How many units should I create?

As few as possible. Two is the normal answer — one per place you work from. Only add another if you genuinely want to plan and measure that area on its own.

Do I have to draw an area for every unit?

No. A unit without an area catches no customers by itself, which can be perfectly fine if you'd rather place customers by hand via their addresses. But if placement is to run automatically, the area has to be drawn.

What happens to customers outside every area?

They land in the fallback unit. If there is no fallback unit, they get no department — and then they can't be filtered or counted per department. That's why the page warns you about it.

Can one customer belong to two departments?

No. If the address sits inside two areas, the unit with the lowest priority number wins, and the customer gets only that one.

Does redrawing a boundary change my history?

No. Customers move straight away, but orders that already exist keep the department they were created in. That's deliberate, so your per-department numbers aren't rewritten backwards.

Why can I still see jobs that don't belong to the selected department?

Because they belong to no department. Jobs without a unit show up in every department, so a real customer visit is never invisible to everyone at once.

Do my colleagues see the same department as me?

No. The department switcher is your personal choice, and it follows you, not the company.

Why does the calendar show workers from the other department?

Because the worker list isn't filtered. A worker with no jobs in the selected department shows as an empty row — that isn't a fault.

Why isn't the MRR chart split by department?

Because the history is stored as one number per day for the whole company and can't be split retroactively. The chart says so itself once you've picked a department.

Can I turn units off again?

Not entirely on your own. You can't get below two units, so if the split has to go, write to us and we'll help.

Who can create and change units?

Administrators only. Everyone else can use the department switcher, but not change the setup.

Units: Split your company into geographic departments – Help center

Q: Can a worker be on two units?

No — one worker belongs to one unit at a time. Choose No unit to take them off.

Do you run two towns from the same Clientflow account? Units split your company into geographic departments, so each one gets its own calendar, its own routes and its own key figures — without two accounts, two logins and two subscriptions.

What is a unit?

A unit is a geographic department of your company. Every unit has:

a name — North Jutland, say
a colour and an icon, which is how you recognise it in the lists
a priority — a number that decides who wins when two areas overlap
an area you draw on a map. It's optional, but the area is what places your customers

Once the units are set up, the rest happens by itself:

Customers are placed in a unit automatically, based on their primary address.
Workers you place yourself — one unit per worker.
Route planning solves each department separately, so a job in one department never lands with a worker in the other.
The department switcher in the sidebar narrows the calendar and the dashboard's key figures to one department at a time.

The feature is called Units in the app. In everyday language a unit is simply a department, and that's how we talk about it here.

Are Units right for you?

Yes — if you run two locations from one account. The classic case is a window cleaner with one crew in Aalborg and one in Aabenraa. Same company, same phone number, same accounts — but two calendars that mustn't be mixed up, and two sets of routes that should never cross the country. That is exactly what Units were built for.

Yes — if you want to measure two areas separately. If you have one crew but two very different service areas (the city core and the outskirts), you can draw them as separate units and see revenue, orders and leads per area instead of as one lump.

No — if you run one crew from one place. Then there's nothing to split, and a department switcher with a single choice is pure noise. The vast majority of Clientflow companies have no units at all, and that's exactly as it should be. You are not missing out by leaving this alone.

Units are a decision, not a switch you flip back and forth. Once you have created units, you cannot get back below two — the app refuses to delete when only two are left. If you want the split gone entirely, write to us. So make the call once, and draw two large areas rather than eight small ones.

Setting units up

Note: Only an administrator can create and change units.

Step 1: Create the units

Go to Settings.
Pick Units under Workspace.
Click New unit.
Fill in Name, choose a Colour and an Icon, and set a Priority.
Repeat until every one of your departments exists.

Colours the other units already use aren't offered again — so two departments can't end up sharing one colour.

Priority is only a tie-break. As the dialog puts it: "When an address sits inside two units' areas, the lowest number wins." If your areas don't overlap, the number means nothing. You can always reshuffle later with Move up and Move down on each row.

Step 2: Pick the fallback unit

The first unit you create does not become the fallback automatically. Until you pick one yourself, a warning sits on the page:

No unit is marked as the fallback. Customers whose address falls outside every area end up in no unit at all. Pick one unit as the fallback.

To do it: find the row and click Make this the fallback unit (the star). The row is tinted and the unit gets the Fallback badge. There is only ever one fallback — pick a new one and the old one hands the badge over in the same move.

The fallback unit is the one that catches every customer no other area covers. Without it, those customers sit in no department at all.

Step 3: Draw the areas

Click Edit this unit's area (the compass) on a row. The map opens with your own customer addresses as dots, so you can trace the boundary around where your customers actually are.

Draw the area by clicking. Right-click a vertex to remove it.
If the department covers several separate zones, draw more than one area for the same unit.
The neighbouring units' areas are drawn faintly underneath, and a note tells you who wins a shared area.
Clear area removes the drawing again.

When you save, every customer in the company is re-matched immediately against the new boundaries. There's nothing to do afterwards.

You edit one unit's boundary at a time. To draw two departments, finish the first, close the dialog, and open the next.

Step 4: Put your workers on units

Scroll down to Workers on units. There's one picker per worker, because each worker belongs to one unit at a time. Choose No unit to take someone off again.

It's worth finishing right away: a worker with no unit only receives the jobs that have no department either when routes are planned.

The buttons on each row

Button	What it does
Move up / Move down	Changes the order — and with it the priority that settles overlaps.
Edit this unit's area	Opens the map for that one unit.
Make this the fallback unit	Makes the unit the one that catches everything outside the areas. If it already is, the button is disabled and reads This unit is already the fallback.
Edit unit	Name, colour, icon and priority.
Delete unit	Removes the unit — see the limits below.

How customers are placed

Placement is automatic, and the rule is short:

Clientflow takes the customer's primary address.
If the address sits inside a unit's area, the customer gets that unit.
If it sits inside two areas, the unit with the lowest priority number wins. A customer never ends up in two departments.
If it sits inside no area — or the address has no coordinates at all, because it was never found on the map — the customer lands in the fallback unit.
If there is no fallback unit, the customer gets no department.

The fallback unit isn't only a catch-all: if you draw an area for it too, it competes for addresses on exactly the same terms as every other unit.

Placement runs again automatically whenever something could move a customer: when you create a unit, change a priority, save or clear an area, pick a new fallback, delete a unit — and when a customer gets a new primary address.

In the customer list you can see the department in the Unit column and narrow the list with Filter by unit. The fallback unit appears there with (outside every area) after its name, so you can see who isn't inside any drawn area.

An order's department is fixed when the order is created

An order takes its department from the customer the moment it is created — and keeps it.

That means that if you redraw a boundary six months from now, you move customers, not history. Last quarter's completed jobs stay in the department they were carried out in. This is deliberate: otherwise a single correction on the map would rewrite all of your per-department numbers backwards in time.

Orders created before you started using units have no department. That isn't a fault, and they don't disappear — see the next section. Route planning looks up where the customer belongs today when it has to plan a job with no department.

The department switcher in the sidebar

As soon as you have at least one unit, a switcher appears in the sidebar. It shows the department you're looking at right now, or All units when you're seeing the whole company.

The choice is your own. Switching department changes nothing for your colleagues, and your choice follows you to your next login. Field workers never see the switcher — their day plan already shows only their own jobs.

The switcher says what it does, right at the top of the menu:

Choose which unit the calendar and the dashboard's key figures show. The lead figures follow their customer's unit. The contact and worker lists and settings show the whole company.

What the switcher does not narrow

Knowing what doesn't happen matters just as much:

The worker list in the calendar isn't filtered. A worker with no jobs in the selected department stays as an empty row — not because something broke, but because the calendar shows the whole crew.
The contact and worker lists show the whole company. The customer list has its own Filter by unit, which you control separately.
Settings are always company-wide.
The MRR chart is always company-wide. That history is stored as one number per day for the whole company and can't be split retroactively. Pick a department and the chart says so on itself.
The calendar won't stop you dragging a job onto a worker in the other department. The job simply leaves the department you're viewing. It's route planning that keeps the departments apart — not drag and drop.

Rows with no department show up in every department

A job with no department — because it predates your units, or because the customer's address was never found on the map — is shown in every department, never in none.

That's a deliberate call: the alternative is that a real customer visit becomes invisible to the whole company at once, whichever department you look at. If you see a job in the "wrong" department, it's usually an address missing its coordinates.

Route planning per department

When you run units, route planning splits the week and lays one set of routes per department instead of one for the whole company. A job in one department therefore can't land with a worker in the other.

Three things are worth knowing:

The split is switched on by use, not by setup alone. It only kicks in once at least one worker sits on a unit, or at least one order has a department. With no units, planning runs exactly as before.
A worker with no unit only gets jobs with no department. This is the most common cause of an unexpectedly empty calendar after rollout. Put every worker on a unit in step 4.
A department with jobs but no workers gets no routes. Those jobs are left unassigned — because nobody should drive 300 km. That's how it's meant to work, but it's worth knowing before it puzzles you.

Replanning a single day or a single worker doesn't split anything — there's only one worker in play to begin with.

Limits worth knowing

Limit	What it means in practice
You can't go below two units	With exactly two, neither can be deleted. If you want the split gone entirely, write to us.
The fallback unit can't be deleted while other units exist	Make another unit the fallback first, then delete.
One worker = one unit	There's no "both". If a worker has to cover both departments, the department-less jobs are the way — or you move them by hand.
An order's department is fixed at creation	New boundaries move customers, not completed jobs.
The switcher narrows the calendar and the dashboard's key figures	Not the contact and worker lists, not settings, not the MRR history.
Only administrators can change units	Everyone else can use the department switcher, but not create, draw or delete.

If something goes wrong

What you see	What to do
"No unit is marked as the fallback…"	Click Make this the fallback unit on the unit that should catch everything outside the areas.
"There must be at least 3 units before you can delete one…"	Three units have to exist before one can be deleted. With exactly two, neither can be removed.
"You can't delete the fallback unit while other units exist…"	Make another unit the fallback first — then the old one can go.
A customer sits in the wrong department	Check the customer's primary address. That one, and only that one, decides the department. Fix the address and the customer moves straight away.
A customer has no unit at all	Either you have no fallback unit, or the address has no coordinates. Fix the address so it can be found on the map.
A worker's calendar is empty after rollout	The worker is most likely still on No unit. Put them on one under Workers on units.
The neighbouring areas aren't shown on the map	The dialog said so — you can draw and save anyway. Reload the page if you want them back.
The units can't be loaded	Reload the page before creating anything. Otherwise you risk creating a unit you already have.

Calendar and route optimization — planning and optimizing the day, department by department.
Contacts and the customer index — primary addresses, customer data and filters.

Units: Split your company into geographic departments