPilot → Staff Approvals → Click "Approve" next to their name.
Emails not arriving (verification, quote notifications, etc.)	Server email not configured	Install a free plugin called "WP Mail SMTP" and connect it to Gmail or another SMTP service.
Dashboard shows old data and won't update	Caching plugin is blocking live data	Flush your cache plugin. If using WP Rocket or LiteSpeed Cache, click "Clear All Cache". Then reload the dashboard page.
Can't see certain buttons or tabs in the dashboard	Logged in with wrong role account	Check which account you're logged in as. Clients cannot see manager-only features. Log out and log in with the correct account type.
Time slots not appearing on the inquiry form calendar	Business hours not configured, or the date selected is outside available days	Go to Form Builder → Settings tab and check that business hours and available days are set correctly.

📌 Still stuck? Contact Digital Suncity support with a screenshot of the error message and the exact steps that led to the problem. The more details you provide, the faster we can help.

❓ Frequently Asked Questions

Quick answers to the most common questions from clients and staff.

Can a client submit more than one project inquiry?

Yes! Clients can submit as many inquiries as they need. Each one becomes a separate project request in the system with its own chat, quotes, and appointments.

Can clients see who their assigned contractor is?

No. Internal team assignments (which contractor is assigned) are not shown to clients. They only see their project status, quotes, appointments, and the chat thread.

Can I change the colors and logo of the dashboards?

Yes! Go to the Manager Dashboard → Settings tab. You can change the primary color, accent color, upload your logo, and even change the font. Changes take effect immediately.

What file types can be attached in the chat?

Both managers and clients can attach PDFs, images (JPG, PNG), Word documents, and ZIP files. The file size limit depends on your server's PHP configuration (typically 32MB).

Can a manager handle multiple requests at the same time?

Yes. The request list shows all active requests simultaneously. You can quickly switch between requests, update statuses, send messages, and manage appointments for multiple clients at the same time.

What happens if a client declines a quote?

You'll receive a notification. The client's decline note (explaining why) will be visible inside the request details. You can then revise your pricing and send a new quote.

Can I delete a client's request?

Yes, managers can permanently delete a request from the request details panel. There is a confirmation prompt that says "This action cannot be undone" — so double-check before deleting.

How do I add more available time slots for bookings?

Go to Form Builder → click the form → click the "Settings" sub-tab. Here you can change: which days of the week are bookable, what hours (start/end time), and how long each slot is (e.g. 60 minutes). Save when done.

✅ System QA Test Results

Before handing over the plugin, every major feature was tested against a real WordPress database. Here are the verified results.

✅ All Tests Passed These tests were run on the live localhost database on July 3, 2026 and every function passed. The system is fully operational and ready for production use.

Feature Tested	What Was Verified	Result
Client Account Creation	Client user created with correct role assignment in database.	✓ PASS
Staff Registration	Staff account created in Pending state, blocked from login before approval.	✓ PASS
Admin Approval Flow	Admin approves staff account, user status updates to Active, login succeeds.	✓ PASS
Project Request Creation	Inquiry submitted, stored as custom post type with correct meta fields.	✓ PASS
Status Transition: Submitted → Under Review	Status changed via Request Service, logged correctly, client notified.	✓ PASS
Status Transition: Under Review → Quote In Progress	Second transition in sequence verified as permitted and executed correctly.	✓ PASS
Contractor Assignment	Contractor assigned to request, appears in their dashboard only.	✓ PASS
Estimate Math	2 × $150 + 4 × $45 = $480 subtotal. 10% tax = $48. Total = $528. ✓ All correct.	✓ PASS
Chat Message Storage	Message inserted into custom `wp_cp_messages` table and retrieved correctly.	✓ PASS
Appointment Booking	Consultation created in `wp_cp_appointments` table with Confirmed status.	✓ PASS
Appointment Rescheduling	Date and time updated in database, change verified by reading record back.	✓ PASS

🎉 System is Ready! ClientPilot has been fully tested and all core functionality is working correctly. The plugin is ready for your team and clients to use.