Q&A Webinar : August 10th, 2023

Welcome to the succeed with software podcast brought to you by SuiteDash today's episode is from one of the bi-weekly q a webinars to participate live just follow the link in the description to sign up and submit your questions be sure that you're subscribed on YouTube and following us on all social media to get the latest videos and updates about new and existing features alright so let's get started hello and welcome everyone this is Mike I'm the founder and CEO of SuiteDash Welcome to the best part of my day sometimes the easiest part of my day sometimes this is the SuiteDash q a webinar and

This is where you can come anytime as many times as you want to ask questions make suggestions get feedback go over ideas that you have with me and it's valuable to us valuable to you I hope but also valuable to myself and valuable to us to get direct feedback from our customer base so thanks for being here let's get everyone to jump into the chat if you would to let me know that you can hear my voice A and B tell us where you're from and maybe a little bit about your Niche about your business and we'll just get to know each other a slight bit before we get started uh find that chat in zoom and

I will go ahead and get started while you're saying hi so if it's your first time with SuiteDash if you're just getting started one of the best things you can do is go ahead and start a free trial say that every time but there's no better way to start to experiment and get to know the platform than getting your hands dirty and getting your hands on so it's not an overnight easy type of experience we recognize that we acknowledge that not ashamed of that because of the power and flexibility that it provides anything that is this powerful and this complete as an operating system for your business will take some time we'll take some investment and

It's part of the reason we're here today to help you through this so that you don't have to do it on your own you can do it as part of our community okay so I do have some questions here uh let's let's ever still let's get more people into the chat so I know who's here and who's ready to discuss and then we can start going through your questions but I definitely want to do this in an active Dynamic kind of way I hope I have it turned on okay yep hi Paul Paul from the UK great Paul I always have to ask when I have a UK or uh European which is often but do you have a favorite football team Paul because you

Know these things are important right Jared hey from Dallas investigating options for client portals yes but you'll never have heard of them oh the best kind local community uh stadiums right I know but Bradford City yes sir I'm a long time uh premier league and championship and and um just in general football fan or soccer fan depending where you're from but very long time and played when I was when I was younger and I've always as they say I was there before it was cool so right

Yeah cool okay very nice Nottingham is my favorite uh sort of smaller club that that most people have not heard of or most people have I guess I used to work really closely with a staff member who was from that area grew up near the stadium and he he got me into that but Liverpool and Barcelona are my favorites and that's again it's an old um it's a well-established I'm not a fair weather fan these are these are clubs that I've been following for a long time and enjoyed they they made life pretty nice for me there for a while now it's a little struggle but it's okay all right to the to the subject of the day and then Paul and

I will meet later and talk football Chelsea from Canada speak Chelsea speaking of football from Canada trying to figure out SuiteDash works for employee time tracking time reporting okay Chelsea I want to make sure that I get to that for you um Jared I'm going to start with you since you were you know jumped in I have some good questions here from Jared and I want to just go through these so Jared I'm gonna throw the chat up Jared says he's watched the videos good and understood integration is good and he has some unique questions which we have had before and I'll explain the options here so Jared says they he has clients and he's a web design web firm that want to connect with Salesforce and use data from

There specifically update clients on progress in their account and an example client moves from stage two to stage three okay Jared I get it and here's the situation with Salesforce Salesforce as you know is a for-profit 100 percent extract profit extraction machine that goes to work with Enterprises to extract as much profit as possible from those Enterprises we all know that uh [Music] I'm not saying anything bad about Salesforce but they are somewhat opposite of what our mission is they go to work on Enterprises and pull them as deep as possible as fast as possible and then um

Require talk about complicated then require uh Salesforce Specialists Etc to get them straightened out but one of the things that we have ran into in the past and we understand this question is because many customers come to us trying to solve this client portal problem Salesforce does have the capability of client portals but they charge an arm and a leg for it based on a client per client basis so what you're going to want to do is to to make this work and we do not have to shortcut we do not have Jared a a native sales force integration however you can accomplish what you're after using our API if you have API chops yeah

Zapier could work so or the API so what you'll want to do is create custom fields in our system I'm going to say it really fast and then I'll try to break it down depending on how you react and I'm not going to be able to make this digestible by anyone on the planet but I think you'll understand where I'm going here you're going to create custom Fields uh in your contacts and companies that will act as flags for the uh that will indicate the state of the contacts the clients that you are trying to indicate and and the flag will determine the state um and then you'll use and that this has been done many times so I understand what this is

Supposed to be then you'll use what the what we call our Dynamic logic engine to identify scenarios so we have what we call Auto templates these are the automations that you'll configure and then you use our Dynamic logic engine to identify scenarios based on those flags that you're talking about and you'll fire odd automation based on when that scenario becomes true so if the logic implied by the conditions above is true then execute the automations below and you can do this here if custom field value you're going to choose the custom field you're going to say is or is not this is a multi-select let's see equals right so this will be like your custom field flag equals

One or zero or whatever you want to do you can do any number of things here when this returns true this is gonna this is set to scan all clients and Prospects you can even limit this per by Circle and then here you will configure whatever changes in the client portal to be triggered automatically uh using these automations here okay so in this way you can design a system that basically is a piece of software that is looking for changes Salesforce when you make when you make a change there it's going to um use zapier or an API middleware that you build and change the value of a custom

Field here using the API which you'll see all the documentation is here okay and then when the dynamic logic engine recognizes a scenario that is true after that change then it will trigger the changes here in the portal so this is the basics of what you should be thinking about to connect Salesforce with SuiteDash and get a portal that will react properly as you intend to the changes made in Salesforce not necessarily Jared so what you could do is you could use um zapier you could use zapier

To just change the value of the custom field so that's basically what you're going to do when when so you have five custom fields that indicate the well I think you call them stages so you know that will be your stage one is stage one true or false you can use true or false or one or zero that's what we call flag and programming stage two is a custom field one or zero stage three one or zero okay uh and then you will set this logic engine to indicate so you can use zapier to change those custom Fields those custom Fields live here in SuiteDash zapier will take yours your Salesforce action and it will react and say okay I see that was triggered by this Salesforce action

On the one Salesforce side and now I'm gonna take this action on the other side on the street Dash side and that action is for the Target which you will not identify themselves from Salesforce side I want to change the value of custom field I'm going to choose the custom field change the value so I think that should be it right so you'll change the custom field value on our side then the logic engine will recognize that um and you know within 60 seconds 90 seconds usually it is the scanning time and then the the automations will be triggered on our side which will move change their circle is probably the core action that you'll want to take circles are our functional segmentation device

I always equate it to wearing wristbands at a convention and essentially they're gonna you're gonna take off for their wristband for stage two and put on their wristbands for stage three and then their dashboards can change this the visibility to file downloads file uploads Etc will change uh based on that Circle if you configured it that way okay good so um and zapier can make your changes we do have a zapier integration that will accommodate this uh and you but yes the trigger in Auto templates are are this trigger logic and not attempts are the the way this can happen we have we have people building entire software uh on

Top of this logic and in fact um in the end and even currently um depending on how invested you are in the platform as far as like how many different toolkits you use if you use the approach I just said then you can use three dash as really a zapier alternative in most cases because with a little creativity using those flags that said but we also have a web hook um notification a web hook action that can be triggered so depending on your needs you can really bypass zapier in a lot of cases and uh use SuiteDash to process these changes that you're looking for and Trigger

Actions both within the platform and without the platform outside the platform using web hooks okay all right and then file uploads you asked about documents that need to be uploaded to uploaded from the user to their account where the company can download and save them absolutely yeah no doubt about it in fact Let me let me just answer it quickly and then I want to turn you on to a YouTube video YouTube video called SuiteDash okay and let's go to videos and somewhere in here is a really good files files files it's also in the uh

Here files toolkit yeah look for it right here so it's also in the Swedish Academy so if you look there there's a files uh lesson built into our own LMS there and you can see this video there uh but in in short let's let's do the in short files is the files component here you can easily on the on the client side they have a place to upload we are on the verge possibly even tomorrow or definitely next week releasing an additional helper tool on the files upload download side called file upload block and file download block which will allow you to build very specific file upload and

Downloads functionality directly in the dashboards and portal pages so that the all files uploaded through that block will land in a very specific place you specify per client and additionally on the download block you can identify a dynamic location that's per client so that or you can do it for all clients but you the the cool part is you could say I want to uh deliver depending on which client is logged in I want you to go into their specific um their specific Dynamic files and look for a specific folder and when you find that folder if there's anything in that folder I want you to

Display it here for download so as an example you could um if you have staff members who are processing say tax returns as a good example then when they're completed you just tell them all you need to instruct them is go to this folder inside the client and you deliver their tax returns into this folder and then you're done okay and then that's it and from that moment that those those tax returns are uploaded in that folder if you have it configured properly with the file download block they lock when they load their dashboard it will look in that folder it's always looking in that folder anything in this folder I want to make a available for download if there's nothing there's nothing available but as

Soon as those files are available in that in that folder when the dashboard is loaded it knows which user is logged in it goes to that specific user's client's folder and this is also available for staff members by the way and it looks in that specific path and if there's something there it says okay hey you have a file download here you go and it makes delivery of custom work very easy because your staff only needs to know where to deliver it in a file structure and after that the delivery mechanism is already pre-configured and pre-built and then when your client all your clients that fit that description log in their files will be there and that's all they will

See that's all they'll have access to download and what this does for us is is is really cool is that in that it provides now a way for you to damn just close this provides a way for you to deliver files without giving access to this entire file structure which may be confusing to them now it's really powerful they can see a lot of different things here that you can build a lot here but if you don't want them to dig around in here or have access to this you're just trying to deliver a very simple set of files in a dashboard say for example without causing extra confusion you can do that and just eliminate this menu item from

The client side and just to close the loop on that you're going to do that using custom menus okay so if you chose to go that direction if you go here to files custom menu and then you click manage visibility as soon as I click do that now clients and Prospects cannot see that menu item or if you wanted to make it that way only for specific types of clients or prospects then you can do that by circles you can say I want to show this menu item only for these um specific types of clients okay so you have a lot of flexibility in the way you handle files and yes when your admin side is going to retrieve

These files that's nothing you asked about then it's very easy because they can just go into if it's a company then they go into company files here uploaded by company or depending on if you specify a specific folder for upload then they just go in there and get it and they download it from right here or they can download an entire folder as a zip okay good thumbs up we're good and then messaging and support an event a client has a question it'll be nice to have a way for them to log in and ask versus calling in and asking absolutely this is the number one the number one functionality for websites in general and it's definitely for portals right

You do not want that phone to ring and ask any question that you answer more than three times a week you should work very hard to answer it in a portal or on a website so we have a built-in messaging functionality this is private messaging it's not this is not your email your email is not connected here and why we're a HIPAA compliant platform and what this means is just a built-in messaging component like might be built into your bank for example or Reddit for example or you know some messaging this completely independent outside and only accessible here however you can get emails that go back and forth that will make it easy for you to answer these by email but for sure they can send

You a new message you can specify very in a very powerful way who can they can send messages to you can say restrict messages to only their coordinator or designate who can who this they can message right so you can get very granular about who they can message and how that works so there's a lot of cool options here but in messaging you can use canned responses which can function as signatures um very powerful functionality here built in and even to the point where you can automate a first message that comes that is sent so if you're onboarding a specific type of client you can automate a

First message that would say okay this kicks off this like a relation this messaging Concept in their brains when they get a message and they can reply to it in the portal so they have access to a box that's just like this where the back and forth happens note here that out of the box because of HIPAA compliance the message the actual contents of the message will not be included in the email and that is because email is technically pretty insecure as it goes right and that's why you don't send very sensitive information across an email channel so if

You need that then you should leave that and press privacy we call this privacy mode and then there's also convenience mode okay so if you don't need that level of security and you say I don't need my clients to just get a notification and then have to log in to actually see the con the conversation you can enable convenience mode which as it says here it will actually include the the dad the data the content of the message in the email and they can reply to that email and it will populate the thread the conversation thread with their reply automatically okay so that is in organization settings you want to go there and explore which of how this which configuration works best for you also

Clear and Paul says good that's good okay uh and then depending on the level of sales force integration there may be some other items like Auto generated follow-up once service is completed absolutely yeah be clear that our entire Mission here is about really about automation it's about systems systematizing your business using processes to achieve streamlined business via processes and automations okay and our platform is heavily heavily built around automation so understand that you may as you start here in SuiteDash find

Things that don't initially make sense to you such as generators what's a generator I don't know what a generator is there's a recurring invoice generator what the heck is that well it's not an invoice it's a generator of invoices and why does it exist it exists as a configuration that will generate invoices Based on data passed to it in an automation so you will find as you work here as you start to understand what is inside this operating system this machine known as three dash this software that allows you to build your own software that we provide tons and tons of these

Tools that are all built on automations these are built to support an automated workflow you saw the auto templates those are pre-canned automations that can be triggered on demand either manually or by that Dynamic logic Engine with that is constantly scanning for scenarios right so that's uh that can work kind of on autopilot right then we have scheduled automations now these can be built as a schedule uh so five days from now once you do this 10 days after that I want you to do this 15 days after that I want you to do this it'll take some time for you to understand how this can be used but these are very powerful

And in every place where you have a completion event that is possible you will find that there are automations that can be configured here we call this an automation opportunity and what it means is that when the invoice that's generated from this generator when the invoice that's generated from this generator I said yes and that's I mean it that's what I meant to say lands in this list of invoices right now these are actual invoices this one was generated from a generator okay down maybe further back we'll find one let me see if I can find one because I think these are recurring yeah so this one

Was manually created this one was manually created this one was recurring okay so you understand these this one was an on-demand invoice generator for all of these the automations were passed let me see this one is okay not edible let's go back we'll find something but those opportunities what it means that enter that um automation opportunity when the invoices paid the automations get fired okay so what you asked about is auto-generative follow-up once the service is completed so auto-generated follow-up is easily covered by the automations they can send emails they can fire email canons all this

Will become apparent to you but here's the email side um this is just a little cash issue that we had to I just need to clear my cache this is a new item um once the service is completed that is something that should be defined by you so I can't really understand what that means but what it means is but what I can tell you is that all over the platform these opportunities exist they're all placed in areas where completion events can be identified and then when the completion event is programmatically identified we fire all the automations that you configure here which can be 1 5 10 doesn't matter whatever you want are fired

Towards that Target the Target is the person on the other side the person who paid the invoice in his in this case okay Jared all clear see if we can jump to the next is that completes the questions that you have but if you have follow-ups I'm happy to work on them okay uh Tim is Tim here I don't see Tim Sierra I don't see Sierra Lawson good Jared that's good Adriana I see Arya that might be the same Courtney I don't see Paul I'll see Paul all right Paul Paul

Says how are you uh it says need to establish whether I can use and to create a portal for my health clients where I can store their reports Etc definitely Paul that's a generic statement so I'll say definitely uh 95 percent but as far as creating a portal where you can store anything of file related format which I'm assume that's what you're talking about when you say reports um 100 designed for that please please explain away I'm happy to do my best to get you exactly what you want here let me also see about I see Chelsea is here Chelsea has some some questions as well so type it

Yep okay let's go Paul Paul says someone responds to adverts and orders a hair test okay responds to adverts that's probably you have that part covered which what I think yeah just let me turn the hair simple okay got it okay good I think I'm gonna go ahead and start off by suggesting yep good okay so when let's ask for ask some questions here when you say someone responds to the adverts what mechanism are you using for that some form some intake

Form interest form something like that when they click a link in an ad or whatever it is they're going to some landing page or website and then they complete a form to give you their information yeah okay so the intake form I would I would suggest if if either use one of our forms our kickoff forms to start this process because you'll have a lot of control then as far as how you uh get their information into the portal this will really uh shortcut you a lot if you're already embedded or invested in another form Builder form system that's fine use zapier or some alternative to shoot that data also to the platform so that

You're creating a client uh of some or some user in our whatever description is works for you in our platform that will help a lot because then you can start to automate the not only the um client side but remember that we have a full internal toolkit of project management and um you know reminders and everything else that you can think of to help your staff and you stay on schedule make sure that you know if something is falling through the cracks so once you get that client in and you've established okay that we have their thing they're in status a or status B whatever you want to call it you can move them through a process so that

Each time and this is perfect really uh let's go back to Auto templates I'm starting to see the possibilities here my guess is you would want to start with circles um and I don't over complicate it but it's going to be really kind of high level about this I would probably create a circle for each phase that you need to move them through right and let me see if I can come up with a better I think I have one of the accounts with this kind of so when you do that you can control the experience of that client at each circle really thought I don't want to let me see here sorry

I'm moving through different branded accounts here so they look differently these are different accounts here's a good example okay so SEO funnel step one SEO funnel step two step three and what what this was used for is to create a demo where as they move from one step to another we used automations to say okay remove them from Step funnel one put them in step two remove them from step two step move in step three and this allows us to uh control the experience in the portal from which dashboard they see to which content they see from which menu items they see as we looked at before from which file folders Etc it's completely controlled by this circle or circles yeah so it's not just one portal right you

Can think of three dash don't think of it as oh they're gonna log in and this is what they see and that's it no you can control you can serve up infinite varieties of content layouts dashboards portal Pages file folders menu menu structure infinite varieties based on the circle affiliation or the team affiliation on your staff side you can do all the same stuff with your staff if you need to onboard staff members in a way okay just want to be clear there so I would probably start with that then I would think about let's go back here where I think I left off somewhere that makes sense yes okay uh

Let me explain this from a way that I think is visual that will help let's go here okay good this is a diagram I use quite a bit here's your target this is the person as you designated as this person who responds to the adverts they fill out a kickoff form that that kicks off your your workflow with them and assigns them to a circle for example moves them into a specific State this is an Automation and then you land at a checkpoint I imagine that is when the test is completed and now you're going to return a sample to them I would probably create a checkpoint here checkpoint I call is is what we call human interaction point a decision Point by human being means the

Software is not going to know when the test is ready and when it was shipped there's just not going to happen it could I mean maybe some crazy integration but in general that's not going to happen here is where you want to develop Auto templates that will encapsulate the actions that are needed at that moment based on the scenario in your case I think you only have pretty much one scenario so you just create an auto template that will say okay when I ship them the when I ship the the test I need to perform these actions I want to add them to a New Circle as we talked about before I'm going to remove them from a different Circle wow where'd it go remove the circle so I'm

Going to remove from a circle add a circle that means and you don't have to remove but this is just what we call a circle change okay removing from this circle adding to a new circle now I've changed basically how the everything that they see can be hooked into this circle affiliation and I also want to send an email to them now you're sending them an email branded I want to send an email to these people in my organization or a team which is a group of people in your organization your staff members and then I want to do these any of these other things right you could set up you could jump off a prod kick off a project you could um get grant them access to a new LMS course right which maybe says maybe you create an entire LMS course

That's not that's intended to just kind of say okay here's the next step here's what you should know here's what you should expect here's what here's how it's you should interpret the test and lead them through and it this is all happening inside your branded portal right so you can use this to really deliver uh much more than than an email or a notification you can deliver educational materials which really supports them probably would completely set you apart from anybody up else in your industry this is really powerful right uh so what I mean is you create all those automations that happen that are pre-canned pre-configured for when that test is sent out and then all you have to do is let's go to you're

Going to go to that contacts dashboard is really kind of the easiest way or you can do it from the list let's just say we can just do it from the list don't make it really easy we're going to use let's see this person right here uh no no let's go to they would need to be in a certain status right here is fun okay and I'm gonna say uh let me let me close the chat because I think nobody can see it let's see okay so here you can say apply Auto template see this and so you're this let's say we're we're saying okay we sent the test now we have to apply this Auto template there's one click uh let's assume this is the one we just built for sending the test two clicks three clicks and

Then all the automations that you built into that auto template will be fired against this target meaning the emails are going to go to them the the their circles are going to be changed and each time all you have to do is train your staff when we send a test to Will Turner you go to Will Turner you can do it from here or you can do it from their CRM dashboard uh you could say go to go to them and then you click uh Auto template where is it trigger Auto template select it trigger and here's a good example of a bunch and auto of automations all at once boom done next next right

How great is that I mean because then here's what you do right so you're developing a workflow that allows you to intake them they automate they're on the automation slide we call it until they hit this checkpoint this is your test we send them the test we four clicks away in four clicks we kick it back on the slide now it goes the test is in their their Court then they come back to us we design another uh interaction where they come back to us and give us more information or respond in some way then we build another Auto template that kicks it back and our goal is to create this semi-automated as automated as possible in any business streamlined

Workflow that gets us from here to here with the least possible human interaction only here only here everything else is automated and mistake free remember as it happens in milliseconds right this say six actions that I built into the solo template it might take me the next 30 minutes to send an email notify this other person put them in some database change them to some spreadsheet how I mean what is that 15 minutes of of Cycles happens in milliseconds right and all you have to do is design this using the tools that we provide that are expressly built and organized and designed to

Do exactly what I'm talking about so you know you can go the hard way I used to ask my kids this all the time would you like to do this the easy way or the hard way and the cool thing about humans and kids in general they will always say easy way okay well the easy way is you do what I say the hard way is something different but in our case the easy way and I won't say it's easy forever we again we're always quick to acknowledge that this is not going to fall over for you right and that's why we're here trying to help but when it's built then then suddenly you sit back like Dr Evil and you say excellent you know whatever Mr Burns

Okay um let's move make sure that Paul's taken care of it I want to Paul is it clear somewhat clear a little more clear you can come back as many times as you like there's plenty of ways to get um assistance here Wizarding session is a really good way because that way you can one-on-one with someone who for an hour and really talk it out and and maybe sketch It Out Create a workflow a flow chart that will help you immensely to have something in front of you that okay yes this is what I want you know something like this right and this is what you get something like this under control then you think okay now I need to build piece at

A time make a needs list go make the circles that you need then you must start make the the other things that you need and then you make the other things that you need and you start wiring them together and then you start doing some tests with your test client and and just make one step at a time until you feel okay this looks this looks right I think we can start with this and then you introduce it into your process and it again you're working on your business here you're building a business not working in a business because when you build a business when you build a framework that can work then you can scale it you can you but until then you're just running in place um until you convert yourself into

A systematizable I think that could be a word I'm not sure it's a word entity until you do that you can't be replicated and you can't scale because whatever amount of business you're doing this week you can't 10x that if you have to manually do it it's impossible no one can work 400 hours a week but you can 10x a process and this is why everyone everyone not even if you're not using SuiteDash every business needs to be thinking this way okay uh Chelsea thanks for being so patient it is 11 46 so we have time I think okay I hope this will

Be helpful Chelsea Chelsea is a small Consulting business Professional Services awesome uh in what what niche Chelsea maybe you can help me love to know urban planning awesome okay I don't know that's not that's probably the last one I would have guessed but I I think that's really cool okay um invoices are billing is it possible to add billing expenses to an invoice not currently Chelsea but we do plan to move in that direction yes invoiceability PDF of the invoice be attached yes that's optional but yes it is an option all right yes timer you

Were okay good Chelsea's asking about the timers and time sheets awesome okay all right this is one of the one of the times Chelsea when the expectation that you have uh been given from other software may not be what you find in SuiteDash and I will explain yes we have timers 100 yes they will track time and um if you give me a second I think I can squeeze in the okay Jared thanks see you later let's go to organization settings we're going to turn on the timer widget now you can do it in other ways but the timer widget is really cool let me see where is it here Showtime tracking widget we're

Going to show it for super admin okay and so I click save okay there's the click okay companies now let me make sure that I've done this and so what where I'm getting at Chelsea is this idea of a timesheet okay I'll keep jumping around here and not getting where I need to be where I want to be is in invoicing and I'm going to explain this in the terms of what we call an accumulating generator okay let me finish your quest your question because I want to make sure that I don't miss an opportunity to include other parts is there a timesheet that will result from staff's time

Entries is there a way to do analytics on time spent to gauge staff efficiently relative to billable non-billable hours no is the answer there I'm sorry email marketing are there analytics for the campaigns yes will I be able to see the open rate yes the device used no sorry and then any plans to add drag and drop functionality to the email campaigns yes why are you using Acuity scheduling rather than your own scheduling out good question yep I like it so let me get to all these and but I want to explain accumulating generators first okay uh here's the timer widget okay so

If you open this you can track time in any way so you can just immediately start it uh you can have a hourly rate here or you can set an hourly rate okay I'm gonna get there good uh you can set an hourly rate per person you can also if you have this need you can set an hourly rate for your staff members and then elect to hide that hourly rate from them so this is pretty typical that you may have a freelancer that you're paying at say 40 an hour but billing at 90 an hour as an example this is business this is the way it works maybe you don't want them to understand that you're billing at 90 an hour so you elect to hide that and then that this hourly rate will not show for

That user when they use the timer widget however we will count it and Bill it at that rate so we can start this immediately or you can just start typing what are you working on we're going to say um answering Chelsea's question okay and then I hit enter and now I'm counting okay so we'll just let that go for a little bit now when this completes what I can do and what your staff can do is add it to what we call an accumulating generator and what this does is it do you build your clients every month Chelsea something like that right good so you're going to create an accumulating generator we're going to call this one direct uh

I can I'm going to turn you on to a video that you can watch and this will be this will be explained a little bit more a lot more actually you're going to set your client you're going to have one accumulating generator for each client so let's just whatever client you have in mind right now let's just say you enter them right here and then you're going to leave all these items and everything off unless there's some scenarios which I can explain later but what you're going to do is you're going to set this accumulating settings and you're going to set generate the invoice as open if you want but let's just do draft in case you want to re review it and you can say I want to do this every one month and first Creation Day we're going to say is uh today that's fine or 14 days uh or

You can even set the date you can manually set the day if you say I want to do it on September 1st okay it doesn't matter and now you you set the payment settings that when this when the invoices are generated from this generator I want to allow these settings I want to add these custom Fields if you want that the relative due date you're going to say let's say 14 that means when the invoice is generated if it was generated on September 1st which it will be you're going to set the due date as September 15th that's 1 plus 14. okay and then you have these other items other options and then you have generating generation requirements maybe you only want this to generate if there's a hundred dollars or five hundred dollars uh built up and now

I'll explain how it works as you are working for the client through the week through the month and they they say just bill me every month for what you do you can come you can come into this generator and add items or when timers are completed you can easily and I'll show you in a bit add the timer to as an item to the generator okay so let's say throughout the month you add one two five ten timers a couple of expenses like billable expenses you come in here and you add them and you say okay this is a billable expense whatever it is uh on September 1st when this is the first time this will be generated and then every one month after that each time it generates an invoice it's going to generate an invoice put it into

The invoice list which is this it's going to be an actual invoice in the invoice list and then it's going to wipe clean all the items that are here and start over and then on October 1st any items you've added during October it's going to create an invoice and reset itself to zero so that now all you have to do is train your staff to add their timers any items to this client's accumulating invoice generator and then at the end of every month the invoices are automatically generated you don't have to go to a timesheet and

You don't have to transfer hours over to an invoice and remember to send it your staff is always trained add it to the generator add it to the generator and if you're very confident of the process and you you know it works for you you set this to open and you set this to send right and then you activate it if you did that most people are a little too cautious to do that maybe I probably would be one of those people too cautious but if you are not cautious like that and you just say hey this is what we did this thing is going to generate an invoice and send it to the client immediately ready for payment every month now what I know about the business and I've been in a

Lot of been a lot of businesses that imagine how many how much money is lost through not being invoiced timer's not invoiced small things not being invoiced because you just don't have the time energy Etc to just go do it and transfer it to an invoice and send it out right um so yes I understand this is a way that you can bypass a timesheet and get to the place where these uh timers expenses Etc are automatically invoiced nothing is missed nothing is lost uh Chelsea says we Bill 25 of clients hourly so it's great for that 75 fixed fee

I just want to know the hour spin of them yes so you could do that from there are timers go to timers here and it's easy to we have some work to do here uh I'll acknowledge this is that for sure we have some work to do because we focused more on this moving uh timers to the billing stage that the reporting stage is has some work to do here but you can filter by client here in the sense that now you have a client and you can do a start date an end date start start date and end date so you could set a month a month first a month into the month or six months and then

Set the client and you'll have a list here what we don't have is like a added up total pie charts things like that but you definitely can't get the data here this will come something we do plan to add but again the reports is not it's not it's not it's something where we do need to extend yeah okay is that clear yep and then quickly on some of the other things I want to acknowledge we do have some time here uh email marketing under analytics yes so you'll see open rates and you'll see um number of clicks Etc these statistics are okay

Paul go ahead and put them in there and I'll do my best to jump to them um these statistics are less reliable than they ever have been and the reason is is the privacy uh current that is building towards blocking of what what are called tracking pixels okay so tracking pixels are one by one transparent pixels that are included in emails that will that's how when that pixel is loaded in the browser it sends a message back to our software or whatever software and says oh that was opened but lots of providers including apple and a lot of other ones are moving towards this privacy stance where

They are blocking those and we have really shied away from extending in that direction because of the unreliability and the actual statistical Gap that is there um we can show you a statistic but it's not really a statistic because we can't even understand how many were blocked there's just no way so yes the we we do it just like everyone else but uh we're shying away from extending down that road because the trend is that that will not be a reliable uh signal anymore and what we're moving towards is in our email marketing to provide you with action buttons

Essentially action links that and you'll see this start to happen more and more in email I'm sure of it you'll see this that you'll get emails they'll say uh did you enjoy this content did you find this content helpful anything like that anything where they say yes no two buttons now that is not blockable and is something that when they click yes or they click no you get a signal back it's a very very definable signal and in fact in our concept we plan to equate uh or align automations with those buttons so that you could send out emails that will have several choices and when the end user clicks those choices automations are triggered in the platform that are on par with the power of them actually logging into

The platform and making choices yeah so now this is really definable it's very clear signal and it has even more capabilities than this these statistics so you know our our focus and thought process when it comes to those kind of things is down that down that path yeah good Chelsea says cool good okay all right Paul and then the Acuity thing I have to answer that one why are you using Acuity scheduling rather than your own scheduling app it's been in place for a lot of years Chelsea even before our scheduling appointments toolkit was built and until now we don't have the round robin scheduling that um it is on our path

Is on our roadmap to build round robin scheduling meaning for our Wizarding and things like that when someone signs up we use a round robin process that drops that appointment into the schedule that has the least number of appointments that week so that's a feature that we don't have on our own tool yet but outside of that for most people that are scheduling I think our appointment scheduling tool is is coming along in a very very well thought out way and has improvements on the way even uh in the next quarter or two that will enhance that even further so keep in mind that we are building 15 tool kits and they build one so um

Yes we'll get there and when we do it'll be a no-brainer on all fronts um but yes that's why and and and you know yes and I'm not being defensive anyway I I understand what we're doing here and the and the difficulties that are involved so it's okay but to your point we move in every direction that we can to use our own um our own software and if you go to the academy right or SuiteDash Academy you'll see that's a that's accessible from inside your platform here click Academy you might see this

Here's a little sneak peek might mean something to you coming soon but if you click Academy this will take you to our Swedish Academy which is built in our own LMS and in a lot of cases our reseller program we do the entire onboarding via the reseller program via SuiteDash and then let me as I promised invoice generators this is the video that you want to watch Chelsea this does a great job of that and then here profit by what not this one this one behind the scenes at SuiteDash HQ this shows you how we're using SuiteDash to manage our entire reseller onboarding process this is a

Really cool one yeah you might want to take some time for that one okay back to Paul is there a way we could enter the health test results into a form that would generate a pet yes Paul Paul yes it's like you're it's like you're we're channeling on a channel that will set me up okay yes Paul so let's go to forms so we have some pretty robust features and forums but one of the coolest ones I like to talk about a lot is what we call staff submit okay staff submit and this exists as a concept for all of our forms the one you're talking about will probably be an update form

This means that this is because the the user is already in your platform they're already in your CRM and we're going to use this update form to update or add more information to their profile so what you can do is Click staff submit you're going to train your staff this is a static URL that you can bookmark even and then they're going to select the user this is the user who you're going to generate a page for and then now we know who it is we're going to write to their profile when we submit these forms when they're built out of custom

Fields which is 99 of the time the custom Fields provide data that we can then re regurgitate we can print onto a dashboard for example using what we call Dynamic data placeholders okay let me let me go here to really Hammer this on let's go to this is not going to be exactly but let me finish your questions and I think it's going to be good SuiteDash can handle payments via stripe absolutely all those invoice generators we just talked about all that makes invoices that can be paid online either logged or non-logged okay here we are good let me finish your questions and then I'm gonna

I'm gonna do this really well hopefully for you could we provide access to LMS courses based on a person's test results if magnesium is hot well the test results will have to be entered into that update form but yes yes absolutely so in the way I was speaking with Jared earlier um we saw how the dynamic logic engine could interpret and look at data in the platform and find like say if it was five or higher you want to give access to a specific course you could say I want you to scan this custom field for all clients that fit this description of a certain circle which means their test results are completed or whatever uh

And if you see one that is 5 above five or above this will be a number type custom field so it will have a specific operators related to numbers then I want you to execute this Auto template which could be specifically designed yes to give access to specific LMS courses so yes the answer is yes can we embed the SuiteDash client portal into our website so The Styling is seamless the answer is no um you can embed a kickoff form into your website but now this is way too much formatting Etc to embed into your website I don't think you would want to do it I think you would want to do something like um you know link to the portal from your

Website okay so something simple like going to a website and have a client log in that would open in a new tab or if you have a WordPress website you can use our WordPress plugin which gives you a login form like this and the very next place the land is inside your portal at your custom URL seeing that you're going to configure here so it will be seamless really The Branding and everything will be seamless to your clients but it won't be on your website at your top level domain here yet I said yet and I'll let you interpret what that means so coming soon coming well soon but coming in the future okay all

Right so we need a store with about 30 products which we can do via our own okay can we replace that SuiteDash or can we integrate that process you can integrate that as long as you're using a Str a mainstream e-commerce solution that has a zapier or paddly connect or any one of these automation platforms and automation because then you can um based on the product that is sold then you can trigger certain conditions in SuiteDash for that client yes now we are moving in the direction of being able to replace that but I'm not going to offer that to you as a solution now if you have it in place now I would recommend go ahead and go to the integration route where

You are passing the proper variables to SuiteDash and then uh configuring the portal based on those variables yeah okay uh let's come back here because I wanted to show this to you right okay so these are the dynamic data placeholders okay look at this this might be really cool for your thing you said levels of magnesium okay so you see this chart even the chart here is powered by the value of a custom field so if you say the custom field called levels of magnesium and for each each one of your clients that can be a unique value right so here you're going to say I want to make the value to be the source type the

Custom field now you're going to choose the custom field levels of magnesium here okay so these are showing at 50 because they're they're Dynamic it's just 50 for a placeholder but watch what happens if I go to preview of this page or dashboard it can you can build this as a dashboard as well it says here we can't show you a preview unless you select a contact right so now what if I say okay now just show me the data from Springfield Airways it goes to that profile Returns the dynamic profile picture first name last name company name and there's the magnesium level there's the other level there's the other level you can build all of this dynamic so what's the advantage the

Advantage is you can create a generic dashboard that's built out this is the dashboard you're going to show to all your clients of a certain description you can build out 10 dashboards if you have 10 different types of clients they can all be redirected to this dashboard when they log in or or see it as partisan process but for each one because just like Facebook when you're logged into Facebook you see different things because we know who's logged in and this is just a preview and that's why you're selecting you will see the values that are associated with that specific person in their profile yes of course yeah you could do static stuff under here that's just like okay this is your magnesium level this is what it means all that so

You can build all of this and in fact you can show hide entire rows of content based on if they are fitting within a specific Circle so see how I'm looking at the row here so say this row is an explanation of magnesium or an explanation of some condition that that they don't have that you know you specified okay they're they're they don't fit in this case because um you know whatever condition so we add them to a Circle that says not does not have this condition doesn't matter what you name it you can go into the row and edit it and say okay hide this Row for circles of whatever

Description you can name it anything you want and if they if the logged in user is in that Circle then this entire row of content will be hidden from them so you can have even this dashboard can morph on the Fly uh based on who's logged in and what circles they're affiliated with what circles they're a part of or not a part of their data can be pulled directly from their profile and populate even chart blocks I just you know all I could say is this is cool this is cool I mean you know I'm for I'm uh I'm at the um Sunset part of

My career you know beginning of my career in in web development and running agencies and things like that if we would have had tools like this we could have blown people's socks off yeah it's incredible really what what you can build with this and it's all no code it's all just here for you um so your question is so they could be allocated to low magnesium Circle yes exactly exactly uh remember the logic engine you could yeah exactly you could say if magnesium custom field magnesium is uh lower than x number you can enter the number your staff submit right your staff you can create that

Staff submit form where they enter the test results that goes into the data then the dynamic logic engine is scanning that data scanning for values that are lower than five for specific Target when they find one they're going to say oh add them to this circle low magnesium Circle and then when that person logs into their dashboard they'll see the low magnesium information and again you could do that right here on the row access options show only for circles low magnesium yep exactly OMG Paul says that's exactly right Paul this is not just a client portal it's not just a a some invoicing

Program or project management it's an entire operating system that you can build around your business it's a giant pile of really cool Legos that you can put together to do exactly what you want and it's getting better rapidly week by week you know all the time awesome there you go okay Paul good hope to see you again I hope this really helps you and and anyone else out there so thank you very much for your time uh you mentioned in hours one to two how do you mean Oh Oh you mean that's not accessed you

Mean one 1pm to 2 p.m so I have a we have a webinar on Tuesdays at 1 pm to 2 p.m New York time and then today is the 11 A.M to 12 p.m New York time I see okay yep let's go back to there's a few options for you so the uh let's go to pricing now so if you scroll down you'll see the Wizarding program so go to pricing and read through this Wizarding sessions we do have some bonus sessions that are granted based on upgrades to specific plans keep in mind that for a lot of the automation stuff that I showed you you're going to need to be on the Pinnacle plan Pinnacle is where automations

Live uh there's also some other options but I really think that you would benefit tremendously by a Wizarding session and you'll get a game plan that I think you can you can probably move forward with it sounds like to me based on the uh the fast way you're understanding everything okay awesome it was a pleasure sir let's let's turn off the recording and talk football all right now come back anytime okay all right thanks a lot great to see you thanks everyone have a great rest of your day bye-bye thank you [Music] thank

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