Clients Overview
Client files can be entered with or without a policy. The following topics will provide all the information you need to enter new clients, make changes to existing client information, and document important changes in log notes.
You should always search for the client in your database before you add a new client to avoid duplication. This will keep your database clean for your agency.
Tour of the Client file
HawkSoft stores all client information and policies in the client view. Inside of the client, each policy has a policy view which can be used to view all information pertaining to that policy. Clients can be accessed by using the
button. This article contains two videos: one which gives a tour of the client view, and another which gives a tour of the policy view.
Tour of the Client and Policy View
Client Search
This article covers the Client Search feature in HawkSoft. When enabled, you can use the search to retrieve client files by searching within HawkSoft to deliver more reliable and more detailed search results. You can also search for additional data within client files such as business name, email, property addresses, additional contact names and phone numbers, and more.
Insert a New Prospect
The Sales Pipeline is intended to help your agency track new business from a lead all the way to an issued policy.
Your agency can run reports to manage and track new business as it moves through the sales pipeline.
This article is intended to take you through the steps of inserting a prospect client and/or a prospect policy using the HawkSoft Sales Pipeline.
Insert a Prospect: Sales Pipeline
Insert a New Customer
This topic describes the process of manually inserting a new customer file in CMS without using the Sales Pipeline. You can insert a new customer file with or without a policy.
Create Clients and Policies from an initial download
HawkSoft can automatically create clients, policies, and carriers during an "initial download". An initial download, also called an "initial load" or "synchronization download", is when your carrier sends you a copy of all active clients and policies your agency has written with that carrier. An initial download can be a valuable tool for quickly adding clients and policies to your database.
Create Clients and Policies from an Initial Download
Client Name and Address Information
You can use the Name and Address screen to store contact information and designate the client and customer type (when applicable) and other important information, such as file status, producer/CSR information, business license numbers, and website information.
Contact Information Alerts
HawkSoft includes the ability to set Contact Information Alerts for clients, enabling you to make sure your clients' contact information stays up-to-date. An Update Contact Information banner appears at the top of a client when the contact information has not been changed, or marked as up-to-date, since the number of days specified in General Configuration.
Client Tags
Client Tags can be applied to a client to serve as a notification to any user that opens that client. For example, you might want to add a Tag to indicate that the client speaks Spanish, is a VIP customer, or you might want to alert any user that the client has a returned check for non-sufficient funds. This topic covers how to create and modify client tag categories for your agency, how to create and edit client tags on clients, and how to run a report on all existing client tags.
Customize Client Tag Categories
Custom Client Fields
Your agency administrator has the ability to create custom fields for the Custom Fields tab on the client file. These fields provide an opportunity for you to enter client information that is not included in any of the standard fields found in the Edit Client/Policy dialog.
Insert Miscellaneous Agency Contacts
In addition to customers and prospective customers, HawkSoft can be used to store information for additional contacts, such as vendors, carriers, and employees.
Entering these types of files enables you to easily store information and documents for these contacts. To protect sensitive business or personal information, HawkSoft enables you to set user permissions to determine the client types each user can view.
Log Notes
HawkSoft enables you to create a permanent record of your agency’s actions and contacts within the client. These log notes create an important history for each client’s requests and policy activity. Log notes are an important part of state-required record keeping and can be subpoenaed in the event of legal action. For this reason, they can be voided, but cannot be deleted.
Tasks
Tasks are reminders to complete or follow-up on an action for a client and policy, or can also serve as non-client related reminders. Tasks can be created and worked on from the client file, policy, log notes, attachments, and the Task Center. Based on user permissions, task templates and categories can be created for your agency.
Client File Changes
You might need to change client information when a customer or other relevant entity requests the change. You can also make "internal" agency changes when it is necessary to correct a typo, or update information that was not specifically requested.
This overview explains how to make requested changes, as well as "internal" changes to a client, and provides links to helpful articles for tasks such as linking two client files or merging two client files.