Webinar : SuiteDash Product Tour + Q&A

[Music] welcome everyone welcome this is mike i'll be your host today for the SuiteDash q a webinar how are you let's get started by having everyone jump into the chat let us know where you're joining us from possibly your business niche in case that's helpful for us hi lynn from the chili north how are you sir and annette from seattle hey everyone yep i'll try to acknowledge everybody but see well i think what we're going to do today guys is we're going to start uh just introducing SuiteDash normally i give a little bit of a speech and i say

Um SuiteDash is too big to give a webinar where we do a walk-through of the of the whole product and that's probably true but today i think i'm going to try the impossible we're going to start into a quick as quick as possible walk through of the product trying to keep it on a level that's detailed enough to see everything but not get into every single little functionality or that would be impossible and then we'll take questions at the end and go through some questions as we go along if that's possible so what you're looking at now is the SuiteDash website uh as you start your SuiteDash journey and you start a free trial there's no risk to you the next thing you want to

Be paying attention to would be the documentation which you see here you can search your questions this is the best place to search before you send a help request this will find to help you find answers if you're more of a visual learner then SuiteDash academy is a great place for you you can look at video training and also this how-to series which is big large colorful images with arrows and boxes and explanations in plain english so this is something you can keep open and move at your own pace and then the SuiteDash community is a place if you have not started yet it's a great place to meet other SuiteMates and get yourself and ask questions that may be relevant to your situation someone else has been there before so it can be quite helpful and

Then vote.SuiteDash.com is the best place for you to understand what we do have planned what we have in progress and also a great place for you and this is actually what it's really for for you to tell us what you would like next what would you like us to be working on and you can see here this is most of the top items are either in progress or planned this is how we run our development is we listen to our customers we listen to our SuiteMates and we develop around the things that will help the most of you so thanks for participating in that okay so a summary of SuiteDash the impossible may be possible all right so SuiteDash is designed to work around your website around your

Business your existing website is typically what your hat you have you need to have a software that helps you with clients helps you with team helps you with onboarding and that's how SuiteDash is designed so what you're looking at here is just a sample website this is a bogus business it's not a real business but it serves as a demo for us okay so this is a website and on this website you will see something like this like want mad skills but behind this button is something powered by SuiteDash behind this is powered by SuiteDash and most in all these inquiry forms are powered by SuiteDash and they all end up essentially directing people into your crm uh or into your email list for

Drip campaigns or campaigns uh sorry or just one time campaigns this is an example of a form that's just embedded in the website and then when they complete this form they're added into your crm along and in such a way that as however you configure this particular form meaning if they come through this form certain settings are applied if they come through a different form some other different settings are applied so each form has its own set of automations that are associated with it and assignments essentially okay and this is an example of a standalone form that's a standalone meaning it's not doesn't really even need a website and in fact we we just give you the what we call a friendly url see how it says get

Started up here so this doesn't even need a website if you don't have a website you can still use all the functionality of SuiteDash by creating small landing pages like this where they're when submitted they will add them in according to your configuration this is just a quick example of a public dropbox it's part of our file sharing functionality it's embedded on the website so that anyone say you're on the phone with the client they say hey i need to get that file you say great just go to my website click on dropbox upload the files there and you'll see when they choose files they're gonna they're gonna give their name uh and then they'll submit and that'll upload to you okay so these these things are all designed to work and of course the client login when you click this this is

Powered by our wordpress plugin it's a login form and when they log in here your clients or your staff they'll be directed immediately into your SuiteDash account and see the branded SuiteDash account which looks something like this okay so now i'm inside a SuiteDash account as an admin and i'm seeing my crm list now SuiteDash is not just a crm it's crm is really the beginning because that's how we get our core of clients or prospects to do things like you know we have them in our system so that we can deliver estimates or proposals or invoices or contracts or any of the other things that we have in the platform but

This is a list of your contacts and from here you can add a new contact manually which is of course the sometimes way or you can import contacts here you see or you can use what we call an intake form to add to post on your website as we saw previously and then contacts are self registering as a prospect or as a client or as a lead however you have them that form configured so those are the primary ways of getting people into the system as what we call externals which are lead prospecting client typically they're the people on the other side of the business that you either want to get paying you or already paying you and that's the idea okay now there's two ways to use

The portal one is called invited and one is not invited now you'll see on the right side here we have a not invited status we have an invited status and then we have a last login date all right so you if you if your business model is i don't really want them to come into my portal i don't need a portal for them to come into but i do need them to pay invoices but that's okay you can just keep them in not invited status and then you can still send them invoices you can still send them contracts to sign those things can be done and really if you don't ever invite them that's not a problem and if your business model is you don't invite anyone that's not a problem so you can use the portal side of it as much as you need or not at all all the functionality is designed to help you accomplish goals either way now

When your clients log in by default they're going to see a dashboard right which you see dashboard here and also your staff and you can do things on the dashboard like widgets like my tasks or my invoices or announcements and you can create announcements and target them towards your internal roles all of them or just some of them or your external roles all of them are some of them okay and then you can even make stickies etc all this can happen you can use placeholders in the in the announcements so that name first names last names or any other kind of data can be output directly in the announcement depending on who the logged in user and we'll get to more about dynamic data shortly or if you don't want

All your clients to use the same experience meaning landing at the same dashboard you can create what we call start pages okay and start pages are based on the concept of a portal page which you'll see here portal page is just a page of content that you provide for your clients or your or your staff even you can assign them either way so if you want to add a new portal page you can assign it to staff or clients and then you can set categories and set it where you wanted the menu you can preview it set up the styling all sorts of options here we won't get into that but then here you can choose a couple different types of builders but one of the primary things you can do is assign as a start page

So if you see here assign a start page and what i can do is assign this as the start page for anyone who is assigned to the page so if they're assigned to the page in this section that i have folded up and in the back then that's they're eligible to be assigned as this start page and what that means it's the very first place that they go when they log in so if you have a set of clients that you want to go in one direction when they log in and then another set of clients that you want to go in another direction when they log in what you'll do is you'll set them up probably in circles and then you'll you'll assign the start page to the circle and what that means is that anyone in the circle that you're signing here and the reason there's no results is because there's no one assigned because i just started this

But when anyone in that circle logs in to your portal they'll be directed to the start page assigned to that circle and so therefore as your contacts are logging in they're being split they're being directed they're being funneled into the right places and you can create multiple multiple start pages and control the experience of your clients as they log in using circles start pages and a great number of other things but we'll get through that in a bit let me move next here to this is an another test account another demo account this is an example of a portal page that's been billed out it's assigned to the circle payroll okay so

This company is saying when anyone that i've assigned into the circle payroll logs in i want to redirect them to this page and what you see here is an example of our dynamic data structure and the idea here is i want to create a single dashboard for my payroll clients okay you notice that no one is actually printed here no actual names and these all say 50 the reason is because they're all powered by dynamic data so let me let me demo this a little bit and you'll see what i mean so as we do a preview we're able to we don't we haven't loaded any client here yet so we're not seeing a preview but we can preview as uh let's just choose this client and what's going to happen is going to go and grab the data specifically

From this client and we're going to see exactly what this client sees when they log in because this is their start page so now we have a dynamic profile image went from her profile her name her company this is her payroll service circle and these charts are even powered by numbers by custom fields the value the values of those custom fields are being returned by these charts because they're powered by that custom field all clients have the same custom fields right and they but they can have separate values in those custom fields so as i move from josie green to robert martinez you'll see that now i'm going to see how robert sees it and actually he has different numbers right so these are loaded here

I can use these button block these button shortcuts these are programmable without coding and there's all sorts of examples of charts that you can configure you can make a payroll or you can make a dashboard that works for your use case and preview it build it and this is on the block editor you can also find several examples of this as starting points in our template library which is here okay so let's start with the roles uh internal roles let's talk a little bit about that it's back to crm so you'll see that we have a prospect we have a client and then we also have a lead role that you've not seen an example of here but essentially lead prospect and client a lead is something that you really uh that you're just meeting someone you

Just know their name maybe you know a few data points about them but you want to get them into your address book is really the best way to describe it lead this person's in my address book they don't get a login to the portal they're just being tracked by you in your software if you get a little bit further with them you would probably want to change them to a prospect and then from a prospect into a client and that's the progression so there are several permission set their permission sets around lead prospect and client you'll get familiar with that as you get further into your journey but yes i just wanted to touch on that for just a bit all right let's move forward oh and this is perfect this is the documentation if you have more questions about lead prospect and

Client just go to the documentation and search for role and you'll find this article for internal roles now let's get to circles and teams okay circles are one of the most powerful concepts in SuiteDash if you start with simple start series episode one one of the first things we cover is circles you gotta know about circles you need to understand how they're put together or what they do for us and what they do is they segment clients so earlier we talked about the idea that when you logged in you'd be directed one way if you're in one circle in another way in another circle so you'll see an example here we have the payroll clients we have the website prospects we have some steps that we're running people through based on circles and then maybe even we have a sas or some kind of membership that

We're building based on circles so circles is associated with your external users which means the contacts the the leads prospects and clients a very similar construction is called teams teams is for your internal roles meaning your admin teammates project managers all this you can build a team and then add people to a team very easily or easily just remove someone from a team and when you remove someone from a team or a circle you're instantly taking away the access that was the everywhere across the the account that was based on the team affiliation so if you're assigning say a shared folder to the devops team

Uh and then someone um you know has a big disagreement and they walk out and you think yeah i really gotta remove their access then you know what we're just gonna remove their access in one go all the things that were based on the devops team permissions now fredo has lost track of fredo comes back after his blow up and we make up and he gets added right back right okay so the thing about circles and teams is that you can assign things dynamically if you add someone new and put them into a circle they instantly gain access to everything that's based around that circle permission okay let's move on before we go further i think it's important to really realize the uh automations and the uh the things

That are the trigger actions the different dynamic constructions that are part of SuiteDash and this is a very good example this is what it's called our trigger actions widget and this trigger actions widget provides you with automations in this case i'm actually in an invoice that i'm creating an invoice and i'm configuring the actions that will be applied or that will be triggered when this invoice is paid so if i send this invoice to my client and they pay the invoice then i may want to add them to a circle or remove them from a circle or you know maybe change the email marketing list or set some custom value there's all sorts of options here and these options are expanding all the time and this is a way for you to and

You can set up multiples there's not just one you can just set up as many as you'd like if you want to generate a contract you can do that here set the title set the contract template right here and then set the data source and then you're good and when the invoice gets paid the contract will be generated and pre-filled with all the dynamic data from the invoice so what do i mean by that what i mean is in the contract if you have write the contract and say the value of this contract is placeholder right you're going to set a placeholder and so then what will happen now is when this invoice is paid i'm going to choose invoice as the data source and the con then template will be the place where that placeholder exists and when the contract is created

It's going to pull the data meaning the total from this invoice that i'm making that was just paid that triggered this action it's going to carry that data across and it's going to fill it in in the placeholder of that contract and then that contract will be available to be signed and not just that data point but many data points but it's just an example that's quite common so the automations that are made available and you'll see other examples of that as we move forward they're the real power of what you have with SuiteDash because not only do you have multiple multiple tools in one place they share data in a way that's very very beneficial and automated and designed to take you from step one to step two step three in a way that you

Don't do it manually that you design at one time put it together and then it sits there and works for you and is predictable it's accurate and on that's the primary advantage of automations of course okay so next i want to talk about generators all right so what are generators which has changed the terminology of generators actually so even if you're an existing client or existing customer or SuiteDash this might be the first time you've actually heard that term what used to be called uh profiles we used to call these recurring profiles and accumulating profiles uh we even had a we have a project profile that's now called a project generator uh profile was kind of a word that has been intended to say well this

Is this is the profile of the project that i want to create but it doesn't really say what it does right so we wanted to change to something that says exactly what it does and this is exactly what it does so look in the invoice list here and you'll see recurring right and you see one time recurring in one time so make the connect making the connection a recurring generator is a device that you configure you say all right generator i want you to create an invoice for me every month for this client all right and then you you basically configure it and so everyone every one month the generator sits there and says okay is it time for me to generate this this invoice is it time is it time and then when it becomes time out comes the invoice into this list and

Now you have the invoice has a recurring status the client can see it the client can pay it online or however you have it configured so these generators are are ways to set up automated events and they and they fit perfectly into the automation trigger action automations that we just talked about before because in many cases those actions are thing are things like trigger project generator and when this thing is completed i want you to create a project and the project generator is the one making the rules about the project being created etc so they're they're a big part of the automations that are available in the platform so

Here we're looking at project generators same thing so if i create a project generator i'm defining all the elements all the pieces and parts and data data points of a project i'm pre-defining is a better way to say it and then when in an automation or via an intake form assignment or or something like that the project generator is told okay create a project here's the data this is the client here's any other data that you need and then boom all the other stuff that was configured is taken into account and you have a project created automatically based on your specifications and including options for recurring projects and date based projects etc etc project templates lets you build the

Sets of tasks and phases that are associated with a project in advance and even assign them in advance so that if you have the same structure for projects you can create that in advance and then each time one of those comes along you can say oh this looks like project a assign template project a boom all the tasks come out all the phases are are configured and you're saving work you're being more efficient okay and this is just another example of i wanted to show a folder profile which will be called folder generator going forward and it does the same thing it's able to help you configure a complete folder structure and these are just tests here but you can create a complete folder structure that you apply to new clients as they come in so if

You have a very comfortable folder structure inside a client's files then you can configure that and then apply it on the way in so that every client that comes into the platform you don't have to recreate that folder structure over and over okay so we're back to the contacts let's talk a little bit about how we can get contacts into the platform via forms okay so what i'm looking at here is called an intake form and it's designed to take someone some random person on the internet we don't know this person's name we don't know anything about them they land on your website an intake form is what they need to see because an intake form takes a brand new person and they convert they onboard them essentially and they assign whatever

Your assignments uh based on how you configure so this one if anyone who comes through this form will be assigned as a client they'll receive max as their coordinator you can assign their sales person i'm assigning them into this circle right because it's part of my strategy i can also do things like oh project profile or on demand generator or project generator this one should be folder generator as we're making the name change some of the things are are almost done today that's how fresh it is it's happening right now so yep you'll see that soon uh and then you can do things like i want to send the email or i don't want to send the portal access meaning this is the not invite invited not invited invited not invited or you can even require that they that your visitor in this case like

If you're creating a sas or a membership style portal you can require that they make a one-time payment or you can require subscription payment and all that is managed by SuiteDash in this case that you require a subscription payment uh the system will take that payment will regulate that subscription and basically regulate the access of each customer based on the acc the active or inactive of that subscription so if their subscription fails they will not be able to log in um and as long as their subscription is active you can keep them as a member and they'll continue to be able to log in and access the data and the content that you provide for them so this is an intake form and you can build the form here you can do things like

Set up appointments or choice blocks which is a way to let them select from a select box and based on the selection there we can control the settings that are applied to them you'll notice if i see here's all the settings there's no choice block in the form right now and here's all the settings if i make add a choice block all the settings go away down here and where are they they're in this choice i have one choice now okay so then i can uh sorry i can configure my choice here by clicking here and now all the choices are behind choice number one but of course i can add another choice and another choice and another choice and then i can configure all of

These separately and if uh depending on what the end user the the customer not the customer sorry the random person and what we call around here rando with that random person comes to your site they'll make a choice here and then they'll be directed and configured based on their choice okay now an intake form after you create it this is where you you click on this um let me go back i'm not brave enough so this is the uh intake form embed settings so link embed will give you a direct link to the form that you can use as without a website this is an embed code that you can use in your website and

Then you can also set a friendly url if i didn't like this url i could say you know what give me uh i would like this to say funnel intake and then i'll call it that i'm going to create a friendly url and now i can copy that if i let if i send this in an email or a marketing email to my clients or link to this my website they'll end up in the same place as this one which is not quite as pretty the form is previewed here anyone that knows about how these forms are delivered and the the way uh how difficult it is to style these via css we provide you all the css possibilities all the design possibilities here and mostly in the no code way so here's all the colors here's all the sizes here's

The content of the success message you can set up a redirect instead of a success message if you'd like and here are all these sort of things that people would normally like to do by css but you don't have to figure that out because you can just check a box and click save and it'll look just like you see here when you submit it okay so this is a this is again an intake form that's designed to add people that are not in your account just random people in the they come to your website to put them into your crm what i'm looking at here is called an update form okay so after you have someone in your account you may want to collect more data from them and in fact you might want to start off with a small intake form and maybe a bigger update form after they enter the portal

And that's what this is so an update form doesn't have as many of the options as you saw before it's really more about updating information or adding new data to a client's profile or prospect's profile as they're in while they're in the portal and you have many of the same options for link embed except for update forms are designed to be displayed inside the portal so you have what we call a placeholder here and you use those in portal pages to display the form and here's a good example i'm in a portal page which could be in a start page if you wanted to assign that but it's easy to just paste in the form and then you'll see when you preview that the uh actually the forms don't show

But if we if you impersonate the client for example then you would see the form okay so this is a little bit of our project management side let's let's cover that for a bit okay so this is your list of projects what we have what's called my task which means this is all the tasks that are assigned to me throughout the project or throughout the entire project management through all projects or i can even create tasks for myself here that are unassociated with projects i'm logged in as an admin so i also get to see all tasks now this is all tasks in all projects broken out and not they're still associated with the project by you can see the project is here but i'm able to use the filters

And the searches to find and make tasks or show tasks based on what i need and in fact i can even save filters so if i have a complex filter slash search that surfaces tasks that i'm that i want and i want to use this over and over or maybe multiple um multiple combinations of the searches i can save those filters and then load them easily with the drop down menu every day instead of rebuilding this every single day and clicking save so another it's another way that we've designed to save time on your everyday tasks you'll see in projects we have the list of projects we have a list of project generators which we talked about before templates we talked about create tasks and phases there's

A project calendar that everyone on the team sees it includes the tasks in the project there's work requests which is this is a project level uh item and essentially what this is is a work order some people might call it essentially something that the client can see on their end in the portal and they can submit that work request to your company and your then you will receive that and you're able to convert that into a an invoice or a project for example i don't have anything to show you on this one but essentially the options are i can convert this into an invoice and and set some i set a price to it or i can convert it into a project and send the items on the work request turn into tasks

And there's multiple multiple ways to configure there's a lot of settings associated with work requests additionally timers is uh something that is very widely used in the platform people are you so what you'll do is you'll create a timer you'll be able to save that time and associate it with a project or with a client individually and then you add this timer to typically an accumulating profile that will then turn it into an invoice and that's typically the way it will go so of course archiving settings so let's move on here's an example of the project management you have a project description that you can dynamically populate based on dynamic placeholders but this is a typical task list and this is

Where the task action will happen and mark complete there are subtasks there are comments and there's a history of everything that happens followers allow people to be updated there's a lot going on here so i won't slow down for too too long this is assigned to my teammate of mine but if i have a task that's assigned to me i want you to see that i can start a timer on this specific task and i'll say this is my first steps in this one on this task and i'm going to set a dollar rate say 25 dollars an hour and i'm going to start the timer okay and i can do this i can start multiple timers on this task they stay attached to this task and then they can be billed and invoiced when they're stopped into an accumulating profile

Or cue link generator excuse me and then turned into an invoice based on the configuration of that generator okay let's move on this is a kanban board quite common most people are familiar with this style you can set this as status status boards or you can change to assignee view which will let you just move tasks to different teammates based on who's assigned to this project this is what we call our project overview or project dashboard this is a configurable you can show or not show most of the elements on this dashboard but it's a place where you can make this visible to your client so that they can log in and then they're on their side

They're able to see exactly this the project progress the updates that you have left for them they can actually answer you back which is what's happened here this is the response from the client i can continue that conversation and this whole conversation is based only on this date this update from september 22nd say for example and then each update will have its own conversation and these conversations are replicated as well in our client talk feature uh so team talk is only is a talk or a chat or i wouldn't call it a chat sort of a messaging thread based on uh various subjects but they're the only people that can participate are in team team talk are

The internals assigned to this project or freelancers and then client talk is typically between the project manager and the client files can be organized and uploaded and kept separate and private inside a project or we'll get to this in a minute maybe we'll be able to cover you can see the various other options in our file management which is quite robust all right let's move on okay all right let's talk about really quickly the internal roles so we have the super admin that's you if you created a free trial and you are the super admin person who controls the billing admins have all the same powers as you do except for the billing side of it and there's a few other separations but

Essentially admins have quite the run of the place project managers are have specific capabilities around projects office manager etc there's billings and so on so read that here it's not now for me to go through that but this is the same thing if you go to help.SuiteDash.com you'll be able to find this and read through it and understand okay let's go further all right let me see what we have over here timer yep okay and then let's go to marketing all right so marketing is an entire module based on email marketing okay so just like something like mailchimp or constant contact or

Active active campaign you can create a campaign that you then assign to a list and the lists become the groups or audiences that you are marketing to so we have our lists here in our list have auto responders associated with them so in this case i have an email course that i have a list for and everyone assigned or added to that email list gets starts with this autoresponder series this one goes out there at five minutes this one goes after out after one week etc and so this this is the drip cam drip functionality or autoresponder functionality associated in the marketing campaign

And there's many many ways to use this in fact the automations that we discussed earlier one of the primary ones is you can add and remove from lists so as someone you can create multiple lists that are associated with certain phases of an onboarding or project and then as someone moves through the phases or or their customer journey with you you can remove them from certain lists and add them to another list and therefore control the messaging that they receive from your company as they move through your funnel or your customer journey okay let's look at messaging messaging is a full-featured uh private secure hipaa compliant messaging

Component this is not email this is not your email i think just to be clear you can send a message that go that works very much like email but when it's received on the other side if you don't make any changes then it's hipaa compliant in that the message that i send the message i'm sending above the signature here will not be included in the email notification that the end user that your client or prospect receives they will only receive an email that says okay you have a message you need to log in to see it to read it and that's the secure quote-unquote secure method we also have what we call convenience mode which if you don't care about hipaa compliance it's not a real issue for you that

Kind of that level of privacy you can turn convenience mode on and then something happens something miraculous the content will show in the email notification and it's very easy for your customers and then all they have to do they can even reply to that email and their response will be posted back into this thread so that you can keep your conversations in one place with your clients you can even categorize them in folders just like you can in something like outlook or gmail using labels all right let's move to appointment appointment scheduling okay so an appointment scheduling

Just like almost any kind of appointment uh scheduling software you're going to set up appointment types okay in each appointment type you're going to associate with a single staff member and that staff member will be able to in addition to admins be able to set availability and say okay on these days i'm available between uh you know whatever time 12 40 and 5 pm or you can say no availability on certain days and then down here you'll set the parameters of the booking times booking appointment times and the output the available slots will be generated and shown on the calendar based on that okay so let's look um at the calendar on

The client side your calendar can book directly your your client can book directly from the calendar and you can they can also make a booking using an intake form as we showed earlier we have an appointment block there that part of that intake form and part of that process can be scheduling an appointment okay let's spend some time in flows uh we'll just explain flows quickly and then we are almost complete and we'll look at some questions okay so a flow is a series of steps is presented to a client as a series of steps that can include things like file upload file download complete a form sign

To accept this is an e-signature form sorry e-signature step so if you want to add a new step you can use any of these options you can create multiples and then on the client side they'll see that as a step-by-step process that they they need to go through so you'll see here the left side will be their steps and their progress and when they complete each step this will turn green and as they move through step by step they will be they'll experience the configuration that you make for them using this interface so it's quite customizable and it also at each step you can trigger a series of actions in that trigger actions widget

That we explored earlier right so in this one i'm setting the value of a custom field you know i'm making a test here but i can use any one of these to make a set of actions based on the completion of that step and then i can create a set of actions based on the completion of the flow as a whole uh there's two types of flows one is an on-demand flow one is an onboarding flow in an onboarding flow let's take a look here an onboarding flow is unique in that it is used really only in the case that you want your you demand i think is the best word that your clients complete that flow before they enter your portal so in the case of an onboarding flow if you assign that

As part of an intake form they receive an email they click the link they set their password the very next thing they see will be the flow and that's it they'll be locked into it and this isn't the case that you really just don't want to proceed with anyone unless they complete that flow uh so maybe it's just a couple of documents or a file upload or something like that but you're forcing them to do that before they can continue so when an onboarding flow is completed then they are taken into the portal and they are redirected to the next step that's configured whether that be the dashboard or a start page so you can really con you can really drop that gate right in front of the portal get your information get your your data out of the client and then let them in

And continue their journey from there and that's really the only use case for an on-boarding flow everything else is an on-demand flow that you can trigger by an automation or a sign manually to a client and these are sort of designed to be a step-by-step that's completed in one sitting okay not like a very long process where it takes months to get through it's a one-sitting type of operation and that's typically the way it's designed to operate for you all right let's go just into the files this is one of our bigger sections i'm not sure i missed it until now okay so uh let's start with client files so if you all your clients will have a folder when you add a client or a prospect they will have a folder created automatically for them okay and

Inside their folder you'll find these other folders that are pretty that are standard for all clients there we go private files shared with client submitted by client and clients files and they're exactly as you read here there's really not much mystery if we go into shared with client if i upload a file here then absolutely the client is going to see it and get it and receive a notification if i choose to do that all right if i put this here in private files this client can never see what's inside this folder this is maybe if you're a logo designer you want to put the vector files in here you can keep them associated with the client keep them nice and neat but the client really never never gets to see him or or doesn't want he's not able to download them

Unless you move that over to shared with client now if the file the client is uploading files to you you'll see you'll find those in these for this folder and then this is also files uploaded by this client in i'm sorry this one submitted by client is files that are uploaded as a part of a form a flow project or a file request file request is something that you can create if you need files from a client you can actually you can re create a request fill this out and it will send them an email with a link to a file uploader that's actually exactly what we saw earlier embedded into this is what we saw earlier embedded into the website as a file dropbox very easy to make uh a file transfer is if

I have a file let's say a say it's a large video file that i'm trying to deliver to the client uh well of course we know you can't you can't attach that to a an email it'll never get out it's too big so what you can do is create a new file transfer go through the steps and essentially you're delivering giant files or multiple giant files to a client you get you're getting to choose all the uh options that you need and then you'll send those you can send those through us or you can send in a more secure way where say for example you uh want to call the client or text the client with some code that's unique you can make a unique code for each client then that code serves

As a second key essentially so that you're not sending everything by an email and if somebody gets that email it doesn't matter who they are they're able to get to that information we provide a way for you to have a second key almost like a 2fa for delivering these sometimes sensitive documents in the case of tax returns or something health related right okay let's close this here's where you're going to find the projects files we looked at earlier at the project files tab but inside if you upload something into that area in the project you can find it here as well it's separated by project folder and then inside

That you'll have the private public and task files that are associated with the project okay let's take one more step here and that would be the notification panel you'll see here that you're able to see notifications for most things that happen in the platform and then you're evil if you want to be reminded you're even able to pin things to the top of this until you're until you want to unpin and these can be reminders to accomplish certain things in addition we have an entire chat module that is similar to something like slack or skype uh functional all in the same place everyone's using it and it's in the same place as your the rest of your software it's internal only by the way the chat and we do plan have plans to have external or

Have client-side chat and that is on the road map okay i think that's it i think i'll call that a really fast run through of SuiteDash i'm trying to think of anything major that was missed i'm sure there is there's so many ways to use this and configure that SuiteDash guys it's just very difficult to even talk about it in the way that you can really understand the power of it until you're into it and i think you'll see that if you look around the internet you'll you'll see that many people talk about takes a little while it takes a little exposure time to start to see

The connections because it is so configurable in so many different ways it can be difficult to prescribe for you for example you know one of you guys uh step one step two step three but what we can do is do the very best job possible of educating and providing sessions like this where we run through and discuss uh in addition uh the typical use case of this webinar is to is to answer questions uh and we do our very best to do that uh also help SuiteDash.com please email if you have questions that's really your primary way especially if it's about functionality if it's about some kind of strategy or or that kind of discussion

Then i think almost certainly your best bet is the community let's go back to community so please do consider joining the community and contributing and getting to know some of the people that are in there some very very very sharp people running around in the community and they're kind enough to be sharing so uh take advantage of that if you if you are confused you really don't know where to go just join here for security reasons you're going to have to create a new username and password you so the password for your SuiteDash account is not going to work here you'll create a new one but that's the only caveat you can come here and join there's no cost and it's 100 free okay let's do our best to

Get through some questions before we close today i apologize if you came and your question was not addressed you were planning on that but i will do my best now so if you have questions we'll spend about 10 or 15 minutes trying to answer the ones that we're able to and thank you let's see what we have here okay uh let's not let's let's talk all right hilton good question does not invite the equate to lead and invites the client not quite hilton it's not quite but let me explain so we can be clear here great so first thing hilton understands leads never get invited to to the portal okay so a lead is kind of a different animal it's it's at the very beginning of the funnel and

We barely know anything about them we're we're not trying to invite them into the portal at this point so they're just in an address book okay i can enter an email address for them but i don't have to so the analogy that i usually try to use is if i'm driving if i'm a website designer for example and i'm driving down a street and i'm passing business after business after business you might think i mean i need to write all these businesses down so that later when i have time and i'm not driving and i'm you know looking to do some uh introductions and possibly sell my services i will have this i will remember that place so yeah i'm making a list i'm making a list and then i get back to my office i add all those into my leads list and then they're recorded in the right place then if i call that person and they're interested and

Say hey look if you're interested even a little bit let me send you let me send you an email and send you an invite to our to our portal and you know when you do that you already have some content ready to present to them and be tempting for them so when they log in they're redirected say exactly to that content and you provide some resources that let them get more comfortable with you and and maybe trust you more and when they see your white label portal they're going to be like well i have to do business with this guy because look at the software it's amazing you know and so there you go you got a client but then you can easily convert lead to prospect right and when she's their prospect they can be sent proposals and estimates and things of that nature and then when they uh

Start paying you then that's our definition if there's money changing hands or or i need money or i send an invoice for i can't send an invoice unless they're already a client because i expect them to pay me now okay so then i move them to client send invoices let's do some projects together you know all these things so that's that's the progression of lead prospecting client and yes i acknowledge it uh some people use those terminologies differently but they're pretty generic and in our case we had to choose in one flavor so we went with lead portal lead prospecting client yep lynn says would be handy if when it's generated you can have repair repeating based on generation date or specific date do you mean um projects lin because i

Let me see if i can get there we do have options for the project generator to be triggered based on dates and even custom fields projects okay good let me get there so if i want to create a project generator i'm going to say okay here's how this is going to work this is my website project generator we'll call it and here's the scheduled options now of course there's not scheduled i don't need to repeatedly build websites for a client but i can use all these options to have a start on date and recur every one year for example in the case of say taxes or something like this right never

Expires or you can set specific dates or you can even set the value of a date custom field so if you have a date custom field that helps us validate the date then you can say i want to do it on this date and then coming soon we have a task in the works that will say on this date every year okay so uh this is some we're moving in this direction for sure of this okay wait lynn says yes but not repeating on a custom field okay that would work yeah so um sorry lin it's not recur this is a recurring options and then the custom field option is not recurring it would just re do it on the date of the custom field or on a specific date these are one time as of now if we

Add this other option here under and that says do this every year that would be a check box and would be optional you could leave it unchecked and only do it on this one date am i am i hitting the right target lin i feel like somehow or not i'm not but i think i think i understand what you mean i'm going to go back into it and try to grab another question lynn says yes if you're adding the extra option that'll work for you so so you're going to set the date lynn you want to set the date uh say april 10th you know maybe it's related taxes and somehow you need what about april april 16th the day after the tax day that you that's when you need to start on the next year's right um so you'll say uh on

This date every year generate a project for these specific clients that's you can easily do that after we add this option clarify uh let's go back up i'm going to try to find okay net forms have conditional logic etc example choose from checkbox and send a corresponding portal page yeah annette so on on intake forms yes that can be accomplished and that's using the let me go backwards here ctrl shift tab yes let me get back to that intake form we had up i really thought we did apologize

Well okay that this is it perfect okay about i gave up right in the way almost gave up too soon so this is the choice block um annette you would choose here they would choose some set of op from some set of options and you could us you could then assign a circle to them based on the options so this would be one circle assigned and then a separate circle different circle different circle and each one of these circles would be used to assign a start page it's what you're asking about and so then based on their choice here they would see a different start page in that scenario based on their choice yes got it good awesome good job annette good question okay brandi says if

A random good brandy arando clicks on my website it automatically adds that person to contacts no no brandi because um and they said where can i access okay so brandi we can't if rando clicks on your website that's not enough we don't know who that person is we we might we can we can know their their ip address that's about it but they could be on a vpn we have no way of knowing they are the only way you're going to know who they are is when they they fill out a form okay so if they fill out a form and submit and then we'll have their email address and their first and last name okay that's great now in the future SuiteDash is future when we are when the website builder is being built for example so in the future SuiteDash will give you a tool to build your website and

Your portal they'll all be combined into one that's part of the dream you know the plan of the future is that after we know who that person is and we've sort of we've sort of tagged their ip address and yes a vpn can still get around this but we basically know who that person is from a cookie in the browser and that's all you know fine and very common when they come back to your website we'll recognize that cookie and go hey you know that person who was filled out that interest form guess what they're back on the website three days later now what do you think will happen if you pick up the phone and call that person while they're on your website i mean besides possibly being creeped out you know they're they're ready they're ready to do business with you and if they happen

To get just some random phone call that happens to be while they're staring at the website boy that would really make it easy especially and you could really be coy right you right brandy you could be like so have you seen our what have you been to our website are you in this well actually i'm on it right now oh well great you know and then you just so now you're really in and they think that you you got you're on the same page and so it's really good way to close right but that's in the future again that's not something that we have currently but just gave me an idea actually don't know why we couldn't include something like the code for something like that in a wordpress plugin in our wordpress existing wordpress plugin so and possibly provide other tracking code for

You uh if you don't have a wordpress site that you could just put in your like some some javascript code that you can put in a footer or something like that so yes i believe that's valid we could probably make something like that in short term brandy uh even though we wouldn't be powering your website we could still track and make functionality around that with a little just a little bit of javascript code all right let's move down where can i access this recording okay well brandy the the majority of the ones actually all of them that are recorded and displayed are on the youtube channel so just youtube.com backslash SuiteDash and you'll see all our videos are there in our channel right brady says when you send a request to a client does

It keep track of that request like when you send an email can you look at your sent file do you mean a messaging i think brandy i'll give i'll give you multiple answers and that'll be helpful and i won't need to um really know how you're thinking about it let's go to all right i'm just going to shortcut here so well here's the sitting box right here i guess that's where i was really going to try to show you yeah you got randy so inbox sent box yes you can see what was sent now i think what you also might be asking is can you see a log of all the emails sent from the platform which is really really helpful um so the the answer is not yet but within a week this is a we

Have the live stream feature that has that gives you optics on everything that's happening in the platform especially if you're an admin you can see a list of everything that happens uh the section of the application of the platform that it's in and who actually took the action in this case everything's really been happening this is a test account so the same person but many things are tracked here uh within a week or so you'll see multiple tabs here and you'll have the live stream yes still you also have email logs all the all the emails that were sent from the system and you also have login logs you'll see every attempt to log in whether it would be a failed attempt a login or a successful attempted login so you will be able to understand

Which clients have logged or had problems logging etc okay and login can also be used as a trigger for some certain actions especially confirmation of account can be used that way so that's interesting as well another interesting automation that you can configure hilton says can you show us the sms in sms integration option yes hilton so if you'll go to integrations from your flyout menu this is what we call flyout menu up here on the right side this is a custom loader as you can probably see here's the twilio integration uh hilton and pay no attention to the zoom integration that you

See here that's not really ready and this is a test account so but soon you can see that the twilio integration you'll need to get this account sid and off token and then you'll choose which phone number you want to send from once you have this configured you will see new options in your currently in your sms i'm sorry your trigger actions widget that you'll be able to send an sms as a part of send or schedule you can send immediately or schedule an sms as a possible action to be executed when the trigger is is satisfied and there's there's trigger actions everywhere in the platform from

Paying an invoice to approving an estimate to signing a proposal signing a contract to logging in for the first time there's everywhere that we can find a place to hang hang the you know to put a hook that can be activated and any useful and also from you guys you guys are suggesting a lot of useful ones yeah there you go hilton so it's super flexible that's why we chose that as the very first place to put sms no no broadcast feature that'll have to come later uh what you should know um just as some information for you hilton to understand twilio is is and it should be very strict about the um sending

Of sms right so if people are using twilio to send sms willy-nilly and just get a big list and spam sms everywhere they wouldn't last long as a business they'd be regulated or something like that so they're smart and they are they will absolutely shut you down if you don't do everything right and the process to get a trillion account it's not exactly a end user friendly type of thing so what will very very likely happen in the next few months is we will use twilio's sub account feature that we can access by api and essentially build small subaccounts or build behind-the-scenes sub-accounts for each account each SuiteDash account and we'll then also

Have a top-up a money feature essentially like a like a um an expense accounts almost so that you will say you want to put you want to send sms's through us then you load it up with say 20 and then depending on where you're sending the sms which country and the cost associated with that country the api will return to that one cost six cents that one costs eight cents that one costs one cents we will deduct that from your running total and so essentially you're paying wholesale pricing for the sending of the sms's and we don't have to onboard that cost because someone could send a thousand emails i'm sorry sms to australia which they're actually quite expensive i think sending to australia and a few other places are more expensive but

Some places are very expensive in a way that we can't say oh yeah just send as many sms's as you want so the alternative is is that we'll provide this this account where you're able to not have a twilio account not worry about the billing except for with us and then you can keep that charged up and sending sms's all day long we will take care of the compliance side we will make sure that all those things are in place and and we're making the best suggestions to you to stay inside and compliant inside the rules and stay compliant and then in the rare case that someone abuses the system then their subaccount just gets shut down and all the rest of us good actors we just move on and that's the way we can build it in a way that's

That we don't have to be the police we let twilio do that uh but we just pass on we just pass on the uh enforcement right so when they say hey this sub account is causing all kinds of problems no problem we just turned it off and so everything's okay now so that's that's what you'll see happen in the future hilton that's very very likely to be a pretty quick yeah it's coming soon and then what what's so cool about that hilton is what it'll allow us to do is really build out on the sms side and it's available to anyone from day one when they start with SuiteDash so they start with a SuiteDash account they're like oh yeah i want to send an sms no problem you need to go through this process and essentially we'll

Associate your sub account we'll make sure we have payment on file we'll get you get you a phone number through twilio's api everything will be step by step and then you'll be prepared at the end of that wizard or whatever that process is you'll be ready your account's ready to send and you have that your your balance is topped up and then that's it that's all you need just a credit card for anywhere in the world so you don't have to be any in any country in the world at work and then we can really build two-way conversations around with that we can build broadcast for you hilton and we can just make sure that you tell us hey i have vetted i've i've done the proper things i've let all these people know that i'm going to be sending them sms's if they respond with stop it's going to stop we're going to build all that for

You and just tell you how to use it and it'll be as flexible and usable as possible yep okay uh i believe that's the end well no brandy let's see randy has one more question let's try brandy okay when you're in client options uh ox you saw that you could send the request for document to switch to keep track of that request yes yes the answer is yes brandy and as i understand what you're saying let's go there and we will make sure so what i think you're talking about is file request so now see how i can send the request if i start a new one here but i have a list of

All the file requests that have been made here and here actually you're seeing the one that is functioning as my public dropbox this is the one i have embedded on the website and if i go inside that i can see that was one file uploaded by rick martin and one file upload these are tests and so i can go inside that here's my file okay or if i want to uh someone say i sent this as a different kind of file request i sent it to you brandy and then you called me and said you know what i didn't get that email or you know i didn't i don't know where to what to do i can go over here and i can just click preview file request and it will just open in the next tab there's the link that's the link now i can grab that link and this is how i embed we embed it in the website uh now you

Can just email this link with your email address or however text it to them or whatever way that you really are sure that it's going to get there and this will stay open as long as you keep it active and they can keep coming that's what's cool about this as well is once they have this they can do it they can upload to it multiple times brandy so you can say just go back to that other follower quest so here's a good example you're doing a website and you need photos right you say i need a lot of photos from you anything you can give me here's a dropbox link anytime you have a photo or you need a new photo or social media is another good example if you're running a social media campaign and you like to have your clients send you you know boots on the ground photos of if they sold a house or if they finished a job or whatever they

Send me those photos send me those photos and sometimes it's too many photos or too much to send by email or just kind of a pain and you got to dig through email and find them no no no you send them this public dropbox they can use the same one over and over and over again so i mean can you bookmark it it's there and they can use it and just constantly send you and each time they send you uh you will have a new uh even if rick martin sends another one it will create a whole another folder for his second send and so i have here's one the ones he uploaded that date and then here's another one from the other date yep so you can really use it and use it and use it for file requests is that what you were asking about brandi i hope so all right randy we'll see you next week if

If that wasn't it and we'll figure it out okay all right good maybe we'll see you next week anyway brandi says yes okay good we figured it out all right everyone thank you very much for your time thanks for your patience and participation i hope you to see you as many times as possible you're welcome to come back anytime to the to the webinar it's not a one-time opportunity you come back anytime you have a question we'll do our very best to help you um understand a little bit better okay thanks everyone have a great rest of your day bye great great bandy see you later nice to meet you bye [Music] you