Managing Client Information

Overview and Main Screen

To open the Client Manager from any screen in CTI Navigator, click on Clients in the Top Menu, and then select Client Manager. To open the Client Manager from the Home Page you can click on “Manage Clients” in the Links section, or in the Clients section click either “View my Clients” or the Go button. You can enter a client name or partial name in the client search box before you click the Go button to open the Client Manager screen that includes summary information for that client. Select Add a New Client to open a blank Client record. For further information on using the Home Page, see the Home Page tutorial.

The Client Manager main screen will look similar to one of the images below, depending on the size of the screen on your device.  

Full Screen
   

Narrow Screen

The quickest way to view detailed information about a particular client is to click on the client's First or Last Name in the Client Manager table. This opens the "Client Record" screen. On the Client Record screen you can click a button to Print the client details or click a button to E-Mail a message to this client pre-addressed to the client's primary email address. Information on this screen cannot be edited. To add or change client information, click the Edit button. Click the Select button to return to the main Client Manager screen. To display all your clients, click the down arrow beside "items per page" at the bottom of the screen and select All.

After selecting a client (or for the last client checked if you select multiple clients), use the buttons in the first tier toolbar as follows.

Let’s take a look at how to use each of these Client Management functions.

Add New Client

To add a new client into your client database, you can either click the “Add New Client” button at the top of the Client Manager screen or click the “Add New Client” shortcut on the Home page. Either way will open a pop-up window where you can enter information about a new client, or edit information about an existing client.

On the Add/Revise Client screen are sections for client Contact information, Comments, Addresses, Tracking Information, Preferences, and Personal Information. Click on a section heading to open or close that section.

Enter as much or little client information as you desire. The only required information is “First Name”, but it is advisable to also enter at least a phone number and email address.

In addition to numerous defined fields that can be used in Reports and in Merge Fields (such as Name, phone number and email address), there are open boxes where you can enter comments or notes to yourself about your client. {Only you or someone with your MLS ID and password (such as your Broker or Office Manager) can access what you enter about your clients.}

After you have entered information about your client, click the Save button. Click OK on the confirmation message that pops up. This also will Close the “Add/Revise Client” screen.

At the top of the General Information table click Save or click Cancel as appropriate to return to the main Client Manager screen. 

To verify or change information about a client, first highlight to select that client in the Client Manager table. Then click the Edit button in the toolbar to open the “Client Information” screen. You can scroll through this screen to see all the information about that client that you have stored in your CTI Navigator.

Enter client information in the appropriate sections. These are the same fields and sections as described previously in Add a New client.

After adding or changing the information about that client, click the Save button. Click OK on the confirmation message that pops up.

Delete Selected Client(s)

To Remove a client from your Client Manager, first highlight or check the box beside that client in the table, and then click the “Delete Selected Client(s)” button at the top of the screen. A confirmation screen will display with the name of the client to be deleted. Read this screen carefully to confirm that the correct client is listed for deletion. Note that All searches associated with that client will also be deleted (regardless of whether or not there are other recipients).

Click the OK button to compete the deletion; or click the Cancel button to stop before deleting the client and their associated saved searches.

▲ Return to Table of Contents ▲

Email to Client(s)

Click the E-mail button at the top of the Client Manager screen to open an e-mail screen pre-addressed to the client(s) selected in the table. Of course, you can manually enter additional email addresses. The Email buttons in Client Manager work the same as on other CTI Navigator screens.  See the separate tutorial on “Addressing Email” for further details.

After addressing and entering your message, check “Send me a copy” (which is recommended so you can have history of your correspondence), then click the Send button at the top of the E-mail screen to send the message.

To return to the Client Manager screen without sending the message, click the Cancel button at the top of the E-mail screen.

The Print buttons in Client Manager work the same as on other CTI Navigator screens. You can print the entire table of all your clients, or just a one-line summary for selected clients. Select clients by checking the selection box beside their name. If you filter and/or sort the table before printing, the table will then print as filtered and sorted.

After filtering, sorting, and/or selecting, click the Print Table button in the Client Manager toolbar. In the "Print Client" dialog box, confirm or change the selection to the Current Client, Selected Client(s), or to All Clients. You also can check or un-check to print the report in Landscape Orientation.