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The client record

The page for a client you added directly, with its Overview, tabs, automation controls and Activity rail, and why a converted lead looks different.

Updated October 26, 2026

Every client has a record, but which page you see depends on how they started.

Note

A client who began as a lead opens on their lead record, with the Booking, Files and Financials tabs described there. This article covers the page you get for a client added directly with New client, or imported from another CRM.

The "Project created" ribbon

Right after a contract is signed, the record opens once with a ribbon reading "Project created" and three checks: Edit project ready, Delivery page drafted, Calendar block written. It tells you Hailo has already set up the footage project in the Edit wing, a draft gallery in the Deliver wing, and the wedding on your calendar. It shows one time.

The header

  • The eyebrow reads "Client". Click the pencil next to the name (Rename client) to rename inline.
  • Under the name: the full wedding date, then how far away it is, the venue, the email and the phone, with copy buttons. While there is no photo, an Add a photo link sits at the end of that line.
  • Their portal opens the page the couple sees. See The client portal.
  • An Automation paused chip appears when automated emails are off for this client. Its tooltip explains that resuming includes them in payment reminders, questionnaires and date-based workflows.

The couple's photo and the line showing where they are sit at the top of the Overview tab, so every other tab keeps a short header. Hover the photo for Add a photo (or Change photo), Move and zoom and Remove photo. A new photo opens a Frame their photo window: drag it to move it, use Zoom, then press Use photo. The portal shows it framed the same way.

Actions

Control What it does
Edit client Opens the edit form for names, email and phone.
⋯ > Download client PDF Downloads their contact details, the day and every form they filled out.
⋯ > Pause automation / Resume automation Turns automated emails for this client off or on.
⋯ > Cancel wedding Asks you to confirm, then closes their open invoices, stops reminders and automations, and moves them to Archived. Anything they already paid stays on your books.
⋯ > Delete client Asks you to confirm, then deletes the client and everything attached.
Heads up

Deleting a client shows "Deletes every event, project, booking, invoice, payment, proposal and delivery page for . Their delivered films are kept for 48 hours before they're released. This cannot be undone." The confirm button reads Delete everything.

The tabs

The page opens on Overview: one row for each part of the couple, each opening its tab, plus two lists, Waiting on them and You, where you can tick your own steps off. It works the same as on a couple who started as a lead. See The Overview tab.

The other tabs, in order: Messages, Booking, Files, Event, Financials, Delivery, Forms, Automations and Profile.

Messages

The same thread list and composer as a lead. The subject defaults to "A note from the studio" and the body placeholder reads "Message …". See The Messages tab.

Booking

A picker labelled Which proposal lists the client's proposals and shows the chosen one inline. Expand opens it full size; New proposal starts another. With no proposal yet, the tab offers Create a proposal. See The proposal builder.

Files

Anything you drop on the couple and everything Hailo generated for them. See The Files tab.

Event

One card per wedding event showing the time, Guests, Style notes, the getting-ready, ceremony and reception venues with addresses, the vendors (Planner, Photographer, DJ / Band, Officiant) and the Day-of timeline. Each card has an edit control. With no event the tab reads "No event yet" with Add wedding event; with one, Add another event sits below. See The wedding event.

Financials

Invoices with New invoice, proposals with New proposal, and an Editing time card showing hours edited, the booked amount and the Effective rate, with All editing → leading to the Editing time page. Until an editor project is linked it reads "No editing tracked yet. Link an NLE project from the editing-time dashboard." See Editing time.

Delivery

"Footage projects" lists the footage projects in the Edit wing for this client. It reads "No footage project yet." until one exists. See The project record.

Forms

Questionnaires lists every questionnaire sent to this client with its status. To send one, pick a template under Send a questionnaire (the picker reads "pick template") and click Send. Manage questionnaire templates → opens the Library. See Questionnaires.

Automations

Their journey: the automation steps planned for this client, what is overdue and what is next up, with Send now and Add automation. See Automations.

Profile

Couple, email, phone and Automation (Paused or Active), with Edit client and the pause or resume button.

The Activity rail

The rail on the right has Add a note with the placeholder "Log a call, a decision, a reminder…" and the Activity feed with a count. Before anything happens it reads "No activity yet. Notes you add and messages you send will show up here." See Tags and notes.

Troubleshooting

I opened a client and landed on a page with a funnel strip and a Convert button, or a slightly different set of tabs. That client started as a lead. Everything is there, laid out as the lead record.

Automated emails are not going to this client. Look for the Automation paused chip. Choose ⋯ > Resume automation.

  • The lead recordEverything on a couple's page, from the header and the Overview tab to the countersign banner, the tabs and the Activity rail.
  • The Clients listTrack every booked couple through editing and delivery, see what each one earned per hour, and spin the globe of where you have filmed.
  • The Messages tabRead every email with a couple, see when it was delivered and opened, and reply from a template with the partner on CC.
  • The wedding eventRecord when and where the wedding happens, who the other vendors are and the day-of timeline, and push it to your calendar.
  • Tags and notesKeep private notes on a couple's Activity rail, and use tags on leads to drive automations.
  • The projectWhat a project is in Hailo, where it shows up on the client record, how it moves to delivered, and how to link an editor project so its hours count.
  • Editing timeSee the hours you spend in your editor, what each film really earns per hour, and link editor projects to weddings.
  • The proposal builderEdit a proposal in place, set who it is for, price it, attach a contract, brand it, set the deposit and save the setup as a preset.
  • QuestionnairesBuild a questionnaire in four steps, send it from a client, a booking or an automation, and see what the couple fills in.
  • Create and edit an invoiceBuild an invoice by hand, edit it on the document itself, split it into instalments, choose who covers the card fee, send it, and see how booking invoices are raised for you.
  • Automations overviewWhat an automation is, how the Automations page is laid out, what Paused and Live mean, and how Hailo keeps you from adding the same automation twice.
Still stuck? Send a note from the contact page and a real person at Hailo answers. Include the studio name you signed up with and, if it is about a specific screen, what you clicked.
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