Client Management Dashboard

Your central CRM hub. Learn how to create and manage client profiles, data collection, needs assessment, and organize case-specific tasks.

By Koha Digital and 1 other

• 12 articles

Frequently Asked Questions - User Profile Details

Q: How do I get to my profile page? A: To access your profile page, click the arrow in the top-left corner of the screen and then select "profile" from the menu. Q: What kind of information can I add to my user profile? A: You can add your personal information such as your name, fee number, and e-mail address under the "general" tab. Q: Can I modify my e-mail address after I've saved it? A: No, once you have registered your e-mail address in your profile, it is not possible to change it. Q: Where can I change my password? A: You can change your password by navigating to the "security" tab within your profile settings. Q: What is the purpose of the "Business Card"? A: The "Business Card" is a new feature that shows the personal information you've entered in the "general" section of your profile. It allows you to save a physical or digital copy of this information.

Last updated on Apr 10, 2025

Managing Customers

You can manage your customers in the "customer" section of the system: 1. View your "client list" 2. Add new customers or prospects by entering their: - Name - Email - Phone number - Gender - Referral source 3. Convert prospects to clients 4. View "account status" (prospect needs conversion or client is active) 5. Check "account type" and associated products 6. Find payment links for customers The customer management screen allows you to keep track of all your client information. https://d3o3wxyf7wz5e3.cloudfront.net/koha-training-ge/06_Managing_Customers.mp4

Last updated on Nov 28, 2025

Conducting Financial Needs Analysis

A financial needs analysis helps determine your financial requirements and aids in overall estate planning. How To Conduct Financial Needs Analysis: 1. Navigate to the "Financial Need Analysis" section 2. Input various financial goals and expenses 3. Include information such as funeral expenses, desired legacy amount, education funds, and emergency funds 4. Complete the analysis process 5. Review the calculated total financial need 6. Use this information to develop strategies for achieving financial goals https://d3o3wxyf7wz5e3.cloudfront.net/koha-training-ge/32_Financial_Needs_Analysis.mp4 FAQ - Financial Needs Analysis What is the purpose of the financial needs analysis? The financial needs analysis helps determine your financial requirements by considering various future expenses and goals, aiding in your overall estate planning. What kind of expenses and goals can be included in the analysis? You can include expenses like funeral costs, desired legacy amounts, education funds, and emergency funds. How can this analysis help with estate planning? After conducting the analysis, you can use the insights to develop strategies to achieve your financial goals and ensure your estate plan addresses your specific needs.

Last updated on Nov 28, 2025

Using the Address Book

To access and use the address book: 1. Navigate to the "address book" section 2. Key in information for people or close contacts your customer wishes to keep in the system 3. Use this feature to capture details of close contacts Note that the address book is not the screen where you add executors or appoint witnesses; these actions are performed in separate sections. https://d3o3wxyf7wz5e3.cloudfront.net/koha-training-ge/14_Address_Book.mp4 Frequently Asked Questions Q: What is the purpose of the address book? A: The address book is for capturing information about people or close contacts your customer wants to keep in the system. Q: Can I add executors or witnesses in the address book? A: No, the address book is not the place to add executors or witnesses; these are appointed in different sections. Q: What kind of information can I store in the address book? A: You can store information about close contacts, such as their personal details and contact information.

Last updated on Nov 28, 2025

Frequently Asked Questions - Managing Customers

Q: Where can I find my customer list? A: You can find your customer list in the "customer" section of the system. Q: What information can I store about my customers? A: You can store information such as their name, email, phone number, gender, and who referred them. Q: How can I track the status of a potential client? A: The system shows the "account status," indicating whether a prospect needs to be converted to a client or if a client is active. Q: Can I see what services or products a client has? A: Yes, the system displays the "account type" and the products associated with each client. Q: Where can I find the payment link for a customer? A: The payment link for a customer can be found in the customer management section.

Last updated on Nov 28, 2025

Managing To-do Tasks

The system offers a CRM feature where you can manage your to-do tasks: 1. Access the feature from your "dashboard" or "home" screen 2. Find the section for "to do task" 3. Add new tasks by specifying: - Client - Task name (e.g., "get additional document from Joseph") - Associated product (e.g., "last will and testament") - Due date - Priority level (e.g., "low") 4. Track how many days ago a task was added 5. Download a report of your task details by clicking the "report detail" option This feature allows you to track your productivity and activities https://d3o3wxyf7wz5e3.cloudfront.net/koha-training-ge/05_To-do_Tasks.mp4

Last updated on Nov 28, 2025

Frequently Asked Questions - To-do Tasks

Q: Where can I manage my to-do tasks? A: You can manage your to-do tasks in the "to do task" section, which is part of the CRM feature accessible from your dashboard or home screen. Q: How do I add a new to-do task? A: In the "to do task" section, you can add new tasks and then specify the client, task name, associated product, due date, and priority. Q: Can I set a deadline for my tasks? A: Yes, you can set a "due date" for when you want to complete a task. Q: Can I see how long a task has been pending? A: Yes, the system shows how many days ago a task was added. Q: Is there a way to get an overview of my to-do tasks? A: Yes, you can download a report of your task details.

Last updated on Nov 28, 2025

Entering Client Details

To enter a new client's details, follow these steps: 1. Find a prospect 2. Go to your dashboard or home screen 3. Click "add new client" 4. Enter the prospect's information: - Email address - Phone number - Gender - Preferred language 5. Specify referral information if applicable 6. Click "submit" to create a prospect in the system Later, you can convert this prospect to a client. The system will display the account status indicating if a prospect needs conversion or if a client is active. https://d3o3wxyf7wz5e3.cloudfront.net/koha-training-ge/09_Entering_a_Client_Details.mp4 Frequently Asked Questions Q: Where do I start to enter a new client's information? A: Begin by identifying a prospect and then click "add new client" on your dashboard or home screen. Q: What information is required when entering a prospect's details? A: You will need to enter their email, phone number, gender, and preferred language. Q: Can I record how a client was referred to me? A: Yes, there is a field to indicate who referred the client. Q: What is the difference between a prospect and a client in the system? A: The system tracks the "account status" to show if someone is a prospect (needing conversion) or an active client.

Last updated on Nov 28, 2025

[NEW FEATURE] Clone a Client Profile (Mirror Wills)

When to use this feature Use the Clone feature when creating a Will for a spouse or family member who shares similar assets. This creates a new client profile that duplicates the asset list from the original client, saving you from re-typing data. Instructions: 1. Open the existing client's profile (e.g. the Husband). 2. Click on the Clone icon (Located next to the Client Name Profile Header). 3. Click "Continue" to confirm that you want to clone this client. 4. A pop-up form will appear. Enter the New Client's personal details. Click "Clone". 5. The system does not automatically switch you to the new profile. Exit the current (original) profile and return to your customer dashboard. Find and Open the newly created profile from your customer list. 6. Before proceeding with the Will, you must obtain the new client's consent. Click on the Pencil icon next to your client's name 7. Go to the Consent tab to get their signature. 8. The cloned profile comes with assets pre-filled(mirrored) from the original profile. 9. Review the list and update any differences (e.g., remove assets that are individually owned by the first spouse, or add new ones specific to this client). 10. The cloned profile acts as a completely standalone client file. Any changes made here will not affect the original profile. You can now proceed to complete the remaining sections of the Will.

Last updated on Nov 28, 2025

Koha Client Profile Gathering App Guide

The Koha Client Profile Gathering App allows clients to pre-fill their data before your meeting. This reduces administrative time during consultations, allowing you to focus on advisory services. How to Use the Profile App - Your Action: Send the client the link to the Koha Client Profile Gathering App. - Client Action: The client completes the six required sections: Eligibility Check, Personal Information, Family Status, Assets & Liabilities, Beneficiary Information, and Executor Preferences. - Final Step: Upon completion, the client enters your email address and clicks "Send Email." Receiving Submissions 1. You will receive an email immediately after the client clicks "Send Email" in the portal. 2. Subject Line: Look for " Ready for Review: Koha Client Fact Gathering App – [Client Name]". 3. Attachments included: - PDF Will Summary: A formal record of the client's input. Save this to your CRM/Client folder. - HTML Will Summary: A web-viewable file. Open this in your browser to copy/paste text easily into Koha. - Will Summary Advisory: A AI-generated analysis with personalized recommendations. Use it to identify red flags and shape your discussion points. 4. Before meeting the client, ensure the following steps are completed for your own convenience: - Review Will Summary Advisory: Review the information submitted by the client and flag any errors or inconsistencies. The advisory will provide personalised guidance for your meeting preparation, including a checklist of considerations and an information-gap analysis for this client. - Prepare Draft: You may begin to draft this client’s Will in the Koha platform using the HTML summary data as your reference. FAQ Q: The client says they sent the email, but I haven't received it. A: Check your Spam/Junk folder. Ask the client to confirm they input your email and clicked the final "Send Email" button after downloading the PDF. Q: Can I edit the PDF they sent? A: No, the PDF is a read-only record of what the client submitted. You should make updates in your main drafting software. Q: What if a client makes a mistake? A: Note the correction during your in-person meeting.

Last updated on Dec 08, 2025

Client Record and Documents

Accessing Client Records & Will Documents - You should still be able to view previously entered client details without payment - You may click on the “View Summary” to generate a Summary document in order to review the entered information - Payment is required to generate the finalized Will document and to generate Estate Inventory If you are unable to view the summary or details, please contact support for further assistance.

Last updated on Mar 24, 2026

Distribution Summary Feature

The Distribution Summary provides an overview of how the client's estate is distributed under the Will and residuary estate. The Distribution Summary is designed to make the estate distribution easier to understand visually. You can use the charts and tables to show the client: - What assets they have entered - Which beneficiaries receive the assets - What percentage each beneficiary receives - How the estate is distributed It shows: - Total estate value - Distribution under specific gifts / Will - Distribution under residuary - Distribution Flow - Asset type and the beneficiary receiving the asset - Distribution percentages - Exact distribution amounts - Asset details It can be used by Legacy Planners to: - Review the distribution entered into the system - Double-check whether the information is correct - Explain the distribution clearly to the client - Identify information that needs to be updated How can I check how an estate is being distributed? Answer: Go to the client's profile and select Distribution Summary. You can review the distribution using: - Charts - Tables - Distribution Flow - Exact amounts - Individual asset details The Distribution Summary provides a visual way to review which assets are being distributed to which beneficiaries. Can I edit asset or distribution information from the Distribution Summary? Answer: Yes. If you identify information that is incorrect or needs to be updated, you can use the Edit function from the relevant section to update the details. The Distribution Flow can display the exact amount associated with the distribution. Hovering over the relevant section of the chart can show the exact figure.

Last updated on Sep 29, 2026