CRM Software for Economic Development Organizations
Phone: +1 805 967 1280 | email:

How do I find all my long-term clients with 5 (or almost 5) hours of counseling?

There are several ways for you to find your long-term clients as discussed below.

Home Page

On the Neoserra home page, you will see several important links in the upper right hand pane. For SBDC or DUAL funded centers, one of these links will show you the total number of Long-term Clients in the selected center. Long term clients are those clients with 5 or more hours of counseling since the start of the fiscal year with a funding source as specified in the "Default funding source(s) of activity to be submitted." field on the General Settings page. Traditionally this would be all SBA-funded sessions, but your program could include other funding types, as appropriate.

Keep in mind that this number only includes clients that have received counseling within the active center that you are working under. Thus, if center A has counseled client X for 3 hours and center B has counseled the same client for 4 additonal hours, then this client will not show up as a long-term client under either center because neither center has counseled the client in excess of 5 hours. You can either use the specially calculated "Long-term Clients" filter or the Economic Impact/Capital Infusion scorecard to provide you with a complete program-wide count of all long-term clients.

Client Record

The home page provides a summary of all clients in your center that meet the SBA long-term client definition. If you are curious as to whether an individual client has met the SBA long-term client requirement, then you can see their status in the Activity Summary pane on the individual client records. At the bottom of the activity pane you will see the following question: "Is a SBA Long-Term Client?". If the client is not yet a long term client then the informational icon will tell you why the client has not yet met the long-term client status:

Note, that Neoserra will take into consideration ALL sessions with a funding source that is selected on the General Settings page field: "Default funding source(s) of activity to be submitted." So while the indicator is traditionally used to track SBA funded activity, it can also be used to track activity with other funding sources that may be used in your EDMIS exports.

How do I find those clients that almost have had 5 hours of counseling?

There may be times when you want to find those clients that are close to being long-terms clients but have not yet met the criteria. In other words, you might want to find all clients that have had between 4 and 4.99 hours of counseling as shown below:

The filter above includes two parameters. First of all, you will want to limit the search to just this current fiscal year. Secondly, you will want to use the special filter parameter titled "Cumulative Prep+Contact Time." You will enter your range of time to be used for the cumulative preparation and contact time. The the example above we used a minimum of 4 hours and a maximum of 4.99 hours. The filter will produce a list of counseling sessions conducted with clients that have been counseled between 4 and 4.99 hours. Keep in mind, that this is a counseling session filter. Thus, you will see a listing of all couseling sessions conducted with clients between your time range. One client may appear twice on the list if they were counseled once for 2 hours and once for 2.5 hours. To get the actual list of clients, you will now want to click on the "Unique Clients" link at the bottom of the screen.

Alternatively, you can also run a report to see the actual number of hours you have spent with each client. Follow the steps as outlined above, and then, with the results on the screen, click Reports|Reports and choose the "Summary of Counseling by Client" report. This will give you the actual time spent with each client.

Want more? Browse our extensive list of Neoserra FAQs.