Summary
The clients and contacts available for engagements expand outwards from the primary client selected.
An individual engagement can include one or more clients, from within and outside of the primary client's client group, which means the contacts available for one or more action on the engagement expand outwards as more clients are added to the individual engagement.
Likewise, the contacts available to direct the engagement can be associated with the primary client or choose a different contact from the broader pool of contacts from within the same client group or from those additional clients added.
Batch creation, the action of creating multiple engagements at one time with or without existing client jobs, is still capable of having clients and their contacts included on the individual engagement created from the batch process.
As you add more jobs and/or more clients, and the primary client's broader client group, the circle of contacts expands to allow greater flexibility for sending letters to the correct contact for that letter at that moment.
Included in article:
- Primary Client
- Primary Contact
- Billing Contact
- Multi-Client Engagements
- Additional Signatories
- Export Engagement Contacts
Primary Client
Primary Client is shown as the first option to select when creating a single Engagement Letter.
When creating Engagement Letters from a batch creation process (with or without existing Jobs), letters still have a unique Primary Client and all letters can have additional Clients added during the editing process, regardless of how they were initially created (single or batch).
Each Engagement Letter always has a Primary Client.
While additional Clients may be added to a single Engagement Letter, and many letters of the same type can be created at once through a batch, each letter is ultimately directed to one specific Client for their signature (at least).
The Primary Contact, Billing Contact, Engagement Partner, and Engagement Manager populate by default once the Primary Client is selected.
Primary Contact
A Primary Contact is required in order to complete the Engagement Details screen and begin the letter draft.
While the system populates (or attempts to populate) a default Primary Contact based on the Primary Client, this can be changed to any other Contact associated with the Primary Client, other Clients within the same Client Group, or from other Clients added.
Implementation Consideration
During implementation, your firm works with us to determine how Aiwyn will choose the default Primary Contact based on Category/Type selection for Contacts in your Practice Management System. See also: Contact Data Mapping and Management Guide
The selected Contact must have an email address in order to be the Primary Contact and proceed with the letter creation process.
The Primary Contact's full name is available as a placeholder variable within the letter contents, and the letter is addressed to this Contact specifically.
While only one Primary Contact can be selected, additional Contacts can be added once the Engagement Details have been drafted.
Billing Contact
A Billing Contact must be selected and must also have an email address in order to be the Billing Contact and proceed with the letter creation process.
It will default to the Client Contact designated as the billing contact for the Client, or it can default to always be the same as the Primary Contact - a firm wide choice made during Implementation.
Either way, the Billing Contact may be changed to any other Contact associated with the Primary Client, or any Contact associated with any other Clients from within the same Client Group, or any Contact from other added Clients.
If "payment method is optional" or "require payment method" is selected, the Billing Contact must be the one to perform these actions in the Client Portal before the Engagement can be fully executed.
Multi-Client Engagements
Each individual Engagement Letter is directed to a single Primary Client. However, additional Clients, and/or their Jobs, and/or their Contacts, are available for incorporation into a single letter.
- Choose to automatically add all the Clients from within the Primary Client's Client Group
- Choose to add jobs from any of the Clients within the Primary Client's Client Group
- Individual Clients, from outside the Primary Client's Client Group, may also be added to the single letter.
Once the Engagement Details are completed, the draft screen is shown and Clients can be added or removed at will.
Notice the "Primary Contact" and "Primary Client" are chosen and identified from the list of other Clients on the Letter.
When the "Add Clients..." button is selected, all Clients are viewable/searchable and can be selected for inclusion on the letter.
- Sort, filter, group the Clients list as desired, and add search terms such as Client Name, Group Name, and so on
- Select Clients as desired
- Visual alerts indicate to the Engagements User if a Client is currently present on a different Engagement not yet executed
Once additional Client(s) are selected, their Job(s) (if used) are then available for selection.
- Sort, filter, group the Job list and add search parameters to refine the list as desired
- Selected Jobs display on the draft screen under the "Scope of Services" tab
Back to the Clients tab of the draft screen, select any Client to remove them from the letter, other than the Primary Client.
If chosen, that Client's added Jobs would be removed, with an alert informing the Engagements User before completing the action.
Additional Signatories
The Contacts available as Additional Signatories for the letter comprise of all Contacts related to the Client(s) added to the letter, as well as other Contacts associated with the other Clients from within the same Client Group of the Primary Client, and the Contacts associated with the other Clients added.
- Each Contact is unique, with their own name and email.
- Contact list is de-duplicated, and a person with the same name and email combination is only shown in the list once, even if their Contact is shared or replicated across multiple Clients in the Practice Management System.
- If "All signatories must sign" then all Contacts added here must sign the letter before the engagement can be fully executed
- If "Only one signatory must sign" then only the Primary Contact is required to sign the letter, however the additional signatory contacts added receive the Engagement Letter 1-Click email, can view the letter, can sign the letter before it has been executed, receive reminders until the letter is fully executed, and can view the executed letter in the Client Portal
No need to edit the Engagement Letter content to add more signature lines, the system will automatically input Client Signature Blocks for all Signatory Contacts added.
Export Engagement Contacts
Once the Engagement contacts have been added to the letter, they appear on the Engagement's Contacts tab.
Select the "Export" button to export the Contacts, which will include their name, email, and details around if they have viewed the Engagement request email, signed the Engagement, input their payment method (if asked or required) and if the Consent was signed.