Creating and Managing Accounts in Kapta

Account Creation Methods

Kapta offers multiple methods for creating customer accounts:

• Manual Creation: Create accounts directly within the Kapta platform
• Import from External Applications: Integrate with Salesforce or other CRMs (if enabled by your company)
• Spreadsheet Import: Administrators can import multiple accounts from a spreadsheet

Creating an Account Manually

To manually create a new account:

1. Click the "Create New" button at the top right of the Kapta interface
2. Select "Account" from the dropdown menu
3. Fill out the required information across the account creation tabs

Required Account Information

When creating an account, these fields are mandatory on the Basic tab:

• Account Name: The name of the customer or client
• Owner (Account Manager): The Kapta user responsible for this account (defaults to you)
• Account Type: Select "Normal" (default) or "Strategic" (for accounts with special rules)

Recommended Account Information

While not required, it's recommended to complete these additional fields:

• Website
• Description
• Parent Account (if applicable)
• Any custom fields configured by your administrator

Account Creation Tabs

Basic Tab

Contains essential account information and may include integration links to Slack, Teams, or other CRMs if configured by your admin.

More Info Tab

Displays custom fields set up by your administrator specifically for accounts (e.g., customer location, annual revenue).

Add Contributors Tab

Allows you to add other Kapta users who will collaborate on this account.

Account Details View

After saving a new account, the account details tab opens automatically, showing:

• Company Logo: Can be uploaded to personalize the account
• Account Health Score Indicator: A number next to the account name showing the gain or loss in health score compared to the selected time period
• Health Score Factors and Key Metrics: Listed to help you understand account performance
• Account Information Sections: Displays key players/contacts, QBR, SWAT analysis, voice of customer, contracts, opportunities, products, and documents (sections vary based on enabled features)

The "Know, Act, Measure" Process

Kapta follows a structured approach to account management:

• "Know" Component: The Details tab provides customer knowledge and data
• "Act" Component: The Plan and Tasks tab focuses on planning and actions
• "Measure" Component: Health scores and metrics track performance

Account Support Features

Kapta Coaching

Located at the top right of the details tab, providing AI-generated suggestions for improving account health.

Portfolio Activity

A chronological list of all activity related to the account including notes, actions, and updates.

Account Management

Accessing Accounts

• From the dashboard (if you have recent activity)
• From the accounts menu on the left
• Using the search field

Editing Accounts

1. Click the links at the top right of the account page or the three-dot icon in the summary section
2. This reopens the account creation window with your existing data
3. Make your changes and save

Managing Inactive Accounts

You should almost always archive accounts and NOT delete them.  When you edit an account you can change the account type to Archived in order to keep relevant information in the system for easy searching and reporting on historical data.

• Remove Account: Permanently deletes the account and all associated data - Do not use this.
• Archive Account: Better option for inactive accounts, retaining all data for future access if needed

Parent and Child Account Relationships

Setting Up Relationships

• Accounts can be assigned a parent account during creation or editing
• Parent accounts display with a folder icon in the accounts menu

Navigating Between Related Accounts

• Click the parent account folder icon to see a list of child accounts
• Access child accounts directly or via their parent
• Child accounts can also be found via the search function

Viewing Parent Account Data

When working with parent accounts, you can choose between:

• Direct Data View: Shows information for only the parent account
• Combined Data View: Displays information for both the parent and all its child accounts