Once a client has been created, you can view and adjust details through the Client Record.
- Related Entities
- Address
- Contacts
- Dependants
- Employment
- Professional Adviser
- Referral Source
- Servicing
- Income
- Expenses
- Lifestyle Assets
- Investment Portfolio
- Loans
- Centrelink
- Defined Benefits
- External Mapping
Favourites & Menu Settings
- If you are regularly accessing the same set of pages within the Client Record, you may wish to pin these to the Favourites for ease of access
- Expand Menu Settings > Select Favourites
- Select the relevant menu items you wish to mark as Favourites and Save
Basic Info
- Related Entities
- Address
- Contacts
- Dependants
- Employment
- Professional Adviser
- Referral Source
- Servicing
Related Entities
- This page allows you to link related entities that form part of the client group, such as partner or SMSF
- Select on Add Related Entity
- Select the Entity Type that you wish to link > select the relationship type
- You can then select an existing entity in the system, or create a new client at the same time
- The selection of entity type will impact the relationship type options that appear (trustee/partner/director/etc)
- If you are creating a new client at the same time as linking, you will have options to be able to reference existing details on the master entity
Address
- The Address Dock allows a client's Home, Mailing and Business Address to be recorded
- Select Add Address > Select Address Type
- Start typing the client's address in the Address Line 1 field, and you will see an auto drop down appear with the full address
- Select the appropriate address and this will auto populate the other address fields
- Mark the address as Active if this is a current/active address for the client
- This is currently designed for addresses that are based in mainland Australia, so if you are wanting to enter addresses for territories such as Norfolk Island or international addresses, these are best entered into the Address Notes field
Contacts
- The Contacts Dock allows a client's relevant Phone/Fax Numbers and Email Addresses to be recorded
- Select Add Contact
- Complete the relevant details, and mark as Active if those details are current
Dependants
- Dependant information can be added for individuals such as children or parents
- These records can be linked to the Client, Partner or the Couple
- Select Add Dependant
- Complete the relevant information about the dependant - if you are entering details for multiple children for example, these will be individual entries
Employment
- A client's relevant employment/s can be entered under the Employment Dock
- Multiple entries can be created if the client/partner hold multiple roles
- Select Add Employment
- Enter in the relevant details for each position and Save
Professional Adviser
- The Professional Adviser Dock allows a user to see other professionals who form part of the client's journey such as Accountants or Solicitors - more information on Professional Advisers can be found here
- These Advisers can be selected from a pre-configured list, or added on the fly
- Select Professional Adviser > make relevant selection
Referral Source
- A Referral Source allows you to see the source of this client for business record keeping
- Referral Sources can include other clients, professional advisers or other such as traffic through a business website
- Additional information on Referral Sources can be found here
- Select Add Record
- Complete the relevant details for the referral source, including potential remuneration amounts if this is relevant
- If the referral source is a client or professional adviser, you will have the chance to link directly to that entity; if it is 'Other' you will be able to select from an additional drop down to indicate Word of mouth, website or referral. These drop downs can be customised in the settings area if needed.
Servicing
- Servicing Roles directly relate to workflows
- If you create a new Workflow Role, you will see a new Servicing Role appear on this screen
- You can then input a specific user who is responsible for an aspect of the client, such as Administration
- When you are then creating workflow tasks, you can set the responsibility for that task as 'Servicing Role' meaning that the workflow will dynamically update to whoever is set as being responsible for that role, for a specific client
- If you wish to change the user who is responsible for a specific role, select on the search icon and select an appropriate user > Save
Financials
- Income
- Expenses
- Lifestyle Assets
- Investment Portfolio
- Loans
- Centrelink
- Defined Benefits
- External Mapping
Income
- A client's income can be captured within this area of the Client Record
- This income can be related to the client, partner or couple
- This income will then flow through to other areas of the System, such as the Advice Wizard and Cashflow Projections
- Something to be aware of is that if your client has multiple income sources of the same 'Type', for example income from multiple rental properties, you need to sum these amounts and enter one line for each type of income - this ensure that all income flows through to the Advice Wizard correctly
- If the client is receiving a Centrelink payment, this should be entered under the Centrelink Dock
Expenses
- A client's expenses can be captured within this area of the Client Record
- Expenses can be related to the client, partner or couple
- These expenses will then flow through to other areas of the System, such as the Advice Wizard and Cashflow Projections
- Something to be aware of is that if your client has multiple expense sources of the same 'Type', for example expenses for multiple rental properties, you need to sum these amounts and enter one line for each type of expense - this ensure that all expense items flow through to the Advice Wizard correctly
Lifestyle Assets
- Lifestyle Assets allow you to capture non-financial assets such as a boat or car
- Investment Properties should be entered in the Investment Portfolio as a Custom Product if you are wishing to perform financial modelling within the Advice Wizard
- Select on Add Lifestyle Asset > Enter Details
Investment Portfolio
- The Investment Portfolio captures a client's/client and partner's holdings and superannuation
- Investments can be created manually or provided through a datafeed such as a Macquarie Wrap Account
- A more comprehensive walk through of Client's Portfolios can be found here
Loans
- A range of loans/liabilities can be entered into the Client's Record, these include:
- Credit Card Loan
- Home Loan
- Investment Loan
- Home Equity Loan
- Margin Loan
- Personal Loan
- Other
- Select on Add Loan > Select Loan Type
- Enter details about the loan including interest rate details and repayment information
- If appropriate, the loan can be linked to a Lifestyle Asset, such as linking a mortgage to the primary residence
Centrelink
- If a client is receiving income from Centrelink, select on Add Centrelink
- Select the appropriate Benefit from the drop down list, enter the Amount and any additional notes that are appropriate
Defined Benefits
- If Defined Benefit Details are not relevant for any of your clients, this dock can be hidden using the Menu Settings > Hide option for future
- If a client holds a DB, select on Add Defined Benefit
- Enter in the relevant details around the Defined Benefit and Save
External Mapping
- The External Mapping screen provides a quick summary of the datafed accounts that the client holds
- Datafees need to be enabled and mapped against the client to show here
- The linking can be removed from this screen if needed
Protection
Estate Planning
- The Estate Planning Dock allows a user to enter details around general Estate Planning information as well as specific details on a Will and Power of Attorney
- When selecting beneficiaries/executors/Power of Attorney held by, the user can link this to another entity within the System or manually enter in details of that individual
General Insurances
- General Insurance allows a user to enter policy/cover information for a range of policy types, which include:
General - Personal
- Ambulance
- Boat
- Caravan & Trailer
- Health
- Home & Contents
- Rental Property
- Motor Vehicle
- Strata Title
- Travel
General - Business
- Farm
- Public and Products Liability
- Workers Compensation
- General Others
- Professional Risk Insurance
- A user will simply select on Add General Insurance
- Select the appropriate insurance type
- Complete details about the cover/policy
Insurance
- There are two ways for insurance information to appear in the client record:
1. Manual creation
2. Insurance Datafeeds - From the Insurance screen, you will be shown a summary of each value of cover, and then a break down of existing policies
- Add Insurance allows a new policy/cover to be manually entered
- This will walk the user through the Key Information about the Policy, including cover type and required extensions
Needs Analysis
- Selecting on Needs Analysis will launch the Needs Analysis Engagement Tool
- This enables the user to calculate how much cover is required to cover the client's expenditure/debts/future expenses
Advice
- Client Fee
- Objectives
- Risk Profile
- Service Package
Client Fee
- The Client Fee section enables a record of Ongoing and Upfront Fees to be recorded
- These fees are either entered manually, or bulk created through an import
- The process of bulk fee uploads is covered in this article
- To manually create a fee entry, Select on Add Client Fee > Enter Fee Details
Objectives
- There are two types of Objectives that can be created:
1. An Adviser Identified Need
2. A client goal/objective - Objectives that are created within the Client Record will then flow through to the Advice Wizard
- Objectives can be templated if you find that you are creating similar objectives across multiple clients
- To enter an Objective, select on Add Objective > Complete Objective Details > Save
- Templated Objectives can be managed through Settings > Practice Level Settings > Advice Wizard Settings > Templated Objectives
Risk Profile
- A client's Risk Profile can be calculated in two ways:
1. An Adviser walking through the Risk Profile Questionnaire (RPQ)
2. A Client walking through the RPQ on the Client Portal - To create a new Risk Profile entry for a client, select Add Risk Profile > Calculate Risk Profile
- Alternatively, if the Risk Profile has already been calculated, you can choose to override this and set a new Risk Profile
- The Calculated Risk Profile and a potential overriden new Risk Profile will flow through to the Advice Wizard when modelling
- A user will not be able to delete historic records of different Risk Profiles, but you will see this History populate on the Risk Profile page
Service Packages
- Services and Service Packages are designed to assist in managing Fee for Service (FFS) and ensuring that services promised are offered and/or delivered
- New Services or Packages can be assigned to the client by select on Add Service Package or Add Services
- Where service are added that have multiple frequencies/instances that will occur throughout the year, you will only see the most recent occurrence appear, unless you run a further search through the Service Status page (Menu > Practice Management > Service Status)
- A more in-depth run through of Service Packages can be found here
Files
AML
- Identity Documents for Anti-Money Laundering (AML) are held on the Client Record
- To add a new AML record, select on Add AML > enter details including the document type, points and expiry dates before saving
Documents
- All documents that are generated within the System against a client or documents that are uploaded/saved into Client Manager will be saved against the client record under the 'Documents' heading
- If emails are being saved to the system that contain attachments, these documents will automatically be saved under the 'Documents' heading, with the body of the email being saved under the 'Emails' heading
- Once a document has been generated, a user will then have options on how to interact with that document - Tick the action box next to the document > Actions
- Add to Portal - this makes the document available to the end client via the Portal
- Remove from Portal - if this document has previously been available
- Send to DocuSign - this will launch the DocuSign Integration and make this document available for electronic signature
- Compare Document - the Compare Document feature allows a user to compare a generated document against the original template
Emails
- Emails to the client/about the client sent from within Client Manager are automatically saved under Files > Emails
- Emails from the client/about the client that are received through Outlook can be saved into Client Manager either via Webmail or the Outlook Plugin
- If an email saved to the System has an attachment such as a document, this will attachment will be saved under Files > Documents, while the original email body can be found under Files > Emails
File Notes
- A user can view/edit/delete file notes that are stored under Files > File Notes
There are three ways that a file note can be created:
- Manual creation - either through CRM > Create > File Note or as an Action through a workflow
- Webmail - when saving an email through Webmail, this record can be Saved as a File Note
- Workflow Summary - if this option has been ticked in the Workflow Design screen, or if you manually elect to save Running Notes as a File Note during the process
- Super Compare - when using the Super Compare Engagement Tool, a user can save the comparison information as a File Note
- Voice to Text - when uploading an audio file for transcription, this will create a corresponding file note that transcribes the conversation; more information on Voice to Text can be found here
- When creating a file note manually, the user will need to input relevant information about the note or select a File Note Template as well as including any appropriate attachments if needed
- A more extensive walk through file notes can be found here
- The method of creation for your file note will then impact the source that you then see when viewing the records of file notes
Admin
Tasks
- The Tasks page provides a user with a summary of all tasks associated with that client - this includes In Progress, Pending, Completed and Terminated
- Tasks can be further filtered through the Task Management screen
Workflows
- The Workflows page provides a user with a summary of all tasks associated with that client - this includes In Progress, Pending, Completed and Terminated
Appointments
- The Appointments dock allows a user to see all calendar/appointment entries for that client - both past and present
- Through this screen, appointments can be created, edited and deleted if needed
- Creating a new appointment for the client will send them an email with a calendar link
- If the user has indicated that the appointment is a Video Conference (conducted over SuiteBox) then the email will contain a link to the SuiteBox meeting
