Cloudifi Client Suite

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🧭 Cloudifi Client Suite — Admin & User Guide

Overview

Cloudifi Client Suite is your all-in-one WordPress plugin to manage:

  • Clients and their services/products
  • Locations and offices
  • Contacts and employees (with optional WordPress user sync)
  • Assets such as servers, endpoints, and firewalls
  • Agreements and retainers
  • CSV import/export for quick data management
  • A professional client dashboard page that summarizes everything in one place

This plugin helps MSPs, hosting providers, and IT consultants organize all client data in one secure, easy-to-access system.

🔑 Admin Guide

1. Installation

  1. Upload the plugin folder cloudifi-client-suite to /wp-content/plugins/.
  2. Activate it in WordPress Admin → Plugins → Cloudifi Client Suite.
  3. After activation, new menu items appear for:
    • Cloudifi Suite
    • Clients
    • Locations
    • Contacts
    • Assets
    • Agreements

2. Roles & Permissions

Two roles are created automatically:

  • Client Manager — Can add/edit all data (clients, assets, etc.)
  • Client Viewer — Read-only access to view dashboards

You can assign these roles under:

Users → Edit User → Role

3. Cloudifi Suite Menu

a) Dashboard

A quick overview page for administrators.

b) Services & Products

Used to add or update the list of available services and products you offer.
To add new ones:

  1. Go to Cloudifi Suite → Services & Products.
  2. Type one service or product per line.
  3. Click Process & Add Terms.

These appear later as checkboxes in each Client profile.

c) CSV Import/Export

Used for mass importing or exporting client data.

  • Export Clients → Downloads all client data (including services/products) to CSV.
  • Import Clients → Uploads a CSV to bulk create clients.

CSV Format Example:

name,primary_contact,email,phone,website,status,sla,services,products
ABC Corp,John Smith,john@abc.com,555-1234,https://abc.com,Active,Priority,"Web Hosting|Email Hosting","Microsoft 365|Veeam"

4. Managing Clients

Go to Clients → Add New
Each client has several sections:

a) Client Profile

Basic information:

  • Primary contact, email, phone, website
  • Account manager, SLA, status, and internal notes

b) Services & Products

Check all services and products this client uses.
You can edit the available options under Cloudifi Suite → Services & Products.

c) Profile Images

  • Profile Picture: Use the Featured Image box.
  • Header Background: Use the image selector in the sidebar.

d) Hosting Environment

Enter hosting and security details:

  • Active theme
  • Paid plugins (one per line)
  • Maintenance schedule
  • Security tools (Wordfence, Patchstack, Server Firewall, 7G, 8G)

e) Client Dashboard

Each client automatically generates a dashboard view.
You can embed it anywhere using the shortcode:

[ccs_client_dashboard id="CLIENT_ID"]

5. Managing Locations

Locations link physical sites to a Client.
Each location stores:

  • Address, site code, ISP, VLANs, etc.
    To associate a location, set Client (post ID) to the related client’s ID.

6. Managing Contacts / Employees

Contacts hold client employee or team member data.
Fields include:

  • Name, email, phone, title, MFA status, and license info.
  • You can link a contact to a WordPress user (for SureMembers access).

To create a user:

  1. Check Sync as WP User.
  2. Choose a WP Role (like Subscriber or a SureMembers role).
  3. Save the contact. The user is automatically created and linked.

7. Managing Assets

Assets are devices, servers, or systems associated with a client.

Each asset can store:

  • Serial number, warranty, agent status
  • IP address, CPU, RAM, bandwidth
  • Hosting vendor, datacenter location
  • Backup status (server/website)
  • Assigned user (Contact post ID)
  • Linked Location (post ID)

8. Managing Agreements / Retainers

Agreements record contracts, retainers, and SOWs for each client.
Fields include:

  • Type (MSA/Retainer/SOW)
  • Start/end date
  • Hours bank and hours used
  • External reference (connects to your Retainers Plugin if in use)

9. REST API Access

The plugin exposes read-only endpoints for integration with dashboards or portals:

/wp-json/ccs/v1/client/{id}

Returns structured JSON of client details, including services and products.
Requires a logged-in user with “read” access.

10. Security

  • All admin forms use nonces and sanitization.
  • Only users with correct roles can edit content.
  • REST endpoints are read-only and gated behind login.
  • Uploaded CSV files are never stored permanently.

👩‍💻 User Guide (Client Managers / Team Members)

1. Adding a New Client

  1. Go to Clients → Add New.
  2. Fill in all details and assign services/products.
  3. Upload a profile picture (Featured Image).
  4. Add a header background (optional).
  5. Save the post.

2. Viewing Client Dashboards

Each client’s dashboard gives a visual overview:

  • Name, contact info, SLA, status
  • Active services/products
  • Related locations, contacts, assets, and agreements
  • Hosting and security environment

You can view it:

  • From the Client post itself
  • Or embed it on any page using [ccs_client_dashboard id="CLIENT_ID"]

3. Managing Contacts

  • Add internal team members or client staff.
  • If they need portal access, check Sync as WP User and assign a role.
  • SureMembers roles work here for membership access.

4. Managing Assets

Track hardware and servers per client:

  • Add specs, backup status, and vendor info.
  • Link each asset to the correct client and contact.
    This helps keep all technical inventory in one place.

5. Agreements / Retainers

Keep retainer data up-to-date:

  • Track hours banked vs. hours used.
  • Link to external retainers plugin reference (if integrated).

6. Importing / Exporting

  • Export all client records to back up or share with accounting.
  • Import new clients using a CSV from a spreadsheet.
    Quickly onboard multiple clients at once!

7. Profile Customization

Each client can have:

  • A Profile Image (for quick identification)
  • A Header Image (branding or cover photo)
    Both appear automatically on their dashboard page.

8. Hosting & Security Settings

Keep visibility on each client’s site configuration:

  • WordPress theme and premium plugins
  • Patchstack, Wordfence, Firewall status
  • Maintenance schedule
  • Backup enablement

This makes your dashboard a single source of truth for service health.

⚙️ Tips & Best Practices

TaskRecommended Practice
Bulk SetupImport clients via CSV first, then add contacts/locations manually.
Ongoing UpdatesKeep hosting/security fields updated monthly for audits.
Access ControlUse SureMembers to show clients their own dashboards only.
Backup & SyncSchedule a database backup weekly before major imports.
SecurityOnly assign Client Manager role to trusted staff.

đź’ˇ Example Workflow

  1. Add a new Client (e.g., “Acme Corp”).
  2. Add one or more Locations (e.g., “Austin HQ”, “Dallas Office”).
  3. Add Contacts (e.g., “Jane Doe – IT Director”), enable user sync if they need login.
  4. Add Assets like servers or endpoints linked to the client.
  5. Add Agreements (retainer, MSA).
  6. Go to a new WordPress Page and embed: [ccs_client_dashboard id="###"] Replace ### with the Client ID.
  7. Optionally protect that page using SureMembers.

🧰 Maintenance & Troubleshooting

IssueResolution
Client not visible on dashboardEnsure the shortcode ID matches the client post ID.
Services list emptyAdd or refresh Services via Cloudifi Suite → Services & Products.
CSV import failsCheck CSV header formatting and encoding (UTF-8, comma-separated).
User not created for ContactVerify “Sync as WP User” is checked and email is unique.
Images not showingCheck that profile and header images are uploaded correctly.

🧾 Summary

The Cloudifi Client Suite turns WordPress into a lightweight CRM and MSP operations panel—tracking everything from clients and servers to employees and agreements.
It’s designed to integrate easily with your other Cloudifi tools, SureMembers, and the Retainers plugin.

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