CRM designed for financial services professionals with contact management, calendar and activity tracking, document management, compliance support, and reporting tools. Includes policy management, commission tracking, and integration with industry-specific applications.
Specialized CRM platforms designed for wealth managers to track client interactions, manage relationships, document client goals, and track progress against financial plans. These systems often include compliance features and integration with portfolio management tools.
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Contact Information Storage Store and manage comprehensive client contact details including address, phone number, and email. |
SmartOffice is described as a CRM for financial services, and comprehensive contact management is a core advertised capability. | |
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Document Management Ability to upload, categorize, and retrieve client-related documents (KYC, agreements, etc.). |
SmartOffice highlights document management prominently, including uploading, storing, and retrieving client documents. | |
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Custom Data Fields Add and configure custom fields for unique client data relevant to advisory practices. |
Custom fields for client records are a common feature in SmartOffice’s specifications and user configuration documentation. | |
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Data Validation Automated checks to ensure accuracy and completeness of client data. |
Automated data validation is listed among SmartOffice’s capabilities to ensure data accuracy and integrity. | |
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Client Segmentation Tag and segment clients based on demographic, behavioral, or portfolio criteria. |
SmartOffice enables client segmentation and tagging based on various criteria as seen on its marketing site. | |
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Bulk Data Import/Export Import/export client data in bulk with standardized formats (e.g., CSV). |
Bulk data import/export capabilities (CSV, Excel) are described in support and integration documentation. | |
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Data Encryption Secure encryption of client data both at rest and in transit. |
Ebix documentation emphasizes secure data encryption both at rest and in transit in SmartOffice solutions. | |
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Duplicate Detection Automatic identification and handling of duplicate client records. |
SmartOffice documentation and support forums reference duplicate checks and merge tools. | |
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Timestamped Records Automatic recording of when client data is added or modified. |
SmartOffice maintains timestamped audit logs and change tracking for records. | |
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Record Capacity The maximum number of client records the CRM can manage efficiently. |
No information available | |
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Data Retention Policies Customizable rules for data retention and deletion based on regulations. |
Custom data retention rules, especially for compliance-driven wealth firms, are described in SmartOffice’s compliance documentation. | |
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Data Backup Frequency How often client data is backed up. |
No information available |
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Audit Trail Maintain a timestamped log of system and user actions for all client records. |
Audit trail is mentioned for compliance and user activity monitoring in security features. | |
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Role-based Access Control Granular user permissions based on staff roles to restrict sensitive information access. |
Role-based access is a SmartOffice user management standard for financial compliance. | |
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Two-Factor Authentication System supports 2FA for user login to enhance security. |
SmartOffice supports two-factor authentication as part of security options. | |
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GDPR/CCPA Compliance Features to support compliance with global data privacy regulations. |
SmartOffice provides features to assist with GDPR/CCPA compliance, as indicated in the product’s compliance documentation. | |
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Automated Regulatory Reports Automated generation of regulatory compliance reports. |
Automated regulatory report generation is part of SmartOffice’s compliance support. | |
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KYC/AML Integration Built-in or integrated tools for Know Your Customer (KYC) and Anti-Money Laundering (AML). |
KYC/AML integrations are frequently mentioned as SmartOffice partners with various compliance solution providers. | |
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Access Log Retention Length of time access logs are stored. |
No information available | |
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Encryption Standards Implementation of industry-standard encryption (e.g., AES-256). |
Industry standard encryption (AES-256) is indicated in security spec sheets for SmartOffice. | |
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Data Masking Sensitive information is masked from non-authorized users. |
No information available | |
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User Session Timeout Automatic logout after a period of inactivity. |
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IP Whitelisting Restrict platform access to specified IP addresses. |
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Automated Task Assignment Automatically assign tasks to appropriate team members based on workflow rules. |
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Task Templates Predefined templates for common processes (onboarding, reviews, etc.). |
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Reminders and Alerts Set and automate reminders/alerts for meetings, tasks, renewals, and deadlines. |
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Approval Workflows Built-in workflows for approval processes (e.g., compliance checks). |
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Calendar Integration Synch tasks and appointments with calendars (e.g., Outlook, Google). |
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Workflow Customization Users can define custom workflows suitable for specific advisory business processes. |
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Task Tracking Track task progress, completion, and assignment status in real-time. |
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Task Notification Methods Multiple notification channels supported (email, SMS, in-app). |
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Concurrent Task Capacity Maximum number of simultaneous tasks the system can manage efficiently. |
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Recurring Tasks Support for scheduling automatic recurring tasks. |
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Delegation Capabilities Ability to delegate tasks to other users, with notification and tracking. |
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Email Integration Send and receive client emails from within the CRM. |
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SMS Messaging Ability to send SMS notifications and messages to clients. |
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Call Logging Record call notes and attach to client records. |
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Meeting Scheduling Integrated tools to schedule meetings and send calendar invites. |
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Marketing Automation Create and automate personalized email and marketing campaigns. |
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Document E-signature Facilitate secure electronic document signing within the platform. |
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Engagement Analytics Track and report on all client interactions to analyze engagement. |
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Mass Communication Capacity Maximum number of contacts reachable in a single mass communication (e.g., newsletter). |
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Communication Archiving Retention and searchability of all historical communications. |
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Multi-Channel Support Support for omnichannel communications (email, phone, chat, etc.). |
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Communication Templates Pre-defined and customizable templates for rapid communication. |
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Customizable Dashboard Configurable dashboards that display key data and KPIs. |
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Report Builder Interactive tools to design, customize, and generate reports. |
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Pre-built Report Library Access to a repository of standard financial/advisory reports. |
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Visual Analytics Charts, graphs, and data visualization tools for insights. |
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Export Reports Export report data to PDF, Excel, CSV, etc. |
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Automated Report Scheduling Automatic generation and delivery of reports at set intervals. |
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Real-Time Data Updates Reports are refreshed with live data. |
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Drill-down Analysis Ability to drill down from summary to detailed views in reports. |
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Custom Metric Tracking Track and analyze key metrics unique to the advisory firm. |
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Report Retention Period How long generated reports are stored and accessible. |
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Portfolio Management System Integration Direct integration with third-party portfolio management tools. |
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Email/Calendar Integration Synchronize with major email and calendar providers. |
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APIs for Customization Robust APIs for custom integrations with internal or third-party tools. |
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Webhooks Support Support for webhooks to react to real-time data and events. |
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Data Import/Export APIs APIs for bulk data migration in/out of the CRM. |
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Zapier/IFTTT Integration Integration with automation services like Zapier or IFTTT. |
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Open Banking Integration Support for connecting transaction data via Open Banking APIs. |
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e-Signature Integration Pre-built integrations with digital signature platforms. |
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Integration Capacity Number of simultaneous third-party integrations supported. |
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Integration Setup Time Average setup time for connecting a new integration. |
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Digital Onboarding Workflow Step-by-step guided onboarding process for new clients. |
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Online Form Support Create, share, and process digital forms for profile completion and KYC. |
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Client Portal Access Secure online portal for clients to access portfolios, documents, and communication. |
Client Portal is a core part of SmartOffice, providing client-facing secure data, communication and document access. | |
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Real-Time Application Status Tracking Clients can view onboarding progress and outstanding items. |
Clients can track application status and outstanding tasks through SmartOffice client portal. | |
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Portal Customization Ability to brand and customize the client portal experience. |
Portal branding, colors, and firm-specific customization is shown in SmartOffice documentation. | |
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Client Self-Service Features Clients can update contact info, upload documents, and schedule meetings via portal. |
Clients can update contact info, upload forms, and schedule meetings directly through portal self-service features. | |
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E-signature Within Portal Clients can sign and submit required forms digitally through the portal. |
E-signature within the client portal is a highlighted feature. | |
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Portal Login Methods Supports multi-factor and/or social login to the portal. |
No information available | |
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Portal User Capacity Maximum number of concurrent client portal users. |
No information available | |
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Multilingual Support Portal available in multiple languages. |
No information available |
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Mobile App Availability Dedicated mobile apps for iOS and Android devices. |
No information available | |
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Responsive Web Design Access CRM via mobile browsers with adaptive layouts. |
SmartOffice is accessible via mobile browsers and offers a responsive interface. | |
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Push Notifications Send real-time push notifications to mobile devices. |
No information available | |
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Offline Access Some CRM functions are available without an internet connection. |
No information available | |
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Screen Reader Compatibility Platform supports screen readers and accessibility tools. |
No information available | |
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Mobile Feature Parity Extent to which mobile features match desktop features. |
No information available | |
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Device Support Number of device operating systems/browsers supported. |
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Accessibility Compliance Level Degree of adherence to accessibility standards (e.g., WCAG 2.1 level). |
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Gesture Support Supports touch, swipe, and gesture-based controls on mobile. |
No information available | |
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Mobile App Store Ratings Average user rating on major app stores. |
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Average Response Time Typical time for system to respond to user actions. |
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Uptime Guarantee Percentage of annual uptime guaranteed by SLA. |
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Concurrent User Support Number of users who can simultaneously interact with the system without performance loss. |
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Data Throughput Amount of data processed per second. |
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Database Scaling Support for scaling databases vertically or horizontally. |
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Performance Monitoring Tools Tools to monitor, alert, and diagnose performance issues. |
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Latency under Load System latency when processing maximum intended workload. |
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Geo-Distributed Hosting Option for geographically distributed server infrastructure. |
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Load Balancer Support Built-in load balancer or compatibility with external solutions. |
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Maximum Scalability Limit Estimated maximum users and records supported without significant redesign. |
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Drag-and-Drop Interface User interface supports intuitive drag-and-drop for organizing information. |
SmartOffice dashboard interface employs drag-and-drop for customization and task management. | |
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Custom Dashboard Widgets Users can create and configure their dashboard widgets. |
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White Labeling Custom branding for both internal and client-facing modules. |
SmartOffice offers white labeling for portal and dashboard to match firm branding. | |
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Training & Onboarding Resources Availability of guides, tutorials, and training sessions for users. |
Online tutorials, help centers, and onboarding assistance are widely described in SmartOffice support materials. | |
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Multiple Language Support User interface is available in several languages. |
No information available | |
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Accessibility Settings Adjustable settings for color contrast, text size, and other accessibility needs. |
No information available | |
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Theme Customization Choose or define custom color schemes and layouts. |
Theme and layout customization is part of the dashboard and portal options. | |
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Favorites & Shortcuts Users can create their own navigation shortcuts and favorite features. |
No information available | |
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User Feedback Mechanism Built-in channels for users to provide feedback or request improvements. |
SmartOffice includes a user feedback/request system as part of product support. | |
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User Training Time Average time required to train new users to proficiency. |
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24/7 Technical Support Access to technical support at all times. |
24/7 technical support is advertised as a key differentiator for Ebix services. | |
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Dedicated Account Manager Assignment of a specific support contact for each customer. |
Dedicated account managers are listed as a support option for enterprise and financial service customers. | |
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Knowledge Base Access Comprehensive, searchable documentation and FAQs. |
Comprehensive knowledge base and documentation are available to customers. | |
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Service Level Agreement (SLA) Guaranteed response and resolution times as per SLA. |
SLAs for response and resolution are part of Ebix SmartOffice’s enterprise contracts. | |
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Product Roadmap Visibility Customers can view future product development plans. |
Ebix provides product roadmap visibility and communicates updates with customers. | |
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Community Forum Peer-to-peer user community for advice and best practices. |
A peer-support community is referenced in support materials and web marketing. | |
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Onboarding Assistance Hands-on help during implementation and data migration. |
Onboarding assistance, both remote and on-site, is a SmartOffice service, per documentation. | |
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System Status Dashboard Real-time system health and incident reporting. |
System status dashboard is part of Ebix’s online support and status infrastructure. | |
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Multi-language Support Center Support assistance is available in different languages. |
No information available | |
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Average Support Response Time Typical time to first response from support. |
No information available |
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