Consent and client communications

The rules Tallify applies before a client hears from the practice: the consent flag, approval of every message, withdrawing consent, and the FAIS position.

The rules

1. Fund notices, birthday and review reminders, welcome and underwriting notes and market updates are drafted for a client only if the client's consent flag is on. Skips are logged with the reason.
2. A reply to an email the client sent is drafted whatever the consent flag says, because the client wrote first.
3. Every drafted communication waits under Approvals until a named person approves it, unless the practice has listed that kind under Messages sent without approval (none by default). See Approvals queue.
4. The practice's templated emails (the fact-find pack, the review sheet, the client's copy of the signed letter, the receipt for a returned fact find or document, the welcome email, the request to sign advice, the client's picture) wait under Review email approvals until a named person approves them; the wording can be edited first. The only emails that go at once are the one-time code for signing advice and an email a person writes and sends themselves.
5. Consent is checked when a communication is drafted and again when it is approved: a message for a client whose consent flag is now off is not sent.
6. Communications are factual and administrative: fund movements, confirmations, reminders, replies to the client's own questions. Advice is given by the adviser, in a signed Record of Advice, not by email.
7. The exact text sent, the approver and the time are kept in the communications log.

Withdrawing consent

Turn the client's consent flag off. From then on no further notices or reminders are drafted for them, and anything already waiting for that client is refused when someone approves it. Reject those items to clear them.

FAIS

The FAIS representative remains the person giving advice and signing the record. Tallify's role is building, drafting and monitoring, and the audit trail shows that a person made every decision.