Finding and viewing clients

The client list

In the sidebar, under CRM, click Clients. The list shows each client's Name, Phone, Email and Status (ACTIVE, DRAFT or INACTIVE), with 10 clients per page by default. Use the controls at the bottom of the table to change the page or the number of rows.

Each row has these action icons:

• View (eye) opens the client's page.
• Edit (pencil) opens the client in the edit wizard. For a draft, it continues the draft.

Searching

Type in the Search clients... box. The list updates as you type and matches:

• any part of the first name, last name or other names
• the full name, for example "Thabo Mokoena"
• the phone number, or part of it
• the client number, for example CL-3F9A21B7, or part of it

Tell namesakes apart

Several clients can share the same name. If a search returns more than one person with the name you want, open each record and check the client number, phone, group and date of birth before you act. When you know the client number, search by it. It is the quickest way to find exactly the right person.

The client page

Open a client to see their page. A bar across the top shows the client's name, client number, status and group. It stays in view as you scroll.

The icons on the right of the bar depend on the client's status:

Icon	When shown	What it does
New Loan Application (wallet)	Active clients, when your organisation uses Small Loans	Starts a loan application for this client. See Small loans.
Edit client / Continue draft (pencil)	Always	Opens the edit wizard, or continues the draft.
Review & activate (tick)	Drafts	Opens the review page. See Reviewing and activating a client.
Deactivate client (block)	Active clients	Makes the client inactive, after you confirm.
Reactivate client (circular arrow)	Inactive clients	Makes the client active again, after you confirm.

Below the bar are the tabs described below.

Overview tab

The Overview gives a one-screen summary.

Summary cards across the top:

• Outstanding Balance: fees the client owes but has not paid. It turns red when fees are owed. It does not include loan balances.
• Savings Balance: the client's current savings balance.
• Active Loans: how many loans are currently active.
• Last Payment: how long ago the client's most recent credit was recorded.

When fees are owed, a red banner shows Outstanding fees and the amount, with a Record Payment button. See Recording a fee payment.

Quick Actions:

• Record Payment: shown only when fees are owed.
• Download Statement: downloads the client's statement as a PDF. See Client statement.

Active Products lists each active loan with its reference, a progress bar of the amount repaid against the total repayable, and how many days remain until it matures (or how many days overdue it is). If the client has a savings account, it shows the account number and balance.

Recent Activity lists the client's five most recent transactions. Click View All to open the Transactions tab.

On the right:

• The client's photograph, if one has been uploaded, with their name, client number and status.
• KYC Compliance: a short checklist with a progress bar. Identity Document is ticked when an ID document is on file. Phone Verified is ticked when a phone number is recorded; the number has not been checked in any other way. Bank Account is ticked when at least one bank account is on file. To confirm the photograph and other documents, check the Documents tab.
• Field Officer: the officer assigned to this client. See Field officers.
• Contact Information: phone, email, location (city and province of the residential address) and group.

Details tab

The full client record, grouped into Personal Information, Contact Information, Identity & KYC, Next of Kin and Business Profile. Sections with nothing entered are hidden.

At the bottom is Bank Accounts, where you can manage the client's bank details:

• To add an account: click Add, then fill in Bank Name (required), Account Number (required), Account Name (as on account) and Nickname (optional). Choose whether to Set as primary account? and click Save.
• To make an account the primary one: click the star icon next to it. The primary account shows a Primary label.
• To change an account: click the Edit icon.
• To remove an account: click the Delete icon.

Loans tab

Every loan the client has held, both current and past, with the columns Loan (reference), Status, Principal, Total repayable, Repaid, Outstanding, Disbursed and Matures. Click a row to open the loan. This tab is available when your organisation uses Small Loans. See Small loans.

Savings tab

The client's savings passbook, where you can record deposits and withdrawals. This tab is available when your organisation uses Small Loans. See Savings.

Transactions tab

Every transaction on the client's accounts, with Date, Category, Type, Amount, Description, Reference and Status. Click the refresh icon at the right of the tab bar to reload the list. When the client owes fees, a warning at the top shows the amount owed.

Guarantors tab

The client's guarantors. Inactive guarantors show an Inactive label.

• To add a guarantor: click Add Guarantor, fill in Full Name * (required), Relationship to Borrower, Phone, Occupation, and the home and office addresses, then click Save.
• To change a guarantor: click the Edit icon.
• To remove a guarantor: click the Remove icon. The guarantor is removed straight away, without a confirmation.

Documents tab

The client's uploaded documents. See Client documents.

Recording a fee payment

Use this when a client pays fees they owe, such as a registration fee.

1. On the client's Overview tab, click Record Payment. The button appears only when fees are owed.
2. The Record fee payment dialog shows how much the client owes. The Amount paid box starts with the full amount owed.
3. To record a part payment, enter a smaller amount. The amount must be greater than 0.
4. Click Record payment.

The payment is credited to the client's fee account and reduces the amount owed. You see a message confirming the amount and the client's name.

Editing a client

1. Open the client and click the Edit client (pencil) icon, or click Edit on the client's row in the list.
2. The Edit Client page opens with the same steps as registration, except Guarantors. Click any step in the left-hand list to go straight to it.
3. Make your changes.
4. Click Update Client. The button is available on every step.

You see "Client updated successfully." and return to the client list.

Things to know when editing:

• Group: if the client is already in a group, the group is shown read-only with the note "Group membership is managed from the Groups section". To move a client, use the group's member list. See Groups. If the client is not in any group, an Assign to Group box appears, and saving adds the client to the group you choose.
• Documents: any documents you add on the Identity & KYC step are uploaded when you click Update Client.
• Phone: the same rule applies as at registration. A phone number already used by another client is refused, and the message names that client.
• Opening savings deposit: this can be entered only at registration. Changing it while editing has no effect. Use the Savings tab instead.
• Guarantors: use the Guarantors tab.

Deactivating and reactivating a client

To deactivate a client:

1. Open the client.
2. Click the Deactivate client (block) icon.
3. Confirm. The status changes to Inactive.

An inactive client cannot start a new loan application from their page. Their history, documents and balances are kept.

To reactivate a client:

1. Open the inactive client.
2. Click the Reactivate client (circular arrow) icon.
3. Confirm. The status changes back to Active.

caution

Reactivating uses the same step as first activation. If your organisation charges a registration fee, it is charged again when you reactivate. Check the client's Outstanding Balance afterwards, and speak to your administrator if the fee should not apply.