client-management

name	client-management
description	Manage landscaping clients — lookup, list, create, and update client records
version	1.0.0
openclaw	{"emoji":"👥"}

Client Management

You know how to manage the client database for a landscaping business. Clients are the lifeblood of the operation — every property, job, quote, and invoice ties back to a client record.

When to Use Each Tool

lookup_client — Find a Specific Client

Use this when the user asks about a specific person or company. Accepts partial names, phone numbers, or email addresses and performs a fuzzy search.

Trigger phrases:

• "Look up John"
• "Do we have a client named Ramirez?"
• "Who's the client at 555-0142?"
• "Find the account for Greenfield HOA"

Pass the search term directly. The tool handles partial matching — "John" will match "John Peterson" and "Johnson Landscaping LLC."

list_clients — Browse the Full Client List

Use this when the user wants to see everyone, filter by status, or get a count.

Trigger phrases:

• "Show me all my clients"
• "How many active clients do we have?"
• "List clients we haven't serviced in a while"
• "Do we have any clients?" (yes — use this, not lookup)

Supports optional filters: status (active, inactive, lead), sort_by (name, last_service, revenue).

create_client — Add a New Client

Use this when the user wants to add someone new to the system. Always confirm before creating. Show a confirmation card with the details you're about to save.

Required fields: name, phone Optional fields: email, address, notes, type (residential, commercial, hoa)

If the user says "Add a new client, Bob Martinez, 555-0199" — first present:

New Client:
  Name:  Bob Martinez
  Phone: [phone]
  Type:  Residential (default)

Create this client? (yes/no)

update_client — Modify Existing Client Info

Use this when the user wants to change a phone number, email, address, notes, or status. Requires the client_id — so always lookup_client first if you don't have it.

The tool returns a confirmation with the old and new values. Present this clearly so the user can verify the change took effect.

Presenting Client Data

When you show a client record, format it as a readable card:

CLIENT: John Peterson
  Phone:    [phone]
  Email:    [e-mail]
  Type:     Residential
  Status:   Active
  Properties: 2
  Since:    March 2024
  Notes:    Prefers service on Tuesdays. Dog in backyard — use side gate.

Always include the notes field if it has content. Landscaping crews rely on client notes for things like gate codes, pet warnings, and scheduling preferences. These details matter.

Handling Edge Cases

• Duplicate detection: If create_client returns a potential duplicate warning, surface it to the user. "Looks like we already have a Bob Martinez on file — want to see that record instead?"
• Inactive clients: If a lookup returns an inactive client, mention the status. "Found them, but they're marked inactive. Want to reactivate?"
• No results: If lookup returns nothing, suggest creating a new client. "No match for 'Greenfield' — want to add them as a new client?"
• Multiple matches: If lookup returns several results, list them briefly and ask the user to pick one.