In this article, you’ll learn how to define that the legal representative is automatically set as the primary recipient for all communication when creating it – including an opt-out option during creation. To do this, you enable a setting in the general communication settings. Depending on how the legal representative is created (Sales Tool or Back Office), the relevant option applies. During creation, you can deselect the automatic preselection if needed.
Contents
- Prerequisites
- Enable the setting
- Behavior in the Sales Tool
- Behavior in the Back Office
- Tips & troubleshooting
Fast Lane
- Open Settings / Membership signing / Membership signing settings.
- Enable the option that sets the legal representative as the recipient of all communication (for the Sales Tool and/or Back Office).
- Create a legal representative: the checkbox is preselected by default.
- If you don’t want this in a specific case: deselect the checkbox during creation and save.
Prerequisites
To use the automation, the following requirements must be met:
- You have access to Settings (typically as Studio Manager/Administrator).
- The feature to create a legal representative in the Sales Tool is enabled in your software. Only then is the corresponding communication setting available.
Note: By default, the automation options are set to No. You need to actively enable them.
Enable the setting
- Open Settings / Membership signing / Membership signing settings
- Look for the options that define who is the default communication recipient when a legal representative is created.
- Depending on your needs, enable one or both options:
- For contracts from the Sales Tool: Automatically sets the legal representative as the primary recipient when you create it in the Sales Tool.
- For all other sources (Back Office): Automatically sets the legal representative as the primary recipient when you create it in the Back Office.
- Save your changes.
Behavior in the Sales Tool
If the setting for the Sales Tool is enabled, the following happens when creating a legal representative in the Sales Tool:
- The legal representative is automatically set as the primary communication recipient.
- In the Create legal representative view, a checkbox (e.g., “Set as recipient of all communication”) is enabled by default.
- You can opt out in specific cases by deselecting the checkbox before saving.
Behavior in the Back Office
If the Back Office option is enabled, the following happens when creating a legal representative in the Back Office:
- The legal representative is automatically set as the primary communication recipient.
- In the Create legal representative dialog/modal, the corresponding checkbox is enabled by default.
- Here too, you can opt out in specific cases by deselecting the checkbox and then saving.
Tips & troubleshooting
- The setting is greyed out or not visible: Check whether creating a legal representative in the Sales Tool is enabled in your software. If this prerequisite is not enabled, the communication setting will be disabled.
- The legal representative is not automatically set as recipient: Make sure you enabled the correct option (Sales Tool vs. Back Office) and that it is set to Yes.
- I only want to deviate in individual cases: Keep the automation enabled and simply use the opt-out via the checkbox when creating it.
Placeholders/labels may vary slightly depending on your configuration. If you’re unsure, look for the keywords legal representative, recipient, and communication in the settings.