Behind the Scenes at SuiteDash HQ... Seriously!

[Music] hello hello everyone this is mike i'm the founder and ceo of SuiteDash today i want to walk you through a process and onboarding process that we built using SuiteDash for our official reseller program and it's pretty great and i think it's worth sharing with you guys so you can understand how you can use these many many concepts together to automate an onboarding process in the sense that you can automatically start someone in the process collect data get signatures update them on where they are and present a very nice process

Step by step by step and dramatically reduce the number of manual interactions that you or your team will need to execute in order to make this happen okay so let's just start from the website i'm going to be very informal in this video i'm not going to script it out i'm not going to do too much planning here we're just going to go through this together okay so here we are at the SuiteDash website if you go to the partners menu and just roll down to the reseller program our reseller program has been around for quite a while it's a real game changer and so recently we put a lot of work into an initiative to make sure that everyone out there knows what it is how it works etc so what you'll see if you scroll down and i'm not going to go over the reseller program but just show you how this works if you click apply now

It opens in a new tab to this address secure.SuiteDash.com reseller virtual orientation and you know what this is it's a kickoff form it's a kickoff form configured as a landing page using what we call a friendly url here and this is built in SuiteDash what you're seeing here is a SuiteDash account just like the one you use except this is the one that we use for a wide variety of interactions with our customers and with our partners we call this SuiteDash hq and we build right on top of the same thing that we build for you so what you're seeing here is an html content block content block content block with a video embedded etc and now here's your form okay so this is the kickoff form when

This is filled out you click continue you see a success and then that kicks off all the processes that start the workflow to go through the process of becoming a reseller partner and from the admin side we've taken all the steps that can be automated and we've automated them and all the steps that need a manual interaction we've created action templates that when that manual interaction is made it's a single action that triggers multiple other actions and therefore we're streamlining that process so you'll see along the way in this process there are two manual stops that need an actual person to look review and make a decision but when that decision is made it's just a single action to trigger an actions template which then kicks

Everything back into automation mode and everything starts to happen again until the next stop and then the final one is just approval and the reseller prospect is moved all the way to what we call an official reseller partner okay so i know you want to see this work but let's start looking at the admin side first okay so since we said this was a kickoff form let's start by looking at the kickoff form on the admin side and now we find ourselves inside what we call SuiteDash hq which is just a stock vanilla SuiteDash account just like you're using that we are leveraging to handle the reseller program onboarding so what we're doing here with this kickoff forum is not really that

Complicated it's pretty low key it's much less complicated than what many of you are doing but some of you have questions and you want to see real world application of these things and so here we go okay so again this is a kickoff form this is intended to kick off a new process or bring people into your crm typically or it also can be used to onboard existing customers into a new process or a new workflow or funnel or something like that what you're seeing here is these are html steps here a logo is here svg background these are just html content steps some of them have css classes in our use and we're using css there and then down here we have the standard default fields first name last name company name title etc

Etc okay so remember this is what it looks like on the customer side here or here excuse me there and on this side this is the form okay so now let's scroll down and so we have this thing programmed with the assignments and automations we're going to bring these people in as a prospect role that's not so important in this flow but something just to note the coordinator is going to be caitlin hi caitlin circles okay so we're using two circles in this step and they each have a function this one is only here to allow us to set the start page okay and this circle won't change throughout the entire process and that means every time someone logs in

That's going through this process they will be redirected to the start page the same page because they'll always have this circle this circle is being used to indicate the step that they are currently on and this circle will change you'll see as we go through the steps they'll be removed from this circle and added to a step two circle step three circle etc and you'll see how that works and then down here we're just adding them to an email marketing audience so that we can send campaigns and drip sequences to them and then here's the key an onboarding flow so we're going to bring them directly into what's called an onboarding flow which means as soon as they enter the portal by setting their password they'll

Be redirected to this onboarding flow and locked to that flow until they complete it so this way we know that if they come into the portal further if they reach the start page we know that they've already completed all the data or all the steps in the onboarding flow and then here we're just going to add some tags this will help us in our crm list to understand what was the source of this user where did they come from and in this case they came from the SuiteDash website and through the reseller workflow the reseller funnel okay we're going to send an email to the coordinator which is caitlin she'll get an email to let her know that someone has entered and started the process has completed this

First step or is entering the first step and then we'll also send the portal access invitation immediately to the target who would be the person who completes the form all right and we don't have a much application for known targets at this point because we don't have many customers in this account already and then we have an additional email notification sending to me to let me know that there's a reseller process started just to feel the heartbeat i'm not actually involved in this process but it's nice for me to understand okay hey we had like 10 people start today that's great i like to keep a mental count of how things are going is it more than yesterday less than yesterday where are we and it's just an

Informal gauge of how the reseller program is developing all right and that's it okay and let's go to the link embed and we'll show the link embed side of it okay so here's the direct link if i wanted to go to this format by a direct link i can do that but what we've used down here as you saw is a friendly url i've created it right here and this is the url that anyone can go to and see this form if you'll scroll down you'll see some of the customizations that have been made here's the customization we're using actually placeholders in this confirmation message so to say nice job mike you're on your way check your email it was sent to your email is inserted here so everything feels very custom from the beginning we

Have uh used all these settings here to make the form about as naked as it can be and then used custom css to implement some of the nicer visual sides of this form as you see it in kind of a landing page format not just not just a form this can be built out in really like a landing page and then when they complete this form it kicks off that process so let's go ahead now and we'll sit on the customer side for a little bit and we'll complete this form and see what comes next and follow the steps from the customer side for a minute and see what it looks like okay so the trusty random name generator has given us calvin baris and we're gonna go ahead and submit with this information let's continue to the next step

Okay nice job calvin you're on your way and then here the email is already filled in so you can use these placeholders in real time to give a customized success message and now we're going to grab the email all right here's the email that was sent to calvin see it's into this email address here but also notice here's the email that was sent to admin plus corporate at SuiteDash this lets me know that calvin has started this is basically going to the admin side and this is the one sent to the target who filled out the form all right and we're gonna take this link and since i'm in the same browser that i was actually starting to show you this in it's important that i'm gonna right click and copy this

Link address and then i'm gonna go into an incognito browser or i'm gonna make sure that i'm in a different browser than my admin login okay wherever i'm logged in as an admin i need to be in a different browser okay in this case i'm back in this incognito window the same place that i triggered the form i'm going to just paste in this link it's going to redirect and here's the next step okay so here calvin has shown interest in the reseller program he's received a welcome email he says okay now i'm going to enter into SuiteDash hq let's set a password okay that's done and now let's save password and login okay now remember we set up a

Onboarding flow so the very next thing he should see after logging in and setting his password is the onboarding flow and here we are here's the onboarding flow welcome calvin thanks for your interest here's some information about the reseller program here are the steps in the flow and now let's go to the flow admin let's look at this flow from the admin side and see what it looks like and then we'll return to this side and work through the flow and you'll understand how this is put together all right so we're now back on the admin side but before we get to that onboarding flow i want to take you on a little tour of the circles as they exist and explain how they were

Used so we saw that in the kickoff form we were assigning to the reseller start page which we said sets the start page for reseller onboarding and that would not change through the entire process we also assigned reseller step one which says it's a reseller prospect that completes the kickoff form but has not completed the onboarding flow okay then we have a step two and this is the manual action they're waiting for a flow review this is where a member of our staff reviews the data that's submitted in the flow and says okay that meets our requirements then they use an action template to trigger the next steps that moves them to step three circle and this is where the ball is in their court where

They need to sign the reseller agreement and when they do that we use no code automation and move them from step three to step four and then they're awaiting a manual activation process where we activate them as a reseller in the platform and another manual triggering of an action template which then moves them to reseller step five and they are what we call an official reseller partner okay but realize that i can look at these steps and see at any one time how many people are waiting for manual action see there's only one person sitting and waiting for a review here that's good i can go in and review their submission and then manually get them to the next step and there's one more person waiting down here so i can see these are usually low numbers because that means the staff has

Taken care of the daily process that keeps everything moving this i expect to be a high number because people will be kicking the tires filling out the form they're not really serious they don't continue they don't complete the flow so we'll always have a high number here and these are people if the ball is in their court they're never going to complete this will just continue to get bigger and bigger and bigger but when they complete the flow they move to step two which triggers a staff action after that they move to step three which is them the ball in their court signing the reseller agreement this is also where you would expect to see a little friction they just don't complete they just aren't serious they don't want to take the next step or they just forget or or there's 13 out there that are just waiting for them to get to their email and do everything that needs to be done then

They enter this manual action and then they complete to reseller step five and this has only been live for say a couple weeks so you know these numbers are going to continue to grow and while the reseller program has been in existence for a very long time this this version of the onboarding process is relatively new so these numbers will continue to grow into the hundreds in a very short amount of time in the early stages of the reseller program there was not as much traffic but because the traffic has grown and grown it was worth it to us to take the time and completely automate this entire process as much as possible and now this is saving us a lot a lot a lot of time and manual actions in reducing the workload on the staff so you see here how the circles are used to move

Them through the process and tell us who is at what stage of the process and even to get an overview of where people are in the process where are the sticky points where are people waiting etc okay let's move on and look at the onboarding flow and look how that is built okay here we are in the onboarding flow i'm not going to go through an entire flow tutorial but i'm quickly going to fly through this essentially what we have here is an introduction to reseller this is a content step it's what we call a content step and you can see the steps that are available to you if you click add new flow step so we have a read knee sign content embed

File upload file downloader form okay but that first one is a content step where we introduce you'll see that it's right here reseller onboarding process and here's the content step okay let's go to step two step two is a form okay select form to embed this is an update form because now remember this person has already entered our platform they've set their password and that's why update forms only can be used in flows even if it's an onboarding flow so this is step two on the flow and we'll go through the flow here in just a second step three is a proof of identity here's where we ask them to upload a id card

And we explain here you can show content above the file upload to explain what is needed in the file upload you'll see that in a second and then here on step four is a read any sign and this is essentially where we show some legal language and we get a sign off on that legal language and you'll see that here in a second okay now on each one of these steps except for the last one you're able to use the no code automations to trigger after each one of these steps we don't do that in this flow on these steps we just save all of our actions for the end of the flow and you'll see here at the end we send an email to internals it sends us a notification that someone has just completed the onboarding flow and we get the name of the person and

Then we change their circle we remove them from reseller step one and we add them to reseller step two okay but remember they still have the reseller start page circle we didn't remove that we left that because that helps us control where they are redirected to when they log in which is a reseller onboarding dashboard which you'll see next reseller one step one is removed reseller step two is now added when they complete the flow okay keep that in mind so now we've shown you the flow from the admin side let's go through the flow and one more thing to show if you look in settings you'll see that we have a redirect after completion and

We're using what we call here a dynamic placeholder link and this one is your dash start dash page what this does is redirects them to their assigned start page no matter what it is no matter who is logged in after they complete this onboarding flow it will redirect them to their assigned start page which we know what that will be in this flow because we are designing it but this is also useful in many cases you can redirect someone to their assigned start page without naming it in particular so it's dynamic based on who is logged in okay but notice that after this flow is completed we're redirecting them to their start page okay so let's now go back to the reseller side and complete the flow all

Right all right we're back on the reseller side we're calvin again okay so we're interested in becoming a reseller we have set our password we are in the onboarding flow and we're reading about what we can expect what's going to happen and that's all agreeable and we read if you're ready click continue we're ready let's continue so let's click continue we'll move to the next step okay so now we have the form this asks all the questions that we need to get answers for from reseller prospects i'm gonna go ahead and complete this okay this data is just of course dummy data let's scroll down and then we'll just click continue in the form this is just to demonstrate the process okay

That form data is being submitted and added to the record this is the file upload step i'm just going to drop a file in here a fake driver's license upload that that gets uploaded and filed in this user's submission and then now we are at this place okay so remember we're just going to put in calvin varus and click next and now we're just going to click confirm now remember when i click confirm this is going to complete the flow trigger the actions to change my circle send a notification to the admin and also redirect me to the start page and

Now i'm going to be redirected to the start page see your start page there that's the placeholder link it's going to find the correct start page based on the configuration and now i've been redirected and i am here in the official reseller program onboarding okay here's my company name here's my name i'm under evaluation i have this notice that's telling me all the information about what i should be expecting i have no menu i only see reseller dashboard or reseller onboarding excuse me and this is my complete experience as a reseller prospect in step one or having completed step one okay so now i've completed step one i am holding in that manual hold waiting

For the SuiteDash staff to evaluate the data that i just submitted in the onboarding flow uh so let's now go look let's switch back to SuiteDash admin side and say okay now calvin has submitted this it needs manual evaluation because we need to look at the data that was submitted we need to look at the id card that was uploaded and be sure that that looks valid and make sure we know who we're doing business with and when we are satisfied that the requirements have been met we can move calvin to step two and i'll show you how that happens and the way i'm going to show you how that happens i'm going to introduce you to this start page this dashboard that we've created for this particular onboarding okay so keep in mind we have these steps

We have this this card that tells me my my status we have this notice reseller step two tells me all about it so let's now take a look on the admin side and see how this is put together okay here we go we're going to pull together a lot of concepts here looking at this page this is a portal page you access this from pages portal pages you can create a new page you'll be in the same interface you'll see that this portal page is assigned to the reseller start page circle now remember that's the circle that we added that we intended to use to redirect them to this page and this will act as their start page and you'll see here if i go to assign start page there

It is this page is assigned as the start page for this circle which means anyone in this circle will be redirected to this page immediately after login and therefore this acts as their pseudo dashboard so that's good that's all understood if we scroll down we see the dynamic menu is configured with a menu group and a title which is not such a big deal because we are hiding this page in the dynamic pages menu it's still required in case this somehow is unchecked we need to have these data points in the database but not really nothing complicated here this is just a way to organize and categorize the pages into categories and then also have a page title and a menu title if needed but again this one

Is hidden and you'll remember that on the reseller side there's only one menu item in the menu but now you see that we've hidden this page so you might be wondering what's happening there we'll get to that don't worry okay all right and now let's scroll down and see how this is looking and here's the kind of the big reveal for some of you you're looking this going what is that okay that's okay don't get overwhelmed all right so this is designed in a way that we're using one dashboard and we modify the dashboard we modify this content that you're seeing here and all the way down through here we modify it based on the circle affiliation and when i say modify it's not

Modified we're just showing and hiding specific elements in this content based on circle affiliation and just to quickly illuminate if you see here step one step two step three if i go in this row and i edit the row i have this tab that's called access options and i see that this row will show only for people with the circle reseller step three and guess what each one of these rows has a circle affiliation in the same way so that no one will see all five of these rows no one will see more than one of these rows they will only see the row that is appropriate to their circle same

Thing here we have five different rows with styling applied a background color a border radius some padding all these things are here but guess what this one shows only for reseller step four okay so there's no one that sees all of this all at the same time this all is revealed to them as they are moved from one circle to another removed from the previous circle added to the next one removed from that one added to the next one via automations and via action templates which we manually trigger okay so this is really really simple and now let's go to

The notices let's go to pop-up notices and take a look there okay this is just a normal new feature announcement but now look at our pop-up notices i have back to dashboard i have reseller 4 reseller 2 reseller 3 and guess what these are the same way they are organized by circle affiliation which means they show only to people in a specific circle no one will see all of them at the same time they'll only see one at a time as it correlates to their current circle okay so we organize these in the same way and that's how we present this presentation to someone in

This configuration circle step two i believe this is and so they see this row with this current step one is complete step two is next they see this row that tells them they're under evaluation they see this pop-up notice and they're seeing this menu configuration but all based on their circle all right so we've come a long way so now let's see if we can get calvin through the reseller program onboarding what happens next how does calvin get from step one to step two let's take a look all right here we are back on the admin side i've filtered the contacts list by calvin's name just to protect the privacy of all of our other reseller prospects this one of course is fake and so now we're

Going to assume that the staff has looked at calvin's uploaded information and submission and id card and all those things and everything matches our requirements and now we're ready to move him okay so now we can go to actions template and we're just going to choose ready to sign reseller ready to sign this has been pre-created it consists of actions such as send email to assign users that means an email will go to calvin add to circle remove from circle this is where we'll change the circle which will then change the appearance of the dashboard and we're going to generate a document and this is actually the reseller agreement being generated so

We're taking calvin's information and we're taking a document template which is the reseller agreement and we're merging them and we're doing that automatically here in this action so i've chosen the correct action it's pre-programmed and now i'm just going to click trigger and now all four of those things are being done immediately instantly and now we're all good let's go to calvin's dashboard and see what happened on his side okay let's refresh and just as we expect here we go oh step two now calvin instead of seeing waiting on action he sees a button he sees a new notice that explains exactly what's needing to happen and now he has a new menu item he also sees a notification that's come in about his document

That's been assigned to him okay and let's look at the email that calvin received okay so here's calvin's email if i zoom in here you'll see it says okay calvin your reseller application has passed the evaluation step and your next step is to sign and then click here to be taken to your dashboard notice here that i'm using the placeholder link that redirects to your start page again this is really useful because i can use this in a lot of applications and it will dynamically find the user start page when they log in it will understand okay this person's logged in now what is their start page okay thank you and redirect there all in one go okay so calvin gets notified automatically when that manual action takes place and he can click here and make his way back into

The portal and here we are back on this dashboard same place that calvin would see and we've already looked around here so his next action is to sign the reseller agreement which we'll do in a second but first let me take a minute and talk about this menu so you see reseller onboarding and you see legal and if you'll remember that in the step before this legal wasn't there it was just reseller onboarding so let's look on the admin side and understand how we achieved that okay so i'm here in custom menus and you get here by using the flyout menu and you go to custom menus okay so you'll see here the reseller onboarding if i go to edit here the way this is achieved is just a direct link to a specific portal page which is reseller onboarding and i've titled

It reseller onboarding you can title that you can change the title and call it dashboard you can change the title call anything you want choose your icon and you'll notice that i've hidden this from the dynamic pages menu if you don't know what that means just look up these three words in the documentation and it'll help you okay so that part explains the reseller onboarding and then the other legal all i've done here is just renamed the office item and named it legal because we don't really have any invoices or anything like that for these users to complete so legal is a better fit and now if you look in the visibility there's a little more explanation here and notice that instead

Of showing it to all clients and prospects i'm actually just showing it to specific circles okay and these are the steps that i want this particular menu item to show for not step two remember i'm not seeing it at step two because we don't need it then because that's the step before they sign the document the step three is when the document is ready for signing so again we're using these circles as steps and therefore this menu item will only be available to the users in step four step five and step three all right so now we're back on the client side and here's calvin he's logged in he's completed step two and he's about to start step three so let's take a look here and you see that there's a button that says sign the reseller agreement and

Here's the notice we've already looked at the notices how those are created let's look at this button really quick so you can understand the no code option that is in use here all right so this is the admin side of that dashboard that we just looked at and if you'll scroll down you'll see the row that's associated with the step that calvin is currently on and if you'll go to this button block and open it see here the click action is set to navigate to documents awaiting my signature and that just does exactly what it says so let's go back there and watch it in action okay we're back on the client side and and calvin is ready to continue with signing the reseller agreement he clicks the button that we just looked at the coding for that takes him to a

List of documents pre-filtered for the ones that are awaiting my signature and it's important to point out that if you are using that button it's nice if you have say three or four documents awaiting signature it doesn't go directly to one single document it goes here to the list of documents that show all the documents awaiting signature so that all of them will be visible when clicking that button in this case it's only one i will go ahead and click here okay so here's the reseller agreement as it is right now let's go ahead and close this and we'll just do a quick signature uh if we go down and sign here at the bottom click and we'll say calvin next yes this

Is fine that's going to add the signature it's going to fill in the signing date it's going to stamp everything give a audit trail with ip addresses and all those things the signature has been added so now we're all good so here now it tells me i'm on step four awaiting activation you have successfully signed and then here back to dashboard continue the next step this is just another notice that's coded to be on this step in particular it's an easy way to help them understand okay now back to your dashboard will now be completed with step three and now step four is the only step left we are awaiting activation i'm informed here what is actually happening so

Now we're all good still the legal is still shown in case calvin wants to go and review his document that he's just signed we're going to leave that in place this will always lead him back here and every time he logs in because this is his start page he will end up back here so now calvin is awaiting a manual activation which is on our side on the SuiteDash staff side we are notified when this signing takes place we then have a queue where we take each candidate and we make sure they meet the requirements make sure that we have the right account in which to enable their reseller dashboard and then we manually enable the reseller dashboard in that account and then the next step here is to use an action template to complete the final actions that

Will move calvin into the final step and complete his onboarding as an official reseller let's move to the admin side and take a look at that okay before we trigger that last action template and move calvin into the final step let's look again at this dashboard at this portal page that's acting as the dashboard for this onboarding so we've moved them through these rows essentially right by changing circles we've shown them this row we changed their circle then we showed them this row only and now we're going to change the circle again and show them this row so with the step 4 completed we've moved them through these rows we move them past this one with the signing awaiting activation is where calvin is now and

Now we're going to move him to visibility of this row only and this is one strategy to make a dynamic dashboard that changes as you are moving someone through a process okay so that's clear okay so now we are back in the crm we're looking at calvin we're going to trigger the action template just like we did before except for this time we're not going to choose ready to sign we're going to choose fully activated and you see we're changing the circle we're removing him from one circle adding him to another circle therefore changing the step that he's on in our construction and we're adding to an additional audience and this is the official reseller's audience let's trigger all this happens in one go it's done so now let's go back to calvin on

The client side and refresh okay let's refresh here and now calvin is fully approved and activated he'll receive an email notification and if we wanted to and we plan to to use this dashboard for educational resources for announcements for continued communication with our resellers and you could use the same process too to onboard and continue the steps as needed until you complete and then maybe change circles one more time to get to another dashboard that you plan to use for long-term maintenance and communication with that group of people but this is a perfect example of how you can configure an entire onboarding process and

Show information throughout the process and deliver a top quality experience to your prospects in whatever capacity they are to you to us they're aspiring reseller partners and this is the process that we use powered completely by SuiteDash and i think it's important to point out that this is a super flexible construction we needed these steps to go in a very particular way we had manual stops that needed to be in particular places and this is completely unique for us but SuiteDash can do that SuiteDash is constructed and designed to have the toolkit to allow for that and same thing with your business as you're building out and designing your processes you

Can use the tools to adapt specifically to your business use case and build workflows that are perfect for those use cases and this is a perfect example of that flexibility okay so that's a complete picture we're going to wrap it up hopefully you'll find this walkthrough very helpful maybe you'll construct something very similar to it we will work to get a template that works just like this into the template library so keep an eye out for that thanks everyone and have a great rest of your day bye if you had seen me trying to figure things out my head was spinning my

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