How to Add, Organize, and Connect with Your Clients
Your clients are the heart of everything you do. This guide walks you through keeping all their details organized, sending invite codes so they can join your app, and using smart tools to stay on top of every relationship.
Adding a Client
There are three ways to get clients into Pixie Dust CRM, and all of them are straightforward.
Manually
Add clients one at a time right from the app.
Quote Form
When someone submits a quote request, they show up automatically.
Google Sheets
Import an existing client list from a spreadsheet in bulk.
Adding a client manually
This is the most common way to add someone new. Here's how it works:
- 1
Navigate to the Clients section
Tap Clients in the sidebar or bottom navigation.
- 2
Tap the + button
You'll find it in the top-right corner of the client list.
- 3
Enter their name, email, and phone number
These are the essentials. Name and email are required.
- 4
Optionally add address, favorite parks, and celebrations
Got a birthday coming up? A favorite Disney park? Add it now so you don't forget later.
- 5
Hit Save
That's it — your new client is ready to go.
Sending Invite Codes
This is the magic moment — when a name in your CRM becomes an active app user who can see their bookings, itineraries, and messages in real time.
How it works
- 1
Open a client's detail page
Just tap on their name from the client list.
- 2
Tap Generate Invite Code
The system creates a unique 6-character code just for this client.
- 3
Share the invite
An email is automatically generated with the invite code and download links for both iOS and Android. You can send it right from the app.
- 4
Client downloads and registers
They download the app, enter the invite code along with their email and a password, and they're in.
- 5
Account linked automatically
Once they register, their account is connected to your CRM. They can see their bookings, itineraries, documents — everything you've set up for them.
Important things to know
- Each invite code is single-use. Once a client registers with it, the code is consumed.
- The client must use the same email address you have on file for them. If there's a mismatch, the code won't work.
- If a code expires or something goes wrong, you can always generate a new one from the same client detail page.
Client Details and Notes
Every client has their own detail page, and it's where the real relationship-building happens. Think of it as your command center for each person you work with.
Tabs on the client detail page
Bookings
All of this client's bookings in one place — past, current, and upcoming.
Itineraries
View and manage the day-by-day itineraries you've built for them.
Notes
Your personal CRM-style notes — preferences, past conversations, anything you want to remember.
Activity web app
A timeline of every action related to this client — bookings created, messages sent, documents uploaded, and more.
Making the most of Notes
The Notes tab is where you become the agent who remembers everything. Use it to jot down preferences, allergies, past conversations, special requirements — anything that helps you deliver a more personal experience.
“This is where you remember that Mrs. Johnson's daughter is allergic to peanuts, or that the Martinez family always wants a room with a park view. Small details, big impact.”
Tags and Smart Lists web app
Once you have a solid client base, tags and Smart Lists help you stay organized and make sure nobody falls through the cracks.
Tagging clients
Tags are simple labels you attach to clients so you can group and filter them later. You can create whatever tags make sense for your business. Some popular ones:
Smart Lists
Smart Lists are saved filter configurations that give you one-tap access to a specific group of clients. Set up the filters once, save it, and it's always there when you need it.
VIP Clients
Your top-tier clients who deserve that extra touch of attention.
First-Time Visitors
Clients who are experiencing the magic for the very first time.
No Booking in 6 Months
Clients who might be ready for their next trip — a perfect list for targeted follow-ups.
Smart Lists are especially powerful when combined with tags. Tag your clients consistently, and your Smart Lists practically build themselves.
Client Insights web app
Pixie Dust CRM does some of the thinking for you. Client Insights automatically analyzes your client data and surfaces the information that helps you focus your energy where it matters most.
Automatic client tiers
Every client is automatically placed into a tier based on their lifetime booking value. You don't have to set this up — it just happens as you create bookings.
Platinum
Highest value
Gold
High value
Silver
Growing
Bronze
Getting started
At-risk indicator
The at-risk indicator automatically flags clients who haven't booked in a while. It's a gentle nudge from the system saying, “Hey, you might want to check in with this person.”
Between automatic tiers and at-risk flags, you always know who your most valuable clients are and who might need a little extra attention. No spreadsheets, no guesswork — just open the Insights view and you'll know exactly where to focus your energy.
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