Centralized Client Management System

This document provides a comprehensive walkthrough of managing your client database using the Contact section of your system. Designed to act as a virtual assistant, it handles customer inquiries, creates contact profiles, and maintains a well-organized database, ensuring seamless access and updates anytime, anywhere.

Step 1

Explore each section in the main menu. Begin with the Contact section for an overview.

Step 2

The Contact section serves as your primary client database. It functions like a digital receptionist, managing inquiries around the clock. Whenever someone contacts you through platforms like website live chat, Instagram, or Facebook, the system instantly responds on your behalf.

Step 3

The virtual assistant greets clients, answers their questions, collects their details, and notifies you via a pop-up in your WorkMate app. Once the conversation concludes, a contact profile is automatically created, though you can manually add contacts as well, such as after meeting a potential client named David at a networking event.

Step 4

Simply tap the plus icon to add a contact and fill in the details.

Step 5

Then, save the information to complete the process.

Step 6

Access, edit, and update your client base from your WorkMate app, whether you’re traveling or taking a stroll. Inside each contact profile, client details are organized methodically.

Step 7

Find basic information such as title, full name, email, contact number, gender, residency status, street and postal addresses under Contact. The Internal Use section acts as your main control panel.

Step 8

Here, you determine if the contact is a lead, an existing contact, or a client. If they are a client, simply update the status and save the changes.

Step 9

Additionally, classify the client type—individual, company, or association—and identify the services they have engaged.

Step 10

Initiate the onboarding process and send necessary forms based on the client’s type. By default, new contacts are saved as leads until you decide to convert them into clients. This ensures your dashboard accurately reflects your client base.

Step 11

The Taxed Information section lists essential details for tax lodgement.

Step 12

This includes information such as TFN, ABN, income, and expenses declarations. These details are collected from the job form and saved directly to the client's profile. The Business Information section holds key business data, aiding internal and lodgement processes.

Step 13

The Additional Information section provides insights into the client's occupation, family status, and other critical details for individual tax returns.

Step 14

The Banking Information securely stores the client's bank details for lodgement purposes.

Step 15

The Client Satisfaction Rating Feedback section allows you to score the client experience from one to five, which is further detailed in the Review Management video.

Step 16

For a streamlined view, click 'Hide Empty Fields' to display only populated fields.

Step 17

After making any changes, ensure you save them to update the system.

Step 18

From the contact profile, you can send personalized SMS, emails, or WhatsApp messages directly to clients without leaving the system.

Step 19

To send an SMS, simply type your message and send it. Your team will be able to track the communication.

Step 20

Quickly add notes for team collaboration. For instance, after meeting David at a networking event, add a note like "Follow up in six months about bookkeeping setup" and save it.

Step 21

This feature keeps the team aligned without overwhelming inboxes. Access these notes anytime via your mobile app. Your dashboard provides a real-time overview of your client base.

Step 22

In conclusion, the Contact section is your central hub for managing and understanding clients, keeping everything organized and easily accessible.