One review date per client — not one per policy
Most clients don't have just one policy. They take life cover in March, add health cover in August, then KiwiSaver later. If every policy had its own review date, you'd be chasing the same family three times a year — and so would they.
So every client gets one review date — set 12 months after their first policy starts, and every 12 months from then on. It covers everything in a single yearly conversation — all their insurance and their KiwiSaver together. The reminders start going out about a month before the date, so the review is booked before it arrives. After each review, the date rolls forward a year by itself.
Policies join at different times — the review stays one conversation, once a year.
Each policy still keeps its own dates. Every policy already has its own record in your account — start date, issue date and next anniversary — on the client's Policies tab. Those are there whenever you need them. The review is what happens once per client, per year.
You won't need to find these clients.
They'll come to you.
About a month before a client's review date, the system starts working on its own:
-
Day 1
WhatsApp message
"Time for your yearly review" — with a booking link. In Spanish or English, whichever the client prefers.
-
Day 3 · if no booking
Text message
A short nudge with the same booking link.
-
Day 6 · if no booking
Email
Hector's warm yearly-review email — and he approves it with one tap before it goes. Nothing is ever sent in his name without him seeing it first.
-
Day 9 · if still no booking
A task pops up for Hector
"Call this client" — with everything he needs on one screen.
Fixed for good: every year gets its own card
You mentioned that when you update opportunity values from past years, everything piles up together and you can't tell current business from old business. That happens because the same opportunity card is being reused year after year.
The fix is a separate Reviews pipeline. Every year, each client's review becomes a brand-new card with its own date and its own value. Old years stay in old cards. New sales stay in the sales pipeline.
2024 + 2025 + 2026 values all stacked in one card. Which year earned what? Impossible to tell.
One fresh card per year. This year's numbers are this year's numbers.
Which means:
- Monthly and yearly figures at a glance — nothing from past years mixed in
- One look at the pipeline shows who's due, contacted, booked, or completed
- A clean yearly record per client — exactly what good advice practice asks for
One form. Everything lands in your CRM by itself.
We're also building you a detailed financial profile form. A client fills it in once — their details, family, work, income, KiwiSaver, and any insurance they already have.
The client fills in one form
On their phone, before the meeting or together with Hector. About 15 minutes.
Everything files itself
The client record, their partner, their kids, their policies, their KiwiSaver — all created and linked in your CRM. No retyping. No duplicates.
Every yearly review, it's used again
And the system automatically shows what's changed since last year — the conversation starts with the answers already on the table.
- NEWBaby girl arrived Feb 2026 — children's cover conversation
- ▲Income $78,000 → $87,500 — cover levels may need updating
- ▲KiwiSaver $52,180 → $58,420 since last review
- NEWTook out health cover elsewhere — worth reviewing together
Why has it taken a while?
Because it's much more than a form. Behind it sits the whole filing system — clients, families, policies, KiwiSaver accounts, and a year-by-year history for every client. And we test everything thoroughly on a separate testing account before it goes anywhere near your live client data. Careful first, fast after — once it's proven, it's yours.
Signed once on their phone — including ACC
When Hector needs information from a client's existing insurer, their KiwiSaver provider, or ACC, the client has to give written permission. Today that means chasing paperwork. Soon it works like this:
- The client gets a text and an email with the authority document
- It's already filled in with their details from the profile form — nothing to type
- Couples sign the same document — it completes when both have signed
- For ACC it's the official ACC form — the client just signs, and ACC grants access in about two working days
Signed once. Works everywhere. No printing, no scanning, no chasing.
Done, being built, and coming next
Already in your account
- Policy records with all dates — start, issue, anniversary — on every client
- Claims pipeline — every claim tracked from open to payout
- Your two calendars — Initial Meeting and Insurance Review
Being built & tested now
- The Reviews pipeline and automatic review reminders
- The client profile form — working, in final testing
- The one-signature authority, including the ACC form — built, in final testing
Coming after that
- A summary page for each client — their full picture in one view
- A yearly review pack — a tidy document for each review meeting