When creating a new quote, after choosing the relevant policy contract, you are presented with the Client Search screen.
This is meant to speed up the process if the Client is already in the system and to reduce the likelihood of creating duplicates.
Once a search has been completed and if the Client is not found, click on NEW CLIENT.
This displays the “New Client” registration screen.
The information here is the basic information which identifies the Client.
The “Individual?” checkbox determines which fields are displayed here and on the 'Additional Details' tab, so that an Organisation field is displayed for a Business, and a last name field is displayed when the checkbox is ticked.
Client details can be entered here.
Make sure to complete at least the mandatory fields, marked with a red asterisk. Non-mandatory fields can be filled-in after the Client record is created.
As we will explain shortly, the “Client Profile” functionality allows the User to subdivide clients into different categories, to collect the most relevant data about that category and manage that group better.
The ‘Agent’ field allows the Client's Agent-Intermediary, or Broker, to be assigned to the client for reporting and commission distribution.
When multiple branches are configured in the system, the Client can be associated with one of them, using the branch dropdown.
The ‘Company Rep’ field is where the account manager or the employee managing the client is selected. A Company Rep can be configured to appear in documents and reports but doesn't have commission functionality.
If multiple Companies are configured in the system, and the logged-in user's credentials allow him to operate on more than one, a ‘Company’ dropdown is displayed, and this is where the client is associated with one of the companies.
In most cases, this field is not displayed.
The ‘Association’ field allows various clients to be grouped for customer segmentation or mapping. For example, people who belong to a boating or caravan club.
The ‘Primary Contact Info’ area presents the main Client's contact details. E-mail address, phone number and physical address.
Address data entry can be managed in two ways. If the red dot is displayed, an API assists the user in locating and completing the address details when starting to type the address.
To manually enter an address, click on the red dot. It will turn green, and the address can now be entered without any suggestions or auto-complete.
When all the basic information has been entered, click on CREATE.
The Main details’ tab of the ‘Edit Client’ screen is now displayed.
This screen presents all the information entered before and allows it to be completed or updated if required.
By clicking the “Change” link, it is possible to select a different Client Profile from this dropdown in the “Alternative Names” tab. This will determine which custom fields are displayed in the “Additional Details” tab. For example, “Active”, “Prospect” or “Church”.
The ‘Allow multi-client invoicing?’ checkbox will determine whether the Client can be included in an invoicing group. When the checkbox is active, the ‘Invoicing Groups’ tab is displayed.
This is where it is possible to select other clients to create a group who will participate in paying percentages of a policy with a split invoice. For more information, refer to the Invoice-Splitting documentation.
The second Client tab “Additional details” contains numerous fields where it is possible to store client information, like tax notes and additional agents. Document delivery methods are configured here. These are mainly used by JAVLN’s service automation. Here is also the ‘More Information’ area we talked about in the first part of this video, displaying the specific custom data fields associated with the selected Client Profile.
When everything is correct, don’t forget to press SAVE.
The ‘Contact Details’ tab allows users to add all the Client's relevant contact information.
The main information is displayed on the right, and additional details can be recorded using the green plus button. Click the 'Add more information’ button to expand the contact details options.
Additional contacts can be added via the green-plus-button on the left.
The ‘Payment Details’ tab, allows users to specify the bank account details and record the payment methods available for this Client. These entries will populate the dropdowns included in the ‘Primary Contact Info’ section of the ‘Main Details’ tab.
The bank account dropdown allows the selection of the primary bank account for the client.
When multiple currencies are configured in the system, the currency dropdown is where the user can select the currency this Client transacts in, and using the ‘Default Payment Plan’ list, it is possible to store the payment plan the client should default to.
The ‘Alternative Names’ tab allows users to add and store additional names. This is useful to maintain the policies' history when an organisation changes their name, or for those clients that may have some policies under their preferred name, instead of their first.
All historic names are stored here, and while not displayed on the 'Main Details' screen, alternative names can be used in a Client Search. As previously mentioned, this is also the tab where a different Client profile can be assigned to the client.
The ‘Relationships’ tab allows you to link two or more clients together, and it can be used for both individuals and organisations.
Select the green-plus-button on the top right of the page
Under the 'Relationship’ field header, from the drop-down menu, select the required relationship among the ones configured in the system.
Under the 'Client' field header, use the magnifying glass to search for the required client, click the corresponding radio-button and then SELECT
A Portfolio is a 'container' allowing one or more quotes or policies for the same client to be bundled, managed and presented to both the user and the client as an aggregated portfolio.
These multiple policies will have the same start and renewal dates so that they can be grouped together to simplify their management and communications with the client.
For more info, refer to the Portfolio documentation.
All Client activities are recorded in the next three tabs: Quotes, Policies and Transactions, so they are particularly useful to keep track of current and past coverage for Clients with longer history, like in this example.
The 'Quotes’ tab displays all quotes created for this client. Several columns can be displayed here. To set up your display preferences, click the cog icon next to 'Quotes'.
Like the Quotes tab, the 'Policies' tab displays all policies for the client. Policies have the same customisable columns, and these entries can be filtered using the two dropdowns at the top. The ‘Migrated Quote?’ checkbox will enable the user to show-or-hide the migrated quotes that belong to this client.
The ‘Transactions’ tab shows all financial transactions, including both debits and credits, related to the selected client.
The ‘Comments’ tab allows users to add personal notes to the client record, create a reminder for a task to be followed up, or add a pop-up label that will be displayed when hovering over the Action Bar buttons, in a client search.
Once the updating process is finished, save the changes and use the Action Bar or the ‘Workflows’ button to proceed and continue creating a new quote.
Cheat Sheet.
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