Onboarding Guides

New User Onboarding Guide

Last updated August 16, 2026

Setting Up Your Company, Clients & Sites

Overview

Complete these three steps in order to link your company, client, and site records before managing field operations.

Step 1: Add a Company

A Company is the top-level organization. All clients and sites link back to it.

Navigation

Left sidebar → CRM → Companies

Companies list — click Add Company to begin.

Click Add Company.
Fill in the Company Profile form.
Click Save.

Add Company form — Company Name is the only required field.

Fields

Field	Description	Required
Logo	Company logo image.	No
Company Name	Full name of the company. Appears on all linked records.	Yes
Phone	Primary phone number.	No
Email	Primary contact email.	No
Website	Company website URL.	No
Address 1	Street address.	No
City / State / Zip	City, state/province, and postal code.	No
Country	Country dropdown.	No
Company Notes	Free-text notes about the company.	No

Step 2: Add a Client

A Client is an individual contact linked to a Company. They can be assigned as the point of contact for a site.

Navigation

Left sidebar → CRM → Clients

A web page showing a list of clients in a table format. The table has columns for Company, Email, First Name, Last Name, Mobile, ID, and Actions. Four clients are listed: Tim Snow from Walmart Inc., Justin Anderson from Walgreens, Laura Armstrong from Taco Bell, and Kelly Smith from KeyBank. A blue button labeled "+ New Client" is prominently displayed at the top of the client list. — Clients list — click New Client to begin.

Click New Client.
Fill in the client profile form.
In the Company field, select the company from Step 1.
Click Save.

New Client form — the Company dropdown links this client to the company.

Fields

Field	Description	Required
Photo	Profile photo.	No
First Name	First name.	No
Last Name	Last name.	No
Company	Links this client to a Company. Search by name. Required to connect records.	Yes
Title	Job title.	No
Mobile	Mobile phone number.	No
Email	Email address.	No
Address	Address 1, Address 2, City, State, Zip, Country.	No
Contact Notes	Free-text notes.	No
Labels	Contact type tag. Defaults to “Client”.	No
Status	Active or Inactive.	No

Step 3: Create a Site and Assign the Client

A Site is a physical service location where photos are taken, forms submitted, and routes assigned. Assigning the client here connects all three records.

Navigation

Left sidebar → Sites

A web page showing a list of sites with columns for Site Name, Status, Client, Zone, Address, City, State, and Zip. A blue button labeled "+ New Site" is prominently displayed at the top of the list. — Sites list — click New Site to begin.

Click New Site.
Enter a Site Name and Address — the geofence map auto-positions from the address.
Scroll to Client Information and select your client as the Primary Client Contact.
Optionally assign Internal Managers and Contractors.
Click Save.

A form for creating a new site, with a map at the top for setting a geofence boundary, and fields below for site information such as name, address, property type, and square footage. On the right are sections for Forms, Activity, Maps, Files/Docs, and Pricing Contracts, each with buttons to add or assign items. — New Site form — geofence map at top, Site Information section below.

A form for creating a new site, showing fields for "Client Information", "Internal Managers", "API Integrations", and "Contractors". The "Client Information" section has dropdowns for "Primary Client Contact", "Secondary Client Contact", and "Third Client Contact". — Client Information section — assign the Primary Client Contact to link all three records.

Site Information Fields

Field	Description	Required
Site Name	Name of the location (e.g. “Subway - Yale Ave”). Required.	Yes
Address 1	Street address. Auto-positions the geofence on the map.	No
City / State / Zip	City, state/province, and postal code.	No
Country	Country dropdown.	No
Property Type	Property category (Commercial, Retail, Industrial, etc.).	No
Select Trade(s)	Services performed at this site (e.g. Snow Removal, Landscaping).	No
Site Sqft	Square footage, used for estimates.	No
Zone	Geographic zone for route and report grouping.	No
Operating Hours	Service window for crews.	No
Timezone	Timezone for accurate timestamps.	No
Site Notes	Notes visible to crews in the mobile app.	No
Custom Reference	Internal ID or reference code.	No
Auto Share Photos	Automatically shares site photos with the assigned client.	No

Client & Manager Fields

Field	Description	Required
Primary Client Contact	Main client for this site. Select the client from Step 2. Links all three records together.	Yes
Secondary / Third Client	Additional client contacts (optional).	No
Primary Internal Manager	Internal employee responsible for this site.	No
Secondary / Tertiary Manager	Additional internal managers (optional).	No
QuickBooks Customer	Links site to a QuickBooks record for invoice sync.	No

Verifying the Link

CRM → Companies → open your company and confirm it saved.
CRM → Clients → open your client and scroll to Sites — your site should appear.
Sites → open your site and confirm the Client Information section shows the correct client.

Quick Reference

Step	Navigation	Key Action
1. Company	CRM → Companies	Click Add Company → Fill in Company Name → Save
2. Client	CRM → Clients	Click New Client → Fill in details → Select Company → Save
3. Site	Sites	Click New Site → Enter address → Assign Client Contact → Save

sitefotos.com

Watch a Video

Was this helpful?

Your feedback helps us make every guide clearer.

Was this article helpful? Yes Not quite

What could we improve? Optional

New User Onboarding Guide

Overview

Step 1: Add a Company

Step 2: Add a Client

Step 3: Create a Site and Assign the Client

Watch a Video

Was this helpful?

Thanks for the feedback

Sitefotos AI

Overview

Step 1: Add a Company

Step 2: Add a Client

Step 3: Create a Site and Assign the Client

Watch a Video

Was this helpful?

Thanks for the feedback

Related articles