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If your company shows anything other than Crowned Credit 4, stop and contact your team lead immediately. Working in the wrong sub-account will cause data errors and misassignment of client files.

Dashboard Overview

Dashboard SectionWhat It Shows Client ListAll active clients assigned to you or your team. Filter by: Active, Archived, Paused. Import QueueClients awaiting credit report import before disputes can begin. Round TrackerOverview of which clients are in which dispute round and when responses are due. Bureau ResponsesIncoming bureau responses by client and item status.

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How Disputes Work: The Round Flow

Understanding the dispute round cycle is essential to doing this job correctly. Here's how the process works from start to finish:

RoundTimingWhat Happens Round 1At onboarding (Day 1–3)Credit report imported from SmartCredit. Negative items identified. First set of dispute letters generated and sent to all three bureaus. Bureau Response WindowDays 4–35Bureaus have 30 days (per FCRA) to investigate and respond. Status shows as Pending in DisputeFox. Round 1 Response ReviewDays 35–45Bureau responses arrive. Items are updated: Removed ✅, Verified 🔄, or Failed ❌. Client is notified via GHL automation. Round 2~Day 35–45New round opened for items that were not removed. Escalated letter templates used for verified/failed items. Process repeats. Ongoing RoundsEvery 35–45 daysContinue until all disputable items are resolved, removed, or verified as legitimate.

📋 FCRA Requirement: Bureaus are legally required to respond to disputes within 30 days. If no response comes, that's grounds for an escalated dispute letter referencing their violation of Section 611 of the FCRA.

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Common Tasks: Step-by-Step

How to Create a New Client Profile

1. Click + New Client in the DisputeFox dashboard
2. Enter:Enter all required information:
3. First name, Last name, Email,Email Phone,address, Address,Phone number

Full mailing address (this appears on dispute letters — must be accurate) Last 4 digits of SSN (last 4 only in notes)the Notes field (do NOT enter full SSN) Import the credit report from SmartCredit (see ChSmartCredit 3Guide for access instructions) Verify all 3 bureaus are connected: Equifax, Experian, TransUnion Tag the client correctly:correctly with their plan typetype: (Essentials / Accelerated / Momentum)Momentum Set client status to: Active Assign to folder: Active Client Assign company to: Crowned Credit 4 NotifyPost Diannain +the Dispute Team WhatsApp GC (WhatsApp)and tag Dianna to notify the team that the new client is ready

How to Generate Dispute Letters

1. Open the client profile in DisputeFox
2. ReviewNavigate creditto reportthe Credit Report tab — identifyreview all items on the report

Identify negative items to disputedispute: late payments, collections, charge-offs, incorrect balances, unauthorized inquiries Click New Round to start a new dispute round Select which bureau(s): to dispute with: Equifax, Experian, TransUnionTransUnion, (or all 3)3 Select items to dispute + reason code forFor each item to dispute, select the item and assign the appropriate reason code:

Not mine / Identity error Never late / Incorrect payment history Account already paid / Settled Inaccurate balance Outdated — past 7-year reporting limit Duplicate account DisputeFox automatically generates the dispute letters automatically— review each one carefully ReviewVerify all letters for accuracy — verifyaccuracy: client name, address, and itemsevery disputed item Print and mail via certified mail OR send electronically via bureauthe bureau's online dispute portal Log the round date in the client's file and set the expected response windowdate (+30 days for bureaus)days)

📋 Dispute Round Timing Bureaus have 30 days to respond to disputes (FCRA requirement). Round 1 usually sent at onboarding. Round 2 at ~35–45 days. Track responses and update DisputeFox when bureau responses arrive.

How to Track Dispute Progress

Navigate to: Client Profile → Disputes Tab

Shows:

This Allshows all rounds, itemsdisputed disputed,items, bureau responses, itemsand removed/verified
current
status of each item.

StatusMeaningNext indicators:
Action 🟡 PendingLetter sent — Awaitingawaiting bureau response
(within 30 days)No action needed. Monitor for response. ✅ Removed — ItemBureau deleted the item from the report
Notify client. Update progress report. 🔄 Verified — Bureau confirmed the item as accurate (maythey needinvestigated and kept it)Use escalated letter)
letter template for next round. May require different reason code. ❌ FailedItem — Itemwas not removed,removed needsand bureau provided no favorable responseEvaluate whether escalation or different approachdispute strategy is

needed. Consult team lead.

How to Reactivate a Paused or Archived Client

⚠️ Before ReactivationReactivation: GetAlways get the most recent credit report first (use SmartCredit existing report — NEVER order a new one). Import it into DisputeFox before changing the client's status.

1. Search for the client in DisputeFox by name or emailemail. If you can't find them, change the filter from "Active" to "All" — they may be archived.
2. Check iffor there are import overdues on the client profile — if yes,present, getpull mostthe recentlatest creditSmartCredit report and update the file
3. Change client status: Archived → Active
4. Move client to folder: Active Client
5. Portal Settings: TurnToggle ON (so client can access their portal)portal again)
6. Verify:Verify all settings are correct:
7. Status = Slow Delete EM or Accelerated

|Password Passwordformat = Name123 format | 3B3-bureau credit monitoring workingconfirmed active Assign company to: Crowned Credit 4 Notify the team: post in WhatsApp GC WhatsApp +and tag Dianna — Dispute Team Update the Reactivation Google Sheet Tracker for commission tracking purposes

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Dispute

Letter Types

Letter TypeWhen to UseKey Language Standard Dispute LetterRound 1 — first-time dispute of an itemIdentifies item, states reason for dispute, requests investigation under FCRA Section 611 Escalated / Frivolous RebuttalWhen bureau calls a dispute "frivolous" or returns a form letterReferences FCRA rights, demands proper investigation, may cite CFPB complaint process Method of VerificationWhen bureau verifies an item but you need proof of how they verified itAsks bureau to provide the specific method and source used to verify the item Debt Validation LetterFor collections — send to the collection agency (not the bureau) within 30 days of first contactDemands proof of the debt, chain of ownership, and client's obligation

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Common Issues & Fixes

Issue	Likely Cause	Fix

Import overdues on client profileCredit report data is stale or not re-imported after a gapPull latest SmartCredit report → re-import into DFDisputeFox Bureau not responding to lettersIncorrect mailing address or format issueSendResend via certified mail;mail usewith tracking. Use escalated letter template referencing FCRA Section 611. Client portal not workingPortal Settings settoggled to OFFGo to client profile → Portal Settings → Toggle ON Wrong company assignmentAssignedClient assigned to wrong Crowned Credit sub-accountChange to "Crowned Credit 4"4 in clientthe client's settings dropdown Can't find a clientMayClient beis archived and not showing in active filterChange filter from "Active" to "All" to show archived clients Bureau called dispute "frivolous"Generic or repetitive dispute reason usedSwitch to a different reason code. Use the Frivolous Rebuttal letter template. Add specific evidence if available. Letters generating with wrong addressClient address entered incorrectly at onboardingUpdate client profile address. Regenerate letters before sending.

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Rules

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