Replies to client emails
How Tallify reads a client's email against their record, drafts a reply in the adviser's name for approval, proposes changes and raises office tasks.
When a client writes to the practice by email, Tallify logs the message on their file, reads it against their record and drafts a reply in the adviser's name. The reply waits under Approvals, Messages, until a named person approves it. Replies on WhatsApp are coming soon.
What starts a reply
An email from an address on the client register that reaches the practice's mailbox or the adviser's own connected mailbox. See Client email for how client mail reaches Tallify. A fact find or document a client sends is taken as such instead: it becomes an intake or a filed document, and they get a short thank-you.
What the email changes
Every client email is read against the record, de-identified. Each line it changes (an income, an expense, a debt, an asset, a figure such as the retirement age) is proposed in Changes, and the client's page asks "Which one?" with the record's value beside the email's. Nothing on the record changes until a person accepts it. A later email adds to or corrects an earlier one.
The drafted reply
The reply is drafted by Claude on de-identified content. The client's name, email address, ID number and phone number are removed from the message and the thread before anything is sent, and the facts the reply may state come from the register without identity. Names are put back on the practice's server.
The reply is factual and administrative, never advice: it acknowledges what the client asked, states what is on file, asks for a document or detail where one is needed, and says what happens next. Advice goes through a Record of Advice. A reply to a client's email is drafted whatever the client's consent setting, because the client wrote first.
Office tasks
A message that asks for a change the office must action (a beneficiary, banking or contact details, a cancellation, a contribution change, a withdrawal), asks for a document, or asks for anything else the office has to do becomes a row on Office tasks, due that day and linked to the message. A reply that promises to get something always has a task behind it; a plain thank-you raises nothing. The drafted reply then says the request is logged and what happens next, rather than saying it is done.
Approving
Under Approvals, Messages, the item shows as Reply to client, with Open thread, Reject and Approve & send. The thread page shows the client's messages and the draft, and the client's consent at the top. Edit the text, then choose Save edits, Approve & send or Reject. Mark done takes a dealt-with thread off the client's Communication tab; it stays in the Comms log.
How it is sent
Email goes from your own connected mailbox, otherwise from the practice's mailbox in your name with replies coming back to you, and keeps the client's own subject line. Every client email carries the practice's email signature: the logo, your name and title, phone and email, the practice's address and FSP number, and the banner and confidentiality note where the practice has them.
An email you write yourself on the client's card (Email) goes at once: pressing Send is its approval. The exact text sent, who approved it and when are kept in the Comms log. See also Consent and communications.