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Create Contact

Overview​

Creating a new contact in the banking system marks the beginning of a customer's relationship with your institution. This essential process captures all necessary customer information, establishes their profile in the system, and lays the foundation for opening accounts, processing transactions, and delivering personalized banking services.

What It Does​

The Create Contact feature enables bank staff to register new customers by collecting and storing their personal or business information in a comprehensive customer profile. The system captures identification details, contact information, addresses, and other essential data required for regulatory compliance and relationship management.

Business Value​

Establishing accurate customer records from the outset ensures smooth onboarding experiences and reduces future complications. Complete customer profiles enable better service delivery, support compliance with Know Your Customer (KYC) regulations, and provide the foundation for cross-selling opportunities and relationship growth.

Who Uses This Feature​

Customer Service Representatives use this feature during walk-in customer onboarding, capturing details as customers provide their information and documentation.

Relationship Managers create contact records for corporate clients and high-net-worth individuals, ensuring all relevant business or personal details are properly documented.

Branch Staff register new customers during account opening processes, ensuring all required information is collected before proceeding with account creation.

Back Office Teams may create customer records when processing applications received through mail, online channels, or third-party referrals.

Key Capabilities​

Comprehensive Data Capture​

The system collects all essential customer information in a structured format. Personal details include names, dates of birth, gender, and identification documents. Contact information encompasses phone numbers, email addresses, and physical addresses. The system accommodates both individual customers and corporate entities with appropriate fields for each customer type.

Regulatory Compliance​

Built-in fields ensure compliance with banking regulations and KYC requirements. The system mandates collection of identification information, captures necessary documentation references, and maintains audit trails of when customer records were created and by whom.

Unique Customer Identification​

Each customer receives a unique system-generated customer number upon creation. This identifier enables accurate tracking across all banking systems, prevents duplicate records, and facilitates efficient customer lookups during service delivery.

Branch Assignment​

Customers are assigned to a home branch during creation, establishing their primary relationship location. This assignment influences service delivery, reporting structures, and relationship management responsibilities.

How to Use​

Accessing the Create Contact Feature​

Bank staff access the customer creation feature through the main customer management section of the banking application. The interface presents a structured form with clearly labeled fields for capturing customer information.

Entering Customer Information​

Personal Details Section: Staff begin by entering the customer's full name, including first name, last name, and middle name if applicable. For corporate customers, the company name is entered in the appropriate fields. Date of birth is recorded for individual customers, while corporate customers have their registration date captured.

Contact Information: The system requires a valid email address and phone number. These contact methods enable communication with customers for service notifications, alerts, and marketing communications.

Address Details: Complete residential or business addresses are captured, including street address, city, state, and country. Accurate address information supports correspondence, compliance requirements, and geographic analysis.

Identification Information: Staff record the type of identification document provided (such as national ID, passport, or driver's license) along with the document number. This information is critical for identity verification and regulatory compliance.

Customer Classification: The customer type is selected based on whether the customer is an individual person or a corporate entity. This classification determines which additional information fields are required and influences available product offerings.

Verification and Submission​

Before finalizing the customer record, staff review all entered information for accuracy and completeness. The system validates required fields and checks for data format compliance. Once verified, the customer record is saved to the database and immediately available for use in other banking processes.

Common Use Cases​

New Individual Customer Walk-In​

A customer visits a branch to open their first account. The customer service representative begins by creating a contact record, capturing the customer's personal information, reviewing their identification documents, and entering all required data. Once the contact is created, the representative proceeds with opening the requested account.

Corporate Client Onboarding​

A business relationship manager meets with a new corporate client. They create a contact record for the company, entering business registration details, corporate address, and authorized signatory information. The contact serves as the foundation for establishing corporate banking relationships.

Batch Customer Registration​

During promotional campaigns or community outreach programs, the bank may collect customer information for bulk registration. Back office staff create contact records from application forms, ensuring all customer data is properly entered into the system for future account opening.

Important Considerations​

Data Quality and Accuracy​

Customer information must be entered accurately as it forms the basis for all future interactions. Errors in contact details can lead to failed communications, compliance issues, and poor customer experiences. Staff should verify information with customers before submission.

Duplicate Prevention​

The system checks for potential duplicate customers based on identification numbers and email addresses. If a customer already exists in the system, staff receive notifications to prevent creation of duplicate records. This maintains data integrity and ensures customers have single, unified profiles.

Required vs Optional Information​

While the system collects extensive customer information, certain fields are mandatory for regulatory compliance while others are optional. Staff should strive to complete as many fields as possible to build comprehensive customer profiles, but must ensure all required fields are properly filled.

Security and Privacy​

Customer information is sensitive and must be handled with appropriate care. Staff should only access and create customer records as part of legitimate business processes. The system logs all customer record creation activities for audit purposes.

Integration with Other Processes​

Account Opening Workflow​

Customer contacts serve as prerequisites for account opening. Once a contact exists, staff can proceed to create deposit accounts, loan accounts, or other products linked to the customer profile.

Approval Workflows​

In many organizations, new customer records require approval before full activation. After creating a contact, staff may need to request approval from supervisors or compliance officers before the customer can access all banking services.

Document Management​

Customer contacts link to document management systems where copies of identification documents, application forms, and other customer paperwork are stored. This creates a complete customer file accessible through the customer profile.

  • Update Contact: Modify customer information when details change
  • Customer Search: Find existing customers in the system
  • Customer Approval: Submit new customers for review and authorization
  • Account Opening: Create banking products linked to customer profiles
  • KYC Management: Maintain regulatory compliance documentation