Quick answer
Use this guide to understand client management, prepare the right records, and complete the workflow in 5 clear steps.
Start here
What this guide helps you do
- You onboard a new client and need operational structure before scheduling.
- You need contract terms that drive billing behavior.
- You need controlled portal access for client stakeholders.
Access
Before you start
What you can view or change depends on your Arcova role. If a button or page in this guide is missing, ask an account administrator to check your access.
- Account managers create organizations and contracts.
- Operations leads manage site-level settings and contacts.
- Portal invitations require elevated client-access permissions.
Know the pieces
What Arcova keeps track of
These are the records you will see in this area. You do not need to memorize them—use this list when a field or status is unfamiliar.
Organization
Top-level client entity that owns sites and contracts.
- Information you will see
- Legal name, billing profile, account status.
- Statuses it can move through
- Prospect, active, paused, archived.
Site
Physical service location under an organization.
- Information you will see
- Address, timezone, post map, emergency contacts.
- Statuses it can move through
- Active, limited, closed.
Contract
Commercial agreement tied to organization or site scope.
- Information you will see
- Rate model, terms, invoicing cadence, overtime policy.
- Statuses it can move through
- Draft, active, expiring, terminated.
Portal User
Client-side user scoped to organization or site visibility.
- Information you will see
- Role, allowed features, invitation history.
- Statuses it can move through
- Invited, active, suspended.
Step by step
Follow the workflow
- 1
Create an organization with billing and ownership metadata.
- 2
Add one or more sites with timezone and service details.
- 3
Attach active contracts with rate and invoicing rules.
- 4
Invite client portal users with scoped permissions.
- 5
Use these records as dependencies in scheduling and billing.
Arcova in the background
What happens automatically
Arcova may update connected records, notify the right people, or check rules while you work.
Updates after a change
Other records that may change when you save or approve work.
- Contract activation updates default billing rates.
- Site archive actions remove sites from new scheduling.
- Portal permission changes affect report visibility immediately.
Who gets notified
Messages Arcova may send during this workflow.
- Contract expiration reminders route to account owners.
- Portal invites and resets notify client contacts.
- Critical site contact changes can notify dispatch teams.
Checks Arcova performs
Rules and safeguards that may run before an action is completed.
- Contract terms are consumed by billing calculators.
- Site timezone settings drive schedule rendering.
- Client status changes can suspend downstream workflows.
See it in context
A practical example
Situation
A retail chain signs a six-site contract with different weekend rates.
- 1
Account manager creates organization record and six site profiles.
- 2
Contract is configured with weekday, weekend, and holiday multipliers.
- 3
Portal users are invited with site-limited report access.
- 4
Schedulers publish shifts per site using contract-aware defaults.
- 5
Billing generates invoice lines with site-specific rates.
Expected result
Operational setup is complete and financial outputs match contract terms.
Avoid rework
Common problems to check
- Changing contract rates does not backfill already-approved billing lines.
- Portal users with organization scope can access every linked site report.
- Deleting a site with historical shifts should use archive, not hard delete.
- Cross-tenant contract reuse is prevented by design.
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