Learn how to navigate Practice Management and Servicing Dashboard
This dashboard centralizes your request tickets, helping you track progress, identify bottlenecks, and ensure nothing falls through the cracks.
Upon entering the Practice Management and Servicing dashboard in Hubspot, you will be presented with the following page:
Each chart will help you track all of your tickets in one place with real-time updates on status and progress. Quickly identify bottlenecks, actionable tasks, and next steps to ensure nothing gets missed. The dashboard includes 10 informative charts, organized into two distinct categories, which are:
Account Opening Progress:
- New Accounts - Sent to Client and Not Yet Signed
- New Accounts - Paperwork is signed but account is not open
- New Accounts - Applications with no meeting booked
- New Accounts - Applications with upcoming meetings
- New Accounts - Completed Meeting but package has not been sent
- Transfers - Not Yet Initiated
- Transfers - Initiated and Outstanding
Client Servicing Requests
- Money Movement - Outstanding Service Tickets
- Account Administration - Outstanding Service Tickets
- Family Office Service - Outstanding Service Tickets
Let's go through each one!
Account Opening Progress
The following seven charts track the progress of new account openings, ensuring a seamless onboarding experience for clients. This section highlights key stages of the account opening process, from unsigned packages to meetings follow ups.
New Accounts - Sent to Client and Not Yet Signed
This report monitors the progress of client onboarding by providing detailed metrics that offer insights into the account opening process. It specifically highlights packages that have been sent to clients but remain unsigned, categorizing them based on the time elapsed since they were sent: 0-3 days ago, 4-7 days ago, and 8+ days ago. This structure facilitates timely follow-ups, ensuring that the account opening process continues to advance smoothly.
New Accounts - Paperwork is signed but account is not open
This report monitors an essential phase of the client onboarding journey, specifically focusing on instances where clients have signed the necessary paperwork, yet their accounts remain unopened. It categorizes these packages based on the time elapsed since signing: 0-3 days, 4-7 days, and 8+ days. By analyzing these metrics, you can effectively track client progress, maintain transparency, and prioritize tasks that require immediate attention.
New Accounts - Applications with no meeting booked
This report provides a count of unique tickets that are either in the "Initial Compliance Review" or "Initial Draft" stages within a specific pipeline. It highlights tickets that have been recently modified, offering insights into the current workload and progress in these early stages. This can help prioritize tasks and ensure timely follow-ups on tickets that require immediate attention.
New Accounts - Applications with upcoming meetings
This report provides an overview of completed "Transition Meeting" activities associated with tickets in the "New Account Applications" pipeline. It highlights tickets with a "Draft" action item and includes meetings that ended more than zero days ago. This information can help you track the progress of specific meetings and identify any outstanding tasks related to these tickets.
New Accounts - Completed Meeting but package has not been sent
This report provides an overview of completed "Transition Meeting" activities associated with tickets in the "New Accounts Applications" pipeline. It highlights tickets with a "Draft" action item and includes meetings that ended more than zero days ago. This information can help you track the progress of specific meetings and identify any outstanding tasks related to these tickets.
Transfers - Not yet Initiated
This report provides an overview of tickets related to the "Initiate a transfer" request type that are currently in the "Pending Action" stage. It categorizes these tickets based on how recently they were submitted, helping you identify which tickets might require immediate attention. By understanding the distribution of tickets submitted within the last 0-3 days, 4-7 days, and 8+ days, you can prioritize follow-up actions effectively.
Transfers - Initiated and Outstanding
This report provides an overview of the number of distinct tickets related to the "Initiate a transfer" request type, categorized by how recently they were initiated. It highlights tickets in the "Initiated 0-3 days ago," "Initiated 4-7 days ago," "Initiated 8-14 days ago," and "Initiated Over 15 days ago" timeframes, specifically within a certain pipeline stage. This information can help you assess the volume and recency of transfer requests, enabling better resource allocation and prioritization of tasks.
Client Servicing Requests
The following three charts will help you monitor the status of outstanding servicing tickets. This section is crucial for maintaining an efficient workflow, as it provides a clear overview of all pending requests that require attention. By keeping a close eye on these metrics, you can uphold a high standard of service and maintain strong relationships with your clients.
Money Movement - Outstanding Service Tickets
This report offers a comprehensive overview of the statuses of tickets within a designated pipeline, enabling you to monitor activities such as Model Changes, Adding Funds, Withdrawals, Transfer Outs, and Plans. Additionally, it provides insights into the number of outstanding tickets in each pipeline, which can range from 0 to 2000, allowing for effective tracking and management of pending requests.
Account Administration - Outstanding Service Tickets
This report provides a detailed overview of ticket statuses within a specific pipeline, allowing you to track various activities such as password resets to Home Buyer's Plan and more. It enables you to monitor the volume of each type of ticket and highlights the number of unique tickets currently categorized as "With Portfolio Manager," "With Back Office," "Transmitted," or "Pending Confirmation," while excluding those marked as "Completed," "Rejected," or "Cancelled."
Family Office Service - Outstanding Service Tickets
This report offers a comprehensive view of Will Preparation tickets, detailing the number of tickets that are currently "In Process" or "Pending Review." By monitoring these metrics, you can easily identify which tickets require immediate attention and understand their current status within the workflow. This enables you to stay informed and effectively communicate with your clients about the progress of their requests.
