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Clients, Plans, and Contacts are linked through the hierarchy of data within PensionPro. First, a Client must be created, then a Plan(s) is attached to the Client. Any Contacts associated with the Plan are attached on the Plan level, although a Contact can be created without attaching it to a Plan. This article explains the process of adding a Client, Plan, and/or Contact in PensionPro.

Tier Availability: Track, Core, Essential, Premium, Team, Business

Security Rights Required: Add/Edit Client, Add/Edit Plan, Add/Edit Contact

  Note:  Some items may not be available in all tiers.

Menu:

• Adding a Client
• Adding a Plan
• Adding a Contact
• Frequently Asked Questions

Adding a Client 

Security Rights Required: Add/Edit Client

1. From the Applications Menu click on Data > Clients > Add a Client.
2. The Add Client slider will appear. Complete the fields on the slider menu.
   • Company, Location, and Status are required fields.
   • If the appropriate Status or Category are not listed, they can be added as a list value.
   • In the Company Link field, type the first few letters of the company name. If the company name record already exists in PensionPro, the name matching the text entered will appear in a dropdown that the user can click to select.
     • If the company does not exist, click on the Add button (green + button) to the right of the Company Link field and type the company name. The new company name will be created along with the Client.
3. Use the dropdown on the Save button to select Save and Open. This will create the Client and open to the Client Details screen for that record.

Adding Client Details

1. The information contained on the Client Home tab can be added or edited by clicking on the Edit button and completing the information in the Edit Client slider menu.
2. An Address can be added by clicking on the Address tab, clicking on the Add button, and completing the information on the Add Client Address slider menu. Address 1, City, State, Zip Code, and an Address Type are all required fields. If the appropriate Address Type is not listed, it can be added as a list value.
3. A Number can be added by clicking on the Numbers tab, clicking on the Add button and completing the information on the Add Numbers slider menu. Number and Number Type are required fields. If the appropriate Number Type is not listed, it can be added as a list value.
4. Employer Data, such as EIN, Fiscal Year End, Entity type, Payroll information, and Company Ownership information, can be added by clicking on the Employer Data tab, clicking on the Add button, and completing the information on the Add Company Information slider menu.
   • The information contained in Employer Data is annual information that will be carried forward each year. These fields will be visible on PlanSponsorLink for clients to review and confirm during the annual data collection process.
   • All required fields are displayed at the bottom of the slider.
   • If the appropriate Entity or Payroll Frequency are not listed, they can be added as a list value.
   • To add Principals, Family members, and Other Businesses owned, the user must complete the Add Company Information slider, save, then double-click on the appropriate period. There will be tabs for Principals, Family, and Other Businesses, where this information can be added. Please note that these tabs are not included on the Track tier.
5. A Plan can be created and linked to the Client by clicking on the Plan tab, clicking on the Add button, and completing the information on the Add Plan slider menu. The user must have the Add/Edit Plan right to do this. Required fields are displayed at the bottom of the slider. If the appropriate Plan Type or Admin Type are not listed, they can be added as a list value.
6. The Interactions tab will populate with a copy of any blast emails sent to the Client. Click here for additional information on Interactions. Please note that this feature is not included in the Track Tier.
7. A Note can be added by clicking on the Notes tab, clicking on the add button, and completing the information on the Add Note slider menu.

Terminating a Client

Users can terminate a client. Doing so will remove the client from any search results unless the "Show Terminated Clients" checkbox is checked.

1. From the Client Details > Home tab, click the Edit button.
2. Change the Status to "Terminated"
3. Click Save.

Adding a Plan 

Security Rights Required: Add/Edit Plan

1. From the Applications Menu click on Data > Clients > Add a Plan.
2. The Add Plan slider will appear. Complete the fields on the slider menu.
   • In the Client Name field, type the first few letters of the client’s name and select the appropriate name from the dropdown menu that will appear. If the Client does not exist, it must be created before the Plan can be added.
   • Required fields are displayed at the bottom of the slider.
   • If the appropriate Plan Type or Admin Type are not listed, they can be added as a list value.
3. Use the dropdown on the Save button to select Save and Open. This will create the Plan and open Plan Details.

Adding Plan Details

1. In the Home tab of Plan Details, the user can access the General, Defined Benefit, Daily Valuation, Health & Welfare, Specifications, Investments, Services Provided, Fees, Project Fields, and Plan Cycles tabs. Please note these tabs are displayed based on the user's tier.
   • The user can add/edit the information found in each of the tabs by clicking on either the Add button or the Edit button and completing the information in the slider menu. The Project Fields tab reflects the answers recorded for a Task Item that was marked Show on Plan Summary in the Project Template.
2. To add an Employee Role, click on the People > Roles sub-tab, click on the Add button, and complete the information on the Add Employee Role slider menu. Employee Plan Role and Employee Name are required fields. If the appropriate Employee Plan Role is not listed, it can be added as a list value.
3. To add a Plan Contact Role, click on the People > Contact sub-tab, click on the Add button, and complete the information on the Add Plan Contact Role slider menu. To enter a contact start typing and then select from the list that appears. Contact and Plan Contact Role are both required fields. If the appropriate Plan Contact Role is not listed, it can be added as a list value.
4. To add PlanSponsorLink security rights (if applicable) to a Plan Contact Role, highlight the individual in the Plan Contact Role grid and then click on the lock button on the right. Here the user can add or delete rights for PlanSponsorLink.
5. A Project can be launched by clicking on the Workflow tab, clicking on the add button, and completing the Add Project slider menu. Project Type and Project Template are both required fields. Click here to learn more about creating and launching Projects. Please note that projects are only included on the Essential, Premium, and Business tiers.
6. A To-Do can be added by clicking on the To-Dos tab, clicking on the add button, and completing the information on the Add To-Do slider menu. Title (Name) is a required field. Clicking Save and Open will allow the user to add any comments to the To-Do. Click here for further information on To-Dos. Please note, To-Dos are not included in the Track tier.
7. Storing and uploading files to PensionPro and PlanSponsorLink can be done by clicking on the Files tab. To add a file, choose from the file type found on the left of the screen. Available types are Legal Plan Files, Administrative Forms, and Fiduciary Files. After the file type is chosen, click on the Add button and complete the information in the slider menu. File and File Type are required fields. If the appropriate File Type is not listed, it can be added as a list value. Please note, this features is not included in the Track tier.
8. The Interactions tab will populate with a copy of any blast emails associated with a Plan. An Interaction can also be created by clicking on the Add button and completing the information on the Add Interaction slider menu.  Type and Title are required fields. If the appropriate Type is not listed, it can be added as a list value.  Click here for additional information on Interactions. Please note, Interactions are not included in the Track tier.
9. A Note can be added by clicking on the Notes tab, clicking on the Add button, and completing the information on the Add Note slider menu.

Deactivate a Plan

Users can deactivate a plan in PensionPro. Doing so will remove the plan from any search results unless the "Show Deactivated Plans" checkbox is checked. In order to deactivate a plan, any launched projects or data collections must be completed.

1. From the Plan Details > Home tab, click the Edit button.
2. Update the Status for the plan.
3. Add a date for the Terminated On field.
4. Select an applicable Terminated Reason if desired.
5. Check the box for Deactivate for All Activity. 
6. Click Save.

Adding a Contact 

Security Rights Required: Add/Edit Contact

1. From the Applications Menu click on Data > Clients > Add a Contact.
2. The Add Contact slider will appear. Complete the fields on the Add Contact slider menu.
   • Required fields are included at the bottom of the slider.
   • If the appropriate Prefix, Suffix, Profession, or Communication Lists are not listed, they can be added as a list value.
   • In the Company field, type the first few letters of the contact’s company and select the appropriate company name from the dropdown menu that will appear. The company name will not save to the Contact if it is not selected from the dropdown that appears.
     • If the company does not exist, click on the Add button to the right of the Company field and type the company name. The new company will be created along with the contact.
3. Use the dropdown on the Save button to select Save and Open. This will create the Contact and open Contact Details.

Adding Contact Details

1. In the Home tab of Contact Details, the user can access the General, Relationship, Contact Types, Sales, and Communication Lists tabs. Please note these tabs are displayed based on the user's tier.
   • The user can add or edit the information found in the General, Relationship, Contact Types, and Sales tabs by clicking on the Edit button and completing the information in the slider menu. In the Communication Lists tab, the user can add or delete the Contact to or from a list by clicking on either the Add button or the Delete button.
2. An Address can be added by clicking on the Address tab, clicking on the Add button, and completing the information on the Add Contact Address slider menu. Address 1, City, State, Zip Code, and Address Type are all required fields. If the appropriate Address Type is not listed, it can be added as a list value.
3. A Number can be added by clicking on the Numbers tab, clicking on the Add button and completing the information on the Add Numbers slider menu. Number and Number Type are required fields. If the appropriate Number Type is not listed, it can be added as a list value.
4. The Activity tab will show any Plans with whom the Contact is associated.
5. A To-Do can be added by clicking on the To-Dos tab, clicking on the Add button, and completing the information on the Add To-Do slider menu. Title (Name) is a required field. Clicking Save and Open will allow the user to add comments to the To-Do. Click here for additional information on To-Dos. Please note, To-Dos are not included in the Track tier.
6. The Interactions tab will populate with a copy of any blast emails sent to the contact. An Interaction can also be created by clicking on the Add button and completing the information on the Add Interaction slider menu. Type and Title are required fields. If the appropriate Type is not listed, it can be added as a list value. Click here for additional information on Interactions. Please note, Interactions are not included in the Track tier.
7. A Note can be added by clicking on the Notes tab, clicking on the Add button, and completing the information on the Add Note slider menu.

Frequently Asked Questions

• Where can I change the value for Payroll Provider on Client Details? The Payroll Provider field found on the Client Details > Home tab actually pulls from the latest Employer Data record on the Client Details screen. To update the Payroll Provider, click on the Employer Data Tab. Click once on the latest Employer Data record period to highlight it and click the Edit button. Enter the new Payroll Provider name in the Payroll Provider field and click Save.
• Why can't I add an Interaction to a Client? Users cannot add, edit or link an interaction to a client. The client’s interaction tab is merely a list of all interactions for all linked plans, contacts, etc. for that client.

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