Visit a client
Meeting with sensitive documents
John is a client relation manager in an external broker company.working with different Banks and Insurrance companies
He visits many client in a foreign country, taking the plane and crossing borders.
Most of the documents are confidential, even some of them are “cross border” sensitive, (but authorized in the meeting place).
Plan...
... and organize the trip
John sends a meeting request to his various clients he wants to meet.
He creates the meeting request event for each client,
- set date and time
- invite the client
For the 2nd client and the others he clones the event, change the time and the invitee, send the invitation
Upon response of the clients he can organize the trip in minimizing the travel time in swapping meetings
Invite...
... and manage invitees
The clients respond to the meeting. John and his assistant (as organizor) can book the meeting.
Each meeting event is created in Client’s ChatCal app in their chosen devices that will participates in the meeting. The client can modify the proposed agenda and add comment.
As a client raises a question about Tax, John invites a Tax Advisor to participate remotely in this event, with a passive role (the advisor can’t access to the event content). John manage the sent invitation, and can recall if necessary.
Upon acceptation of the Tax Advisor, the event is created into Advisor’s chosen devices.
Participating devices are:
- John’s office PC.
- Assistant’s office PC
- Advisor office PC
- Clients’ chosen devices
Prepare
Travel and hotel event
His assistant books the hotel and the flights in creating a travel event. All information related to the travel, including expenses, are ready for accounting reports
Waiting to travel, John continue to prepare all the event meeting
- review progressively all the points of the agenda
- attach all related document,
- a corporate folder gathers the “pending documents” for each client, Some of these documents are “cross border” and have a mobile rights according to the geographic GPS information
John select these documents and decides to share these documents only at the “ready” life cycle of the event.
The day before traveling, John attaches the latest client reports.
Travelling lights
Before to leave the office, John selects all the events related to his travel:
- change his participating devices: he selects his smartphone as participating device and withdraw his office desktop.
- takes also his lap top computer with (the lap top is not declared yet as a participating device)
Arriving at the airport, the mobile device detects the”hazardous” place. Mobile rights take care of the behavior of all the event and their content: ChatCal erase all privacy names, places, deletes securely all sensitive documents (especially the corporate documents and cross-border ones) in John’s devices.
John travels light, nothing compromising the privacy of his clients in his mobile device if customs officer ask to examine it. In the plane he can work offline on certain events of his business travel
When John will be in a safe place and declare it to his smartphone. ChatCal resynch his smartphone and reload the previously deleted information.
Ready
Resynch events and update with latest information
John rents a car and drives to the hotel, a secure place.
Get ready
In the hotel, a secure place, John selects all the events related to his travel:
- change their life cycle to “ready”. All documents to be shared at the “ready” life cycle are automatically attached to each events, including the “cross border” ones. Some prepared documents contributions. Newly attched documents are notified to each client.
- change his participating devices: he adds his lap top computer as participating devices, The laptop will synchronize asap or at least at client premises.
It’s time to visit the client.
Driving and …
While driving, John:
- Don’t get lost: displays ChatCal map view and its embeded “Street View” not to gat lost.
- Warning message: If he is late he can send in few clicks a polite and meaningful message to his client.
Listen the event dossier: the “Ask ChatCal” offers a “text to speech” features useful for listening event metadata, participants, notes and remarks
Few minutes before each planned meeting, an alarm reminds each participant. If John is late for a meeting, he can delay it for few minutes, all participants receive a warning in the news view.
Active...
... and run the meeting
John arrives at the meeting location, his laptop detects the local Wifi and synchronizes silently. He sets the ChatCal meeting as “active”, consequently notifying all participants that the meeting begins
Upon request the client, the assistant and the Tax advisor can discuss and contribute remotely with documents and approvals
- As a first point, the client and John review the Hold Mail document. The client gives his approval (and eventual comments).
- As 2nd point, John presents the wealth report and shows some downloaded dynamics charts. They decide to limit some investment risk
- As 3rd point, John invites the Tax Advisor to join effectively the meeting in changing his role as “contributor”, now the Tax Advisor can answer to the raised tax question and contributes with documents and comments. When the point is over John thanks the Tax Advisor and changes his role to “outcomes receiver”. For privacy reason the Tax Advisor participates in this point only.
- As an unattended point, the client asks John to establish a “power of attorney”. John’s assistant contributes with specific form, and as organizer invites a compliance officer to participate in the meeting
- as owner of the meeting, John:
- receives the PoA form (this mobile document is “cross border”, valid in the current country and “exportable”)
- fills the form with the client
- prints it
- the client signs it
- takes a picture of the signed document that John certifies as witness. The signed document is immediately and automatically synchronized with the Compliance department of the Bank for approval and transaction
- John receives a notice from Compliance department that the signed document is valid and will enter in force in few minutes as a provisional measure waiting for the reception the handwritten signed Power of Attorney document, the Compliance officer sets to him a reminder
- The signed paper-based document will be sent by post and checked against the one recorded within ChatCal,
- Finally, John agree with his client on a draft action plan and closes the meeting before to say bye.
Close....
... and debrief
John continue his visits to the other clients
At the end of day returning to his hotel, John debriefs each meeting, His assistant gets automatically the various documents if needed to finalize them, to launch processes with the banks and insurrance partners (if not done during the meeting)
Meeting debrief
John prepares the various action tasks in creating new ChatCal chained sub-events as child of this meeting.
- A task is sent to the Bank portfolio manager to elaborate and propose a hedging strategy to limit the investment risk
- A task is sent to the Tax Advisor to take agreed action.
After reviewing the minutes, prepared with his assistant. In ChatCal John posts to each client the minutes along with each action plan.
The minutes can be enriched to be a separate visit report and subject to company approval (manager, risk, compliance, legal…)
For instance, as John is an external broker for Banks and Insurrance companies, each one receive the extract of minutes that concerns their companies.
John can also take personal notes that won’t be shared with anyone.
When finished, John terminates the meeting
Terminate
Minutes and action plan has been sent.
the termination lifcycle is meant to collewct ultimate comments, question and accptance on the minutes, action plan and assigned tasks.
Without any comments for a limited time the event is automatically archived.
Archived
The event is over.
ChatCal deletes the meeting container (and all related information) from all devices of all participants.
The meeting’s information is safely recorded in BlueSafe record management as specified in the legal File Plan, and still accessible in a read only mode to its participants. All documents, information and comments are saved in the same folder event. Audit can replay John’s visits, eventually for their concerned part..
John will travel light back again; all the event has been securely deleted in his mobile devices
Administrative tasks
Expenses and business reports
Back to the hotel, John prepares the related administrative tasks as
- his time sheet
- the expenses report to be charged to the various banks and insurances.
- the business report that can be as easy as to give an read role to his manager to the evnets and to administrative reports
ChatCal helps with
- The day time sheet, ChatCals record in the map view the travel time, the mileage between visits…
- the internal event timesheet: during the meeting Chatcal records the time spent within the client as well as the time spent for each point of the agenda.
- The photos of receipts of lunch, taxi to be charged to broker and partners
Follow-up
The assigned tasks and events
As outcomes of the meetings, John assigned some tasks.
John (and each invited client if authorized) and can follow up and participate to the action tasks issued from this meeting.
During the entire life cycles of the meeting, all the information, contributions comments are automatically synchronized with the participating devices (according to the roles given to the participants) and BlueSafe