Adding a new Holistiplan household without creating a duplicate

A new client signs on, and someone on your team needs to get them into Holistiplan for the tax planning to start. Before that, in theory, a quick check that this household doesn't already exist under a different subsidiary, or wasn't already added by a colleague who talked to the same family last month. In practice, that check gets skipped, and Holistiplan ends up with two records for the same household, one of them missing whatever the other one has.

For a practice with more than one advisor or more than one subsidiary, this isn't a rare mistake. It's what happens when creating a record is faster than confirming one doesn't already exist.

What makes a duplicate more likely

• More than one advisor with access to create records. Nobody knows what a colleague already added.
• A household that could plausibly sit under more than one subsidiary. The same family, entered twice, under two different entities.
• A new client mentioned in a conversation, not through a formal intake process. The record gets created on the spot, without a check first.
• A name close enough to an existing record that it's easy to miss on a quick glance.

How Quin checks before creating

Ask Quin to create a household, client, or subsidiary record, and it searches Holistiplan for an existing match by name or identifying detail before creating anything new. If a household already exists, Quin surfaces that instead of adding a second one. If it genuinely doesn't exist yet, Quin creates it, attached to the right subsidiary if your practice has more than one.

Updating an existing household or client works the same way through chat. Tell Quin what changed, a new address, an updated income detail, a life event that affects planning, and it writes the update back to the household's own record in Holistiplan rather than creating something new next to it.

A household that wasn't already there

Say a prospective client signs on, and you mention their name and the subsidiary they should sit under while talking to Quin about something else entirely. Quin checks Holistiplan first, confirms there's no existing record under that name, and creates the household attached to the right entity. Nobody has to remember to check Holistiplan separately before adding anyone.

The benefit compounds over time more than it shows up in any single moment. A practice that never creates a duplicate keeps one clean record per household, which matters most exactly when someone else on the team needs to open that file months later and trust what's in it.

Getting the most out of it

• Give Quin the full household or client name, not a nickname or shorthand, so the search for an existing match is as accurate as possible.
• Name the subsidiary when your practice has more than one, so a new household lands under the right entity the first time.
• Let Quin run the check even when you're confident a record doesn't exist yet, since the search costs nothing and a duplicate is harder to unwind later.
• Merge any existing duplicates directly in Holistiplan, since Quin can find and update records but can't merge two that already exist.

Setting it up

Connect Holistiplan under Settings, then Integrations, and approve read and write access for household, client, and subsidiary records. From there, mentioning a new client while talking to Quin is enough to get them created in Holistiplan, checked against what's already there first.