Learn to implement advanced features such as conditional automations, recurring jobs, and time tracking. Gain insights from guest expert Russell Hoskins to refine your processes for maximum productivity

Key steps and explanations: 

• You can add if/then conditions to every automation inside your pipeline to improve process flexibility, reduce manual corrections and streamline your processes by managing them from a single pipeline. The number of conditions you add is not limited.

  1. Create tags and apply them to your client

  2. Click on the Edit automations button inside any stage where you want to add conditional automations

  3. Add an automation and then click the Add condition button

  4. Select the required tag(s) for triggering the automation (If multiple tags are selected, the client must have all of them to trigger an automation)

  5. Do the same to other automations or entire stages with the Add conditions button below the stage name
     

•   Create schedules for entire processes to recur based on a selected schedule. 

1. Open the Job recurrences page

2. Use the New job recurrence button and add all clients you need recurring jobs for

3. Select which pipeline you want to their jobs to be added to

4. Enter all the schedule details

• Optimizing pipelines - After fully setting up your pipeline & its automations, it is recommended to complete a test run to ensure everything works as you envisioned it. Use a test client for these purposes. 

  • Add a job for the test client into the new pipeline
  • Complete all pending actions from the firm & client sides
  • Ensure the automove works correctly
  • Pay attention to steps that could be streamlined further
  • Test conditional stages/automations and whether they trigger for the intended client groups
  • After completing a full test run, note down areas for improvement and make changes
  • Once the pipeline works as intended, add your real clients

1. Once automations are triggered, all elements created through them will automatically be linked to the relevant job. Any manually created elements such as unique invoices and uploaded documents have to be manually linked.

   1. Open the job from the pipeline view or the jobs list

   2. Click on the link button and select the type of element you want to link to the job

   3. Browse for the relevant element and select it

   4. It will now be accessible from the job itself in the linked section and if the element has a pending action it can serve as the automove trigger

2. Monitor how much time is being spent on each client to help you manage your team’s efficiency and also provide accurate billing for clients.

   1. Create a new time entry either by using:

      • The time entry button at the top of your page

      • The track time button within a job

   2. Use the time entries to create new invoices, compare the total time spent to the allocated time budget or to gather firm-wide insight through reports

Session recap:

• Check out the FAQs

• Add if/then conditions to your automations in order to trigger specific actions for the appropriate client groups. 

• Create custom schedules for your repeating jobs to automatically add them to your pipelines.

• Keep everything relevant to the job accessible and organized in one place by linking elements to jobs.

• Record all worked time to ensure accurate billing and monitor firm efficiency.