Clients

The clients are the most valuable asset of the organization and are the source of the income and the growth potential of it. The customers Data Base is the core of the organization and there is a major importance to organize and manage it according to the organization needs, in order to optimize some of the most important processes: Business Development, Marketing and Sales, Relationships with the Clients etc.

Hyper offers its users an unique CRM system that provides all of the required tools to manage the organization clients. The CRM system was built and designed after following a variety of organizations and companies and understanding all of the needs and requirements of various sectors. This is an ideal, simple and efficient tool for businesses managers, Clients managers, Marketing and Sales managers, Customer service departments etc.

The client card in Hyper is the Client Relationship Management tool, that saves and provides information about the client and all of his activities: contact details, Relationship, Documents, Order, Official documents, Sales Processes and Bookkeeping. The information is available according to the users authorizations.

Figure 1. Clients

client search

Introduction

The clients Tab Allows to open the client cards of the organization for following up, updating, and managing the client activities. There are few actions available from the main page of the Clients Module:

  • Search for Clients - Search for a client in the clients DB of the organization.
  • Client Cards - Open the required client card to get information about the client and his activities, update details and perform new actions.
  • Create New Client Card - Add a client to the organization clients data base.
  • Assign Wizard - Assign leads and clients to the sales representatives.

This module is used by the employees and the managers of the organization, for managing the client and his activity, according to the user authorizations and the requirements of the management.

Search for a client

At the top of the Clients tab, there is a searching field, allows to search for existing clients of the organization. In order to search for a client, the user should fill in one of the identifying details of the client (Name / Phone / Email / ID Number) and press the Search button. Filling in a partial identifying detail, will display all of the client cards that contain this content in one of the identifying fields.

Alternatively, the system allows to use the Search Wizard button, in order to search for a client by using customized filters, according to the users needs and the organizations requirements. This wizard allows to create permanent filters, that will be available to any user according to authorizations.

Search Results

The table in this window displays the searching results. This table displays all of the client cards that contain the required identifying details. Each row represents a different client card as well as general information about this client: Full name, Relationship abstract, Last phone call date and time and next phone call date and time (the displayed fields can be customized by the user). The user can choose to display additional or different information fields and define the Fields Layout and Rules, according to the needs and the requirements.

The Client Status

Next to the Client Full name, the status of the client is presented as follows:

Icon Handle Status Description
New This is a new Client / lead. This status is automatically given to any new client.
Follow Up This is the status of the client after the first contact with the organization representative. The contact details will be displayed in the "Relationship" tab of the client card.
Follow Up + Meeting / P.Offer This is the status of the client after creating a first meeting or sending a first price offer.
Real Client Real Client. The status of the Client after the first approved Order / sale. This client has an accounting activity as well as Bookkeeping entry.
Real Client + Club / Contract The status of the Client after the first approved Order / sale. This client may be a club member or has an accounting activity and contracts, as well as Bookkeeping entry.
Client Not Interested Client Not Interested. This status is defined by the user due to a meeting or a phone call, in the Relationship Tab of the Client Card. The status is available for clients with the handling statuses of "New" or "Follow up". Please note - This status can be defined only after updating a meeting summary or a conversation abstract.
Problematic (Read Notes) This status is defined by the user for a client with a current status of "Real Client", that doesn't want to continue the relationship with the organization. Please note - This status can be defined in the Relationship Tab of the Client Card, only after updating a meeting summary or a conversation abstract.
Fictive Contact Fictive Contact. This status is available for new clients only. This status is used for unavailable clients and for new leads with no potential to become real clients (e.g. unavailable phone, wrong number, wrong contact person etc.).
Click on a client record to display more information fields at the bottom of this window. Double click on a client record to open its Client Card.

Create a New Client

The client card represents the relationship between the organization and its clients and includes the relationship abstract, activities, sales process, documents, bookkeeping etc.

When choosing to create a new client card, the "Contact Details" tab of the Client Card will be displayed. Fill in the general information and the contact details of the client, in the following available tabs of the client card:

  • Main - General information and details about the client.
  • Additional Contacts - Additional contacts of the clients organization.
Please note - When creating a new client card for trading companies (e.g. forex, currencies services etc.), pay attention to the identifying fields, as described in the New Client of Currencies Services Providers section.

Figure 2. New Client Card - Contact Details

Create a New Client

At the top of the client card, there are few definition fields, that can be modified by the user: (Additional fields can be added by the system administrator)

Field Title Description
Client Full Name Combined the Last name and the First Name.
Client Number An automatic and unique client number, given by the system.
Agency Choose the agency (Branch) of the organization, for the client.
Handling Status The default status of any new client is "New". For further information about changing the Handling Status, press here.

Main

In this tab, fill in the clients contact details and general information. Additional descriptions and explanations about the information fields can be found in the bottom of this page. Please note - mandatory fields are marked with . Also, please pay attention to "ID Dock Type" field, which defines whether this client is a Private Person or a Corporation. this definition is important especially for organizations that provide currencies services.

Hyper allows to relate a client card to a specific representative of the organization, according to defined authorizations of the client card. Some of the information fields will be hidden or available for read only for some users according to these authorizations, while other users will be able to edit those fields.

Additional Contacts

This tab is used for updating additional contacts in the organization, and to sort and organize them according to their Agency / Division. At the top of this tab there is a searching field to search for a contact person by his name. This tab has two main areas:

  • Contacts list - The list of the contacts sorted by the Agency / Division.
  • contact details - Contact details and general information about the contact person. Additional information about the information fields can be found at the bottom of this page.

Please Note - mandatory fields are marked with . Filling in wrong or partial details, may cause some errors that will be related to this client card. For contact person with a legal status in the Corporation (if defined in the "ID Dock Type" field), the user should pay attention to the following fields: Last Name, First Name, ID Number, Legal Status, Gender and Birthday. These fields are required for regulation needs.

There are few action buttons in this page:

Add Record Add a new contact person.
Create Mail Send an Email message to the contact person.
New SMS Send SMS message to the contact person.
New Meeting Create a new meeting with the contact person.
Print an Envelope Print the details of the contact person on an envelope.
Copy Contact to a Letter Copy the details of the contact person to the clipboard.
Delete Delete the contact person.

After filling in the information fields of the client card, click the save button. After saving the client card, additional tabs will be available in the "Contact Details" tab: Map, Parent / Child Clients & Middleman, Spare Fields. Also some new tabs will be available in the Client Card: Relationship, Documents, Sales, More info, Trading System Interface.

New Client of Currencies Services Providers

When creating a new client for a currencies services providers, pay attention to the following highlights, while filling in the contact details in the "Main" and "Additional Contacts" tabs:

  • Mandatory fields - according to the regulation demands, fill in the required mandatory fields. The system admin should define the mandatory fields (Full Name, ID Number, Email Address, Phone Number etc.). For further information about fields definitions, press here.
  • ID Dock Type - In this field define whether this client is a private person or a corporation (This definition is required especially for currencies services providers).
  • In currencies Services Providers companies, duplicate cards may be created. The duplicate cards should be approved in case that a client requires multiple accounts, as described in the next section (Duplicate Clients).
  • In clients cards of Hedge Funds, do not define a trading account number along with the hedge fund number, in the same client card. Create a new client card (duplicate card) for each trading account and hedge fund of the client.
  • For clients with multiple trading accounts, create multiple client cards and fill in the private details and the contact details, in the client's primary card.

Duplicate clients

Hyper assist its user to create a real clients database. The system checks every new lead and client and verifies that no duplicate card is already exist in the system, by checking the phone number and the Email address. If the system finds a duplicate information while creating a new client card, the following window will be displayed:

Figure 3. Duplicate Clients

duplicate_client_lead

In this window, the system will present the details of the existed client with the identical contact information. The system offers few actions:

Go Back Go back to the client card to check and modify the details.
Save as a Duplicated Lead Save this card in the Duplicate Leads table. This action is usually required for currencies services companies and hedge funds (when a single client has several accounts). For further information press here.
Add as a New Contact in the Selected Card Add the new card as an Additional Contact person in the existing Client card.
Save as a Child Card of the Selected Card Save the new client as a Child Card of the selected Card. The new card and the existing card will be displayed in the each others "Parent / Child Clients & Middleman" tab.
Save Anyway Create a new client card with the identical contact information. Please Note - When creating a new client card with identical contact information, the user should pay attention and be careful in any future activity in this Client card, in order to avoid wrong modifications or duplicate updates in both of the cards.

Assign Wizard

By using the Assign Wizard button, the user can assign leads and clients to the sales and customer service representatives of the organization. This tool was designed for the marketing and sales managers that responsible for assigning the clients and the leads to the organization representatives. For further information about the Assign Wizard Click here.

System Administrator

Hyper allows organizations and businesses that interface with A variety of systems such as Trading Systems / Payment Systems / Leads Systems, to create a module that will allow to import data and manipulate the required calculations. For further information about this option, contact the SYE support team.

Authorizations

Using Hyper is reliant upon users authorizations. In order to allow users to open a client card, the system admin should define the required authorizations for each user. The following authorizations can be defined:

  • Hide tabs
  • Client search authorization
  • Authorizations for opening client cards
  • Custom filters
  • Hide buttons
  • Export Data
For further information, please go to the Authorizations and the User Authorization Viewer tabs of the Employee Card.