Quickbase

Quickbase

QuickBase is an online database that helps business teams collect, manage, and share information. This tool allows the user to create tasks through a queue. QuickBase is used to create documents requested by Brokers, Account Executives, Affiliates, Realtors and Homeowners. Requests are entered through QuickBase, where a senior enrollment agent reviews and completes the requests. All requests will be completed within 24 hours. To expedite the request, notify the senior enrollment representative.

  

QuickBase Log-in Process

  1. Sign in to QuickBase
  2. Log in using your Cinch email and password

 

  1. Select QuickBase Type by Department
    Retention: Follow-Up Request
    Cinch Real Estate: Membership Services
     

 

Procedures

Notes
Select the appropriate tab below based on your skillset (Real Estate or Retention). 
Cinch Real Estate QuickBase Process
Retention QuickBase Process
Cinch Real Estate QuickBase Process

Request Types: 

  1. Member (Realtors, Brokers, Account Executives, Affiliates)
    • Realtors request items such as brochures, supplies, member set up, acquisition fees, and invoices.

  2. Homeowner
    • Requests from homeowners are typically for renewal invoices, balance due letters, multi-year enrollment set up, installment invoices, discounts, and transfer forms.

  3. System Use
    • Not currently used

Homeowner/Customer Request

  1.   From the home page, click the Add New Request button. 

  2.   From the Type field, select Customer Request from the drop-down




  1. From the Request: Customer field, select the appropriate request type. 

Member Request

  1. From the home page, click the Add New Request button. 

  2.   From the Type field, select Member Request from the drop-down

  1. From the Request: Member field, select the appropriate request type. 
  1. For each request type, complete the required fields (marked by an *). 
  1. Include all relevant details in the Comments field.
  2. Click Save & Close.
  3. Take note of the Request Record number.
  4. Document the account.
Idea
Best Practice: Include the Request Record number in your notes. 
Retention QuickBase Process
To maximize efficiency, QuickBase is used by "on phone" Associates to initiate follow-up requests for activities that will be completed by a member of the "off phone" team.


Process

Once you log into Quick Base and select Follow-Up Requests, follow the procedures below: 
  1. Click 'Add New Follow Up' 
  1. Click the down arrow in the 'Reason for Follow-Up field',
  2. Select the appropriate follow-up reason from the list.
  1. Complete the required fields (marked by an *)
  2. Provide additional/relevant details in the 'Comment' field.

  1. Take note of the 'Follow-Up Record #' 
  1. Document the account
Idea
Best Practice: Document the Follow-Record# in your notes

QuickBase Definitions

  1. Brochure: pamphlet listing details about the company and our products
    1. use this opportunity to promote Cinch's website
  2. Confirmation of Info updated: NOT IN USE
  3. Confirmation of payment taken/applied: Confirmation that payment was received. 
    1. THIS IS NOT AN INVOICE
  4. Confirmation of warranty canceled: proof that the warranty has been cancelled. 
  5. Confirmation of warranty enrolled: NOT IN USE
  6. Dec page for existing customers: used only for existing customers.
    1. use the 'COMMENT" field to request the TERMS & CONDITIONS be included. 
  7. Dec page for new customer: used for new enrollments where no payment has been received. 
    1. RARE: use only if the customer insists. 
  8. Do not solicit: NOT IN USE
  9. Fulfillment by FEDEX overnight: use as very LAST OPTION.
    DO NOT OFFER, MUST BE CUSTOMER REQUESTED.
    1. Select this request only when the caller is extremely irate and claims they have never received the fulfillment package, despite it being sent multiple times.
    2.  Be sure to enter detailed notes in the 'Comment' field explaining why this request is necessary.
  10. Manual Document
    1. $60 Less Invoice: NOT USED FOR CUSTOMER
    2. Application/Pending Order Confirmation: NOT IN USE
    3. Balance Due Notice: homeowner requests documentation for payment owed.
    4. Installment Invoice: used to generate an installment invoice to be sent (for renewals only). 
    5. Multiple Year Invoice: requests for more than year worth of coverage (new warranty holder). 
      1. enter the number of years in the 'Comment' field. 
    6. Paid receipt/Invoice: : available ODW, BCW, NHW. 
      1. NOT USED FOR SHW
    7. Renewal invoice: used to send renewal invoice. Includes the year and cost they have paid thus far.
  11. Notification of non-renewal (mobile past 10 years) (RARE): used for homeowners living in mobile homes that were built more than 10 years ago. 
    1. This notification informs them that renewal is not possible due to the age of the mobile home.
  12. Terms and Conditions: only for new customers.
  13. Transfer Form: used when an existing customer wants to transfer the remaining terms of their contract over to the buyer.
    1. there is a $25 fee to transfer; this must be advised before submitting this request. 



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