Every employee can register a request from the start screen (Home) via the Pipeline cube which starts with the creation of a new contact. As an administrator, employee, or CLM employee you can also do this; you can also further follow up and manage the Pipeline requests via the BO panel (left).
It is important that you register sufficient information about this person (all fields that are mandatory); this is necessary to be able to identify this person in the future and to find them easily.
Contact creation is the first step in the entire process.
Tip: it may be necessary to explain to the person why you are requesting and need this information now. Good quality service and a smooth flow of useful information within the organization are crucial!
You start from BO Pipeline/ Requests > Add requests
Step 1: Does this person already exist?
As a first step, look up whether this person already exists in your organization: enter a few letters of the first name or last name in the search field. Cubigo will give you a list of corresponding results and shows the specific contact information for each of the corresponding results: name, type of account in Cubigo, e-mail, place of residence. You can thus select exactly who you are looking for.
If multiple results are available, click open the list at the bottom ( + x Results) and select the correct person by clicking on the name.
Does the person not exist yet, click on 'New user' to create a new user.
Step 2: I have not found the person (profile does not yet exist), so I create a new contact
You start from the result list with matching results and click on '+ x Results' or 'Create new user'.
Step 3: You interrogate and choose whether the person makes a request for himself or for someone else
This is a crucial choice! You choose the right option by clicking one of the options and choosing' Continue'.
Option 1: the person has a request for himself, this person is the prospect (future customer) and also the decision-maker
Option 2: the person has a request for someone else, this person is the contact person within the organization and also the decision-maker. You then create 2 profiles: 1 profile for the contact person and a profile for the prospect.
Step 4: you now fill in all the mandatory contact information for the contact and/or the prospect
Colored fields marked with a * are mandatory (also to be able to find this person uniquely within your organization later on).
You must enter an e-mail address or telephone number (not both).
Select the correct language for this person.
Select the right role for this person: the person you are talking to can be a health care provider (general practitioner, hospital, ...) or a service provider.
- Use the Tab key to easily navigate from one field to another
- Switch the first name/last name via the button in between these fields
Step 5: Identify who will be the internal relationship manager for this client
The relationship manager is the person within your organization who will take care of this customer across all services. He/she will ensure that all requests for this person are properly followed up and the customer will experience excellent customer satisfaction.
Your name as intaker will be pre-populated here. Click on 'Delete' to designate another colleague as the contact person.
Don't know who to choose? You can use the search function to find the right colleague as a contact person within your organization. Search for a name or for the combination of service and region. For example: Home Nursing Antwerp
You can choose from the corresponding results that are shown and indicate the correct contact person.
Once all mandatory fields for the contact person are filled in, specify the relationship between the contact person and the prospect (future customer)
Next, find out if the prospect (future customer) is already known in your organization by using his/her name.
If not yet known, also fill in all mandatory fields for the prospect (future customer).
You have now registered all the contact information (see a green indicator for step 1); you can proceed with information regarding the request for a stay, service, or product. These persons will now also be found by your colleagues from another department, region, or residence.
In case you did not initially register a contact person with the request, you can add one later.
Click on Assign to then either 1/ assign a known person as contact person to this request; or 2/ create a new contact profile for this request.
Use the search function to retrieve existing profiles by first name, last name or name of the (professional) organization.