The add client screen is the intake of new debtors who have called into the office or other means aside from web forms and social media. This screen allows you capture the debtor’s personal information, contact information, how they heard about the firm, and scheduling an appointment.
Personal information
The first section allows you to record the debtor’s personal information. Note that a first and last name is mandatory.
Spousal information can be captured when you select Married under the marital status drop down.
Contact information
The second section allows you to capture the debtor’s contact information.
Preferred contact method
It is important to keep track how the debtor would like to be contacted by setting their preferred method of contact. By default the main phone number is set to the preferred method, but you can easily change this by selecting the appropriate contact method with the radio button.
Contact method exclusion
On the other end of setting a debtor’s preferred contact method is which contact method they do not want to be contacted by. This is found under the do not contact via section, where you can select the following options:
- DNC = Do Not Call
- DNM = Do Not Mail
- DNE = Do Not E-mail
Note that the preferred and excluded contact methods are mutually exclusive.
Example: A debtor who prefers to be contacted by the main phone number cannot indicate they don’t want to be contacted by phone via DNC.
Address and mapping
The address fields can be auto-populated by way of selecting a recommended address from Canada Post’s Address Complete feature. Simply begin by typing in the address in the Address: text box and select the matching address below.
Once your address has been entered, you can click the map icon to bring up a map view of whether debtor lives and the office(s) that is in closest proximity to them.
Tracking
The second section of this screen allows you to track referral sources (left) and create a task for follow up (right).
Referral sources
Simply select the options from the drop down menu(s) to track how the debtor knows about your firm.
Task follow up
The section on the right allows you create a task so that the debtor does not fall through the cracks. Here you will be able to track and define what stage, task, and status this debtor is in.
Drop down menu | Description |
CST Agent | This will be your name as you’re the one creating the debtor record. |
Stage | This is the stage that the debtor’s file is currently in – whether it is the initial consult, document review, etc. |
Task | This is further information/tasks that are relevant to the debtor’s filed. Examples could be Intake Process, or Initial Meeting, etc. |
Status | The status of the task such as Open, In progress, pending, etc. |
In addition to tracking the referral sources and creating a task for follow up, you can also choose to send the debtor an email upon creating their record in the system. Note that a valid e-mail address must be entered in order to use this feature.
Simply select the appropriate email template from the drop down menu and adjust the Subject and Body of the message.
