Click "Create Client".

1. Navigate to "New Trader".

2. Fill in the respective fields:

   • ID - This refers to the CRM account ID of the client. If left blank, the CRM ID will be automatically generated by the CRM.

   • Referrer Code - This refers to the Referrer Code for this client. If left blank, the Referral Code will be automatically generated by the CRM.

   • Name - This refers to the name of the client and is a required field.

   • Nationality - This refers to the nationality of the client and is an optional field.

   • Code - This refers to the country code of the client's phone number. This is a required field.

   • Phone Number - This refers to the phone number of the client. This is a required field and cannot be duplicated with existing clients.

   • Email Address - This refers to the email address of the client. This is a required field and cannot be duplicated with existing clients.

   • Password - This refers to the password of the CRM account created for this new client. This is a required field.

   • Owner - This refers to the client's main point of contact (e.g. sales person in charge) and is an optional field.

   • Participants - This refers to other personnel that may be in charge of following up with the client (e.g. account managers or other relevant staff). This is an optional field.

   • Referrer - This refers to the referrer code of the referrer of this client. Filling in the referrer code will automatically create this account as a downline of the referrer. This is an optional field.

   • Force User to Update Password - Selecting this option will force clients to change their password upon the first login to the CRM Client Portal.

   • Send Notification Email to the Client - Selecting this option will automatically send an email to the client with the respective credentials.

3. Click "Create User".

1. In the event of an existing user with the same email address or phone number, a prompt will appear to notify the broker.

2. In the case of an error, the broker should follow up with the client to inform them that an account already exists with the same email address or phone number. Brokers can also direct them to log in to their existing account to avoid creating duplicates.

Click "Create Client".

1. Navigate to "New IB".

2. Fill in the respective fields (similar to that of Trader Registration):

   • ID - This refers to the CRM account ID of the client. If left blank, the CRM ID will be automatically generated by the CRM.

   • Referrer Code - This refers to the Referrer Code for this client. If left blank, the Referral Code will be automatically generated by the CRM.

   • Name - This refers to the name of the client and is a required field.

   • Nationality - This refers to the nationality of the client and is an optional field.

   • Code - This refers to the country code of the client's phone number. This is a required field.

   • Phone Number - This refers to the phone number of the client. This is a required field and cannot be duplicated with existing clients.

   • Email Address - This refers to the email address of the client. This is a required field and cannot be duplicated with existing clients.

   • Password - This refers to the password of the CRM account created for this new client. This is a required field.

   • Owner - This refers to the client's main point of contact (e.g. sales person in charge) and is an optional field.

   • Participants - This refers to other personnel that may be in charge of following up with the client (e.g. account managers or other relevant staff). This is an optional field.

   • Referrer - This refers to the referrer code of the referrer of this client. Filling in the referrer code will automatically create this account as a downline of the referrer. This is an optional field.

   • Force User to Update Password - Selecting this option will force clients to change their password upon the first login to the CRM Client Portal.

   • Send Notification Email to the Client - Selecting this option will automatically send an email to the client with the respective credentials.

3. For IBs, brokers may also fill in the IB registration fields that can be customized (please refer to this section for more details: Registration Form):

   • Company Name - This refers to the company name of the IB.

   • Total Number of Current Customers - This refers to the number of clients that the IB has.

   • Number of New Customers Opened Per Month - This refers to the number of clients that the IB can refer each month.

   • Current Total Funds - This refers to the amount of deposits the IB has.

   • Year of Employment - This refers to the number of years the IB has in the industry.

4. Click "Create User".

1. In the event of an existing user with the same email address or phone number, a prompt will appear to notify the broker.

2. In the case of an error, the broker should follow up with the client to inform them that an account already exists with the same email address or phone number. Brokers can also direct them to log in to their existing account to avoid creating duplicates.

Click on the "Create Leads" button.

1. Fill in the respective fields:

   • Name - This is a required field.

   • Gender - This field is optional.

   • Nationality - This field is optional.

   • Owner - This refers to the salesperson in charge of following up with the lead. Brokers can select the name of the user or input the email address of the user, which can be created via the CRM Backoffice Portal (Please refer to this section for more details: User Management). This field is optional.

   • Email - This field is optional, but if entered, email addresses cannot be duplicated with any existing leads or clients.

   • Phone Code - This field is optional.

   • Phone Number - This field is optional, but if entered, phone numbers cannot be duplicated with any existing leads or clients.

   • Comment - This field is optional.

2. Once you have filled in the necessary fields, click on the "Confirm" button.

3. If you have entered a phone number or email address that is already associated with an existing user, you will receive an error message stating "There is already a client portal user with the same phone number / email address".

If the lead is successfully created, a message "Create Leads Success" will appear.

1. You can use the batch import function to create multiple leads at once.

2. To access the batch import function, click the "..." icon and select "Import".

1. Download the "Leads Import" file from the popup notice that appears.

1. Fill in the respective columns in the Excel template:

   • Name

   • Gender

   • Nationality

   • Email - cannot be duplicated with existing CRM clients.

   • Phone Code

   • Phone Number - cannot be duplicated with existing CRM clients.

   • Owner - This refers to the salesperson in charge of following up with the lead. Brokers can select the name of the user or input the email address of the user, which can be created via the CRM Backoffice Portal (Please refer to this section for more details: User Management). This field is optional.

   • Comment

   • Lead Status

   • Source
2. Download the "Nationality_Country_Code" file and fill in the corresponding country code for Nationality.
3. Upload the filled-in Excel template by clicking "Upload File".

4. Click "Confirm" to import the leads.

1. If the batch import is successful:

   • A popup notice will inform you that the batch operation is being processed.

   • To view the status of the batch import, click "Confirm" and you will be redirected to the batch operation page (Please refer to Batch Operation for more details).
2. If any errors are detected:

   • There will be a popup notice to inform you of the error.

   • You will need to amend the file to rectify the error before the batch operation can proceed.

1. This category is shown on the side bar on the left.
2. It displays the lead status and the respective personnels assigned to the lead. All details can be amended by clicking onto the “Edit” button:

   • Owner - this refers to the salesperson that is in charge of this lead.

   • Participants - this refers to other users that are involved with and following the activities of this lead.

   • Lead Status - this refers to the status of the leads:

     • Followed Up

     • Not Followed Up

     • No Intention

     • Intention

     • No Response

     • Incorrect Data

1. This category shows the detailed profile of the lead, including its source and conversion status. Brokers can click onto the "Edit" button to amend any of the following information:

   • Name

   • Gender

   • Nationality

   • Phone

   • Comment

   • Source

   • Join Date - this refers to the date that the lead was created and cannot be amended.
2. Conversion Status - there are 2 status that are system generated here.

   • Converted - the lead has successfully registered a CRM account and has been converted to a client.

   • Unconverted - the lead has not registered a CRM account with the broker.

This category is where brokers can take actions to convert the lead into a client.

1. Send Registration Email

   • Clicking this will send an account registration email to the lead to prompt them to register a CRM account with the broker.

     • You will need to select the Client Type and click “Confirm”.

     • An email with the registration link will be sent to the lead.
2. Create a Client Portal Account

   • Clicking this will allow brokers to directly create a CRM account for the lead.

     • The broker will have to fill in the necessary fields as per the client registration process (Please refer to this section for more details: ).

       • The available data of the lead will be automatically filled in.

       • Upon successful creation of a CRM account for the lead, the status of the lead will automatically be turned from “Unregistered” to “Registered”.
3. Bind Existing Clients

   • Clicking this will bind the lead to an existing client of the broker.

     • The broker will need to key in the client ID or client email address they wish to bind the lead to.

     • Once the lead is bound to the client, the status will change from “unregistered” to “registered”.

The “Last Sending Time” is also displayed here. This refers to the last email sent out to the client via the “Send Registration Email” function.

1. The Activities tab shows all notes, emails, calls, and tasks.

2. To-do tasks appear at the top, and completed activities appear below in reverse chronological order (i.e. newest activities at the top).
3. All activities are collapsed by default. You can expand each activity to view details or click "Expand All."
4. Use the search bar to find a specific activity.
5. Filter activities by category with the drop-down menu.

Viewing Notes

1. Brokers can take down notes for leads to facilitate follow-up.

2. This tab displays a record of all notes.

3. Each note has a 5,000 character limit.

4. Notes are sorted in reverse chronological order (i.e. latest notes at the top), categorized by month, and display the following information:

   • Creater of note

   • Date and time created

   • Note content

   • Attached files (if any)
5. Use the search function to find specific notes.

Creating Notes

1. To create a new note, click the "Create Note" button or the "Create Note" icon.
2. Tag the note by clicking on the icons for email or call to indicate the communication channel used.
3. This tagging system allows you to easily identify which communication channel your client used to contact you and helps with efficient follow-up.

4. Type out the note in the text box provided and attach any relevant files by clicking on the "Attach" icon.

5. Click "Confirm" to save the note.

Editing Notes

1. Only the creator of the note will be able to edit.

2. To edit, locate the note you want to edit and click on the "Edit" icon.
3. Amend the note accordingly and click “Save” to confirm your changes.

Deleting Notes

1. By default, only the creator of the note can delete it. However, you can enable the permissions for other users to delete notes.
2. To delete the note, locate the note that you want to delete and click on the “Delete” icon.
3. A pop-up window will appear, asking you to confirm that you want to delete the note. Click "Confirm" to proceed with the deletion.
4. Once you click "Confirm", the note will be permanently deleted and cannot be recovered.

Viewing Emails

1. A record of all emails sent to the client will be displayed here.

2. Emails are sorted in reverse chronological order (i.e. latest emails at the top), categorized by month, and display the following information:

   • Email Subject

   • Email Sender

   • Email Status
3. The email content will not be shown in this tab. To view the content of an email, go to the "Notify" tab. (For more details, please refer to this section: 11. Notify).
4. Use the search bar to find a specific email.

Sending Emails

1. To send out emails, you will need to enable the "Emails" permission. Otherwise, you will only be able to view email records here.
2. Send emails to the client by:

   • Clicking "Send Email" under the Email tab; or

   • Clicking the "Send Email" icon.
3. Fill in the following information:

   • Sender Email

   • Recipient - the lead's email address will be filled in by default

   • Email Subject

   • Email Content
4. Click "Send" (Please refer to this section for more details on drafting of emails: Send Email Notifications).

5. Email record will be displayed.

Viewing Call Records

1. All outgoing and incoming calls are recorded and displayed in this tab.

2. Calls are sorted in reverse chronological order (i.e. latest calls at the top), categorized by month, and display the following information:

   • AirCall number

   • Lead's number

   • Call duration

   • Date and time of the call
3. Call records are collapsed by default but can be expanded individually by clicking the "Expand" icon or all at once by clicking "Expand All".

Calling Leads

1. To initiate a call with your lead, simply click on the "Call" icon. For more information, please refer to this section: Back Office Portal - Call Settings.

Viewing Tasks

1. This tab displays a record of all tasks, which are categorized by "To-Do" and "Completed".

2. To-do tasks are shown at the top, and completed tasks are displayed below in reverse chronological order by month (i.e. the latest tasks are shown on the top).

3. Each task record shows the task title and the user assigned to it.
4. Tasks are collapsed by default, but you can expand them individually by clicking the "Expand" icon or expand all tasks with the "Expand All" function.
5. You can search for a specific task using the search function.

Creating Tasks

1. To create tasks, you will need to enable the "Add Tasks" permission. Otherwise, you will only be able to view task records here.
2. Create tasks by:

   • Clicking "Add Task" under the Task tab; or

   • Clicking the "Add Task" icon.
3. Fill in the respective fields and click "Save". (Please refer to this section for more details: 8. Tasks)

4. The task record will be displayed.

Editing Tasks

1. Only the following parties will be able to edit the task:

   • Creator of task

   • Handler of task

   • Owner of the CRM

2. To edit, locate the task you want to edit and click on the "Edit" icon.
3. Amend the task accordingly and click “Save” to confirm your changes.

Deleting Tasks

1. Only the following parties will be able to delete the task:

   • Creator of task

   • Handler of task

   • Owner of the CRM

2. To delete the task, locate the task that you want to delete and click on the “Delete” icon.
3. A pop-up window will appear, asking you to confirm that you want to delete the task. Click "Confirm" to proceed with the deletion.
4. Once you click "Confirm", the task will be permanently deleted and cannot be recovered.

The Info Updates tab shows all activities done for this particular lead. This allows broker to easily monitor and track activities carried out for the potential lead. It also allows them to identify the person responsible for each action taken.

Public Tags

1. To add a new public tag, select the Settings Button and click the "+" icon.
2. Enter the name of the tag, ensuring it is no more than 50 characters and does not repeat an existing tag. Press "Enter" on your keyboard.

3. The tag is now created, and brokers can add it to their leads by clicking "New Tag." If the lead already has 30 tags, the broker will not see the "New Tag" button.
4. The new public tag is now available for use on all leads.

Private Tags

1. Click on the "New Tag" button. If the lead already has 30 tags, the "New Tag" button will not be visible.
2. Enter the name of the tag and click "Create." The tag cannot exceed 50 characters and must be unique to the lead.
3. The tag will be automatically added to the client/lead once it is created.

To remove a tag from your lead profile, simply click onto the “x” button:

1. Public and private tags are separated by a line.

2. By default, public tags are displayed on top, while private tags are shown below.

Public Tags

You can sort the tags by holding and dragging them to the respective position.

Private Tags

You can sort the tags by holding and dragging them to the respective position.

Public Tags

1. Select the "Settings" icon.

2. Select the “>” icon for the tag you wish to change color for.

3. Select your preferred color choice.

Private Tags

1. Click on "New Tag."

2. Click on the "..." icon next to the tag you want to change the color for.

3. Choose your preferred color from the available options.

Public Tags

1. Select the “Settings” icon.

2. Select the “>” icon for the tag you wish to delete.

3. Click “Delete”.
4. A pop-up notification will appear to inform you that deleting the tag will remove it from all lead's profiles.

5. Click on "Confirm" to proceed with the deletion of the tag.

Private Tags

1. Select "New Tag".

2. Select the "..." icon on the tag you wish to delete.

3. Click "Delete".
4. A pop-up notification will appear to inform you that deleting a tag will remove it from all clients and leads profiles.

5. Click "Confirm" to proceed with the deletion of the tag.