Client Book and Practice Settings

What this screen is for

One page holds four views: the Dashboard, which is the client book; the Client picker; the household workspace; and the Practice dashboard. The sidebar’s Dashboard, Client and Practice links switch between them without leaving the page. Tasks in the sidebar leaves for its own page, covered in the Tasks guide.

The page loads the whole book in one read when it opens: every household, client, goal, task and note, plus a funds-under-management figure per household computed on the server. The household workspace then fetches its own evidence cards when you open it.

The client book

The Dashboard opens with an attention rail when any task is overdue, then the morning briefing card, then four tiles: Total FUM (funds under management, the total of the book’s super, investment and cash holdings) with the number of accounts behind it, Households with the client count, Open tasks with the overdue count, and the next scheduled review with its household.

The FUM figure and its account count come from one server calculation that the compliance register also reads. The count is of the rows behind that figure, not of the older manual accounts list, which the fact-find never writes.

Below the tiles sit the next five reviews by date and the first five overdue tasks, then the household directory. The directory searches household name, adviser and client names, filters by stage (All, Leads, Onboarding, Active, Inactive) and switches between Households and Individuals. In the Households view the columns are FUM, Fee expiry (the soonest expiry among the household’s active fee consents, as of today), Next review (Overdue once past, amber inside thirty days), Open tasks, Adviser and Stage; in the Individuals view each client shows their role, age, risk profile, adviser and stage. Sorting is by clicking a column heading.

The risk profile shown is the final profile on the client’s risk profile record, so a client whose questionnaire is not complete reads blank here.

Client meeting mode, entered from a household’s workspace, narrows every list on this page to that household: the directory shows one row, the practice settings button, search and stage controls disappear, and the Dashboard itself does not render. If the mode is on but the household cannot be resolved, the directory shows a locked message rather than the book. The shell’s Exit meeting mode control ends it.

Choosing a household

The Client link opens the picker, unless a household is already active, in which case it goes straight to that workspace. The picker leads with the twenty most recently added households and says so when the book is larger; the search box reaches every household by name or client name. Choosing a household here makes it the active household that the other pages carry.

Adding, editing and deleting a household

Add household takes a name, a stage, a service tier, an adviser, a primary client (name, date of birth, email, phone) and an optional partner. The onboarded date is stamped with today. The tier must be one of the firm’s configured tiers or the save is refused with the list; a blank tier takes the first configured one. The four stages are Lead, Onboarding, Active and Inactive.

Edit household changes the name, stage, tier and adviser. The adviser is sent only when you move that control, so an unrelated edit never clears an assignment, and an adviser who has since been deactivated stays selectable, marked inactive. A tier the household already holds is accepted even if the firm has removed it from its list; a new tier must be a configured one.

Delete household, inside Edit, shows a dialog saying client records are kept on file for seven years and can be recovered. The route does the opposite: it deletes the household’s notes, tasks, goals, manual accounts, clients and the household row outright, and a household with other linked records, such as a fact-find, is refused by the database rather than archived, so delete is permanent.

Next review is edited on the workspace tile. When the current date was derived from a compliance review record, a confirmation warns that overriding it pins the date manually and compliance saves stop updating it.

The household workspace

The header shows client since, tier and adviser, the stage badge, and the Edit household, Add task, Add note and Client meeting mode controls. Three tabs follow: Overview, Vault and Portal.

Four tiles open the Overview. Total holdings is the fact-find’s personal holdings plus entity holdings, gross of debt, and reads the firm FUM figure until the fact-find summary loads. Next review is editable in place, and Fee consent shows the annual fee from the household’s active consents: “No fee consent recorded” with a link to add one, red with the expiry date once expired, amber with the days left inside the thirty-day warning window that the server computes. Open tasks shows the overdue count beneath.

Clients come next, and each client shows role, age and a Facts updated date, which is stamped by substantive fact-find saves: amber once older than 270 days, red once older than 365, and “Not recorded” when never stamped. The card header carries the topics-ready count from fact-find readiness.

Goal progress tracker lists the submitted fact-find goals with their progress and counts those met. Personal Accounts & Holdings is filled from the fact-find’s super, assets and investments, with a filter and sort. Entities & structures appears only when the household has entities, and shows each entity’s balance sheet, the accounts it holds and its fee consents. Cashflow lists gross income, the estimated income tax, net income, living expenses, debt repayments, insurance premiums and the net surplus, annual and monthly, each row opening its fact-find section. The tax line is the fixed-bracket estimate described in the Tax Strategy guide.

One-off advice fees records upfront advice, statement of advice, implementation, meeting and ad hoc fees with an amount and the date charged, and totals them for the financial year. They are kept apart from the ongoing arrangement and never counted as recurring revenue.

Recent documents lists generated documents with a link to the Documents page. Tasks lists the household’s tasks, overdue first. Notes takes a type (Phone call, Meeting, Email received, Email sent, File note) and a body. A note added here is recorded under a fixed placeholder author rather than your login, so this card cannot tell you who wrote it; a file note confirmed from the Meeting Copilot lands in the same card under your login.

The Vault tab holds the household’s documents and the Portal tab its portal accounts, one per client, with an invite control. The sidebar’s Publish to portal button publishes the active household’s goals, insurance policies, cashflow summary and client-visible vault documents in one step.

The practice dashboard

The Practice view is for advisers and principals; a paraplanner login is shown a limited-access message instead. Its tiles are Total FUM, Recurring revenue (an estimate per year from ongoing arrangements), One-off fees charged this financial year, Clients with overdue or upcoming reviews, Effective fee rate (recurring revenue weighted on FUM) and Unimplemented advice (open implementation checklists, with the oldest in red at sixty days). Cards follow for each adviser, aging implementation, advice validity, evidence completeness (administrators only), review posture, portal adoption, one-off fees by type, fee structures in use with the count of statements of advice posted this year, recurring revenue by tier, and a household fee table sortable by name, tier, adviser, FUM and recurring fee, each row opening the household. The topbar carries the Budget night link and the Practice settings button.

Recurring revenue per household follows the household’s fee arrangement: Standard is 0.5 per cent of FUM (the rate defaults to 0.5 when unset), Custom is the stored percentage of FUM, Flat is the stored dollar amount per year, and None is zero. An unrecognised type counts as zero, never as a percentage.

A Fee arrangement dialog offering those four types exists in the page, but nothing on the page opens it. A household created here starts on Standard at 0.5 per cent, an imported household carries whatever it arrived with, and changing either needs a direct data update rather than a control.

Practice settings

The dialog opens from the Dashboard or Practice topbar and has three sections. It is for advisers and principals: a paraplanner login is not offered the button, and service tiers and fee templates are refused if the request is made anyway — they are firm-wide settings rather than client work. The Guide & handbook section below is everyone’s, because it is a preference in your own browser.

Service tiers come first, and each tier has a name (unique, up to 80 characters), a review frequency of 1 to 60 months, a default fee template, a description and five service flags: Expanded advice scope, Bespoke investments, Wholesale investments, Monthly updates and Family-office style support; at least one tier must remain. Until a firm saves its own, the tiers are Premium at six-month reviews and Standard and Basic at twelve. Save settings writes the tiers; renaming or removing a tier never rewrites the households on it, which keep their name and sort after the configured tiers. A tier’s badge colour in the lists is blue when it carries family office or bespoke investments, green when monthly updates or expanded scope, grey otherwise.

Fee templates follow, and a template has a name, a type (percentage of FUM or fixed amount), a value, a frequency (annual, monthly or quarterly) and a description, and is used by entity account fee consents. Templates save on their own button, not on Save settings. A template’s name must be unique, and one with active consents cannot be deleted; a deleted template is retired rather than removed.

Guide & handbook puts the guide’s sidebar link back after you have removed it. This is a preference in your own browser, not a firm setting.

What this page does not do

• Edit a household’s ongoing fee arrangement; the dialog for it has no opener.
• Archive a deleted household; the delete is immediate.
• Record who wrote a note added from the Notes card.
• Show the book in client meeting mode.
• Edit fact-find figures; every evidence card links out to the section that owns them.