When you add a client to Senta, all their data, emails, documents and work will be stored against a Client Record. From here, you can view and edit data, perform various functions, view and complete Jobs and Tasks, and more. This guide will show you the different default parts of the client record that come with Senta, and various actions you can perform.
TABLE OF CONTENTS
Client Record Overview
1. Tabs - these hold different kinds of client information and form the basis of data capture in Senta. These tabs will be based on a Form, and each piece of data you can capture represents a form field.
2. Edit button - clicking this will allow you to make changes to the Record. When this is clicked, all empty fields will also be uncovered.
3. A shortcut to add a note to the client record.
4. Send email action button - this will allow you to send a one-off email.
5. Send text message action button - this allows you to text your client (please note this is an extra feature that can be activated via Settings > General Settings > Extras; if it's not active, this button will be greyed out).
6. More actions - this dropdown contains more things you can do, such as changing services, contacts etc.
Add/remove contacts: This will take you to the Contacts tab
Add client Services: This will take you to the Services tab
Upload documents: This will bring up the Document upload interface
Start ad hoc task: This will bring up the Ad Hoc task interface
Start ad hoc job: This will take you to the Ad Hoc Job set-up page for the Client
Generate letter: This will allow you to select a Word document from Practice Documents and generate a custom letter
View audit: This will allow you to view an audit of the client
Delete client: This will remove the client record completely - if you do this by mistake please contact Senta support directly, and we will undo this for you.
Along the top of the Client Record, you'll be able to view different tabs that hold different kinds of information. These tabs will usually relate to a form that exists in Senta, although there are a few tabs which behave differently, such as the Services, Email and Work tabs.
Some of these tabs will display as standard; other tabs will be available dependent on various factors such as the type of client, or any features or integrations you have enabled. We'll look at the default tabs first.
This is where you store basic overall information about your client's business. From here you can also select things like what kind of client they are (LLP, Charity etc.), their status (client, prospect etc.) and other information. Some of the information on this tab is linked to other forms - for example, when you select what kind of business they are, new tabs will generate for you to capture that specific information. It is important to note that this information is not the same as Contact details.
This is where you can store the main business address details - the office address, for example.
This is where details for individual people you speak to at the business are stored. Data like their position, contact numbers and email addresses are stored here, as well as more in-depth information such as shareholdings, date of birth etc.
For UK practices, you can also run an AML check for people stored against clients, as well as link to other client records from here - useful for managing contacts who are involved with several of your clients. Finally, another important function of the Contacts tab is that this is where you can activate a Contact to be able to use the Client Portal. This option is towards the bottom of each Contact record, allowing you to give a contact individual access to their client portal.
Senta has the ability to sync emails in from each Practice User's email integration, and cross-reference with any email addresses added to Contact Records, creating an overview of communication between the Practice and the Client. From here you can view email history, reply to emails, and convert emails to Tasks.
This is where you can view all generated Jobs for the Client. You can filter work down by job, status and other parameters. You can also kick off ad hoc tasks from this page.
This is where any notes stored for the client will appear. You can toggle task notes to appear here as well.
The documents tab is where client documents are stored. This will include documents you have uploaded for them, and documents uploaded to the client portal by your clients. You can set the visibility for each document, allowing only certain people to view it, and you can also request signatures from here.
This tab provides an overview of all the Services you have turned on for the client, along with the frequency and any important key dates. The services tab also provides links to the current or next job and is a good place to check if a job is missing, as any date-related errors will show here.
Optional Client Tabs
There are a couple of non-default tabs that are useful to know about, outlined below.
Companies House (LLP and Limited Companies - UK only)
This tab becomes available when a Client Type is set to Limited Company or LLP, and is also generated by default if you add a client directly from Companies House. This tab holds a snapshot of the Client's Companies House data, including directors, history and the dates relating to Confirmation Statements and Accounts Production (both related Services are set up to use this data to drive the yearly Jobs).
Time (optional feature, via General Settings > Extras)
This tab will store all time recorded for the client, whether for a Job or Task, or against a Note.
There are lots of other tabs that you can access in Senta, dependent on various factors like what features or integrations are switched on, or the client type. You can add new tabs and forms to build the dataset you want to work with, creating powerful and useful Client Records suited to your practice.