To open an existing client, select Open Client from the dropdown menu under Clients in the left Navigation Bar. A list of the most recently opened clients will appear under the Open Client option.

Most data fields on this page are self-explanatory; however, the following fields do merit further explanation:



Counselor—defaults to the person that created the record.   Other counselors within your organization may still modify the client record (assuming they have been assigned such privileges).


Zip—Automatically populates the City, State and County field

Client Status—Allows records to be sub-categorized into various predefined groups, such as Prospective Client, Active Client, Past Client, Active Student, Business Coach, Rejected Prospect, Resource Partner, etc.


Only clients of Resource Partner, Past Resource Partner, or Sponsor status will activate The Resource Navigator® profile and settings.

Tip: Most reports only show activity on Active Clients.

Client Type—Provides additional flexibility to sub-categorize clients. If your organization decides to use Client Type, the variables are customized by your organization and their use may require custom created reports for full reporting. Client Types are managed in the Values section under Setup in the Navigation Panel.  

Tip: For more information on customizing and using Client Type, contact us at help@joinsourcelink.com 

Legal Entity Type—The legal structure of the business. A value of Not formed yet exists for those businesses still in process.

Approval for Referral—Defaults to N/R (No response). This field must be marked YES before the system will allow for an email referral to be sent.

Approval for Aggregation—Defaults to Yes. This field must be marked Yes before the client’s information will be included in anonymously aggregated reports (the client’s information will appear in your local reports regardless of how this field is marked). Your investors/funders might therefore want this to be a required field.

Women Owned

—Is the business at least 51% women owned?

Minority Owned

—Is the business at least 51% owned by an ethnic minority?

Cert

Women Owned
—Does the business have certification to prove that it is at least 51% owned by a woman?


Cert Minority Owned—Does the business have certification to prove that it is at least 51% owned by an ethnic minority?

Cert Disadvantaged—Does the business have certification to prove that it is at least 51% owned by a disadvantaged population?

Incoming Referral Source—This information allows you to track marketing efforts. The first box lists more general ways in which clients hear about your organization. The second drop down allows you to record more specific sources.

Add Demographics

Click on the person’s name to add individual demographics. An Update Person screen will appear. Fill in the appropriate details, including email. Most organizations will have standards as to what demographic information is recorded (veteran status, gender, ethnicity, etc.)

In working with demographics related to people employed by the company, there are many types of  person contacts to consider:

  • Primary Contact: this is the main person who is in contact with your organization. In the list of people, this is noted as (PC)
  • Primary Owner: this is the main owner of the company (there can only be one indicated). In the list of people, this is noted as (PO).
  • Secondary Owner: this is an owner but not the main decision maker. In this list of people, this is noted as SO. There can be multiple secondary owners.
  • Referral Contact: this is the person that you wish to show on The Resource Navigator® (when this feature is enabeled).
  • If there is only one person associated with a file, that person will be designated Primary Contact..

Add Person

Add Person in the People section allows you to add additional people to a company file. 

Click

New Person screen will appear. Fill in the appropriate details. Most organizations will have standards as to what demographic information is recorded (veteran status, gender, ethnicity, etc.)



Click Save

NAICS Code

The NAICS Code indicates the industry of a company. Several SourceLink® reports include industry of the company. If you do not know a company’s NAICS Code, click on the Lookup NAICS button. Lookup NAICS Code screen will appear. Type in a few words describing the company and click Search. Find the description that best fits the company and click Select on the far right, beside the description.



The bottom half of the screen allows for capturing additional information about the company.

Legal

The Legal section was created for use by organizations offering legal consulting to clients and therefore will not be applicable to most nonprofit business development organizations using SourceLink.

Notes

The Notes section allows you to record information on your clients. Whereas Interactions provide a way of keeping a formal record of information regarding time spent with the client, assistance requested and type of interaction, the Notes section is designed to keep information on the client that might not be specifically tied to any interaction. Your organization may choose to record client overview/summary notes in the Notes section and only information specific to actual interactions in the Interactions section. Or, you might choose to record both Notes and Interactions under Interactions. Regardless of your choice it is essential you make a policy decision within your organization to ensure all information is recorded consistently. To add a note, click Add Note. You can cut and paste or type in new information.



Delete a Client


 has a drop down menu. Select Delete Client to delete. You cannot undo Delete Client.


Merge a Client


To merge a client, select Merge Client from the Options dropdown menu. The Merge Client Records screen will appear.

 


 The Merge Client function cannot be undone. Select the record into which you wish to merge the current client from the dropdown menu at the bottom and click Merge.

 
Tip: Always open the oldest client record first, then merge it into the newer client record.