<aside> 💡 In this article, I will guide you through the basics of getting started with ezyClients. We will explore how to establish workflows, from e-sign and intake forms to automated PDF filling, and provide a brief overview of the client portal. Feel free to skip or search for the parts relevant to you.
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Sign up for ezyClients by using this link: https://app.ezyclients.com/auth/register. After signing up with your email and password, you'll receive an email notification to activate your account. Once activated, you can access our platform at: https://app.ezyclients.com.
Our platform is divided into three sections:
- The top left section contains the “Dashboard”, "Assigned", "Client", and "Workflows" options.
- Underneath that is the "Apps" section, which includes features for building workflow components like e-signing, intake forms, and PDF filling.
- At the bottom you can find the ”Tools” section, which includes “Reminders” and our “Workflow Library”
- The "Admin panel" is located in the top right. Here, you can adjust settings and log out.
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To finalize your account setup, navigate to the "Settings" section under the "Admin Panel" (top right corner). Here, you can add business details like your company name and address, and upload your company logo. This information will be used to customize client notifications with your details and add your logo to the client portal.
In this section you can take several actions:
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This section provides an overview of each client and their workflow. Here, you can review and approve submitted documents or ask clients to resubmit or change information.
<aside> 💡 Click on the "Action" button to get a detailed view on your client's progress.
In this section you can take several actions:
General overview: Once you opened an assigned workflow you will see a general overview for this specific client:
You will be able to see what documents have been submitted, what has been approved and when. In the LOG section you will also be able to see what feedback you have given the client for each document.
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However, it does not end there:
You are able to adjust this procedure with specific info for this client and case. You can click the the “edit” button on the top left under “Workflow Status” to change the workflow name, add a deadline and other dates, modify the status and add case specific notes.
On the top right you will be able to add “Internal notes” for you and your team (not visible to the client) and with the “Add Stages” button you can add additional steps to the procedure for this specific client.
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Review documents and information The status section shows the client's progress for each step. Once the client submits information, the status changes from "Pending" to "Completed". In the "Action" section, you can "Approve" the provided information. After you approve the information, the status changes to "Approved", and the client can no longer edit it.
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When clients submit information you will also receive an email notification, they are sent twice per day and bundle all updates for each specific client.
If you're not satisfied with the provided information, you can make a "Request for update". You can personalize this request with a note. Once you request the update, the client will receive an email notification that includes your note.
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Stages If you assigned Stages (More info about Stages in the Stages section) to your clients procedure, you will also be able to move the timeline by marking specific stages as completed.
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The client section provides an overview of all your clients. Here, you can add new clients and attach workflows to existing once.
<aside> 💡 To add a new client, click on the "Add client button" on the top right. After adding the client's details, click "Add". The client will then receive an email invite to activate their account, which gives them access to the client portal. To add a workflow to your client, click on the “Attach Workflow” icon on the right side of the client (in the Action section). There you can select the workflow you want to attach.
When adding a client you can also assign a Responsible HR team and assign team members to the notifications on this specific case.
PS: In the “Assigned Workflow” section you can also adjust the attached workflow for this specific client. By clicking on edit, you will be able to change the order of the workflow, add or delete document requests etc. If you modify a workflow in this section, it will only be modified for this specific client.
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Next to clients you can also provide access to external teams like HR. This enables an external team to follow the progress of, for instance, their employees. You can also assign specific section to them so they will be able to provide required documents and receive the relevant notifications.
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Adding an HR Team: For this you will need to open “Settings” in the top right corner. Under “Setting” you will need to go to “Members” and click on “invite member”. Before adding the member please change the ROLE to HR!
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Like clients or team members, the HR member will recieve an email link to activate their account. When adding clients (or under the client data card) you will be able to assign team members to HR.
Once a client is assigned to them, they will be able to access their workflow.
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In the “Assigned” section or “Clients” section you can also get to the client data card by clicking on the client name.
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In the first section “Client Details” you can click on “Edit Client” to change the client name, add additional information and change the responsible team member, HR, and assigned members for notifications.
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Under Workflows you can see the assigned workflows; under Form information, all information provided by the client and under Document all documents uploaded by the client or your team member.
Form Information: Here you can download all information provided by your clients, as a CSV file.
Documents: Here you can download all client documents, one by one, in bulk, or according to the specific workflow. And under Document archive you can also bulk upload client document
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After adding a client in the client section, they can establish their account and access the client portal. In this portal, they can view the workflow and start providing the requested information.
<aside> 💡 Here as well our Notion guide for clients: LINK
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This section allows you to assemble a workflow. A workflow is the step by step process of collection client information and documents.
A typical workflow might look like this:
Step 1: Client e-signs client agreement
Step 2: Client completes short intake form + uploads personal documents like passport
Step 3: Use collected information to autocomplete PDF form
Step 4: Client can download completed PDF form
<aside> 💡 To build your workflow click on "Create workflow" and name the workflow. From there, you can click on "Add step" on the top right. Now you can design your workflow. You need to decide whether to start with the client filling a form, uploading documents, downloading a file, or signing an agreement. You can create the different steps from screath or select already build documents. Once you created a document or workflow you can also use our duplicate function to duplicate a workflow or document.
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<aside> 👉 Please note: When duplicating a workflow the underlying documents are still connected to the previous workflow, therefore, if you modify an underlying document, it will change for both, the new and previous workflow.
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The App section has four features: File, Form, E-sign, and PDF filler. Each of these will be discussed one by one.
The File app allows you to upload documents to share with your client. Once you upload a file in the form section, you can include it in a workflow. When you attach the workflow to a client, the client will be able to view and download the document.
<aside> 💡 To upload a file, go to the "Upload files" section in the file app. Once you upload a file, it will be included in the files list. If you want to remove a file, simply delete it in the "Files list" section by clicking on the "Bin" icon in the "Action" section on the right corner.
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In the form app, you can use our form builder to create questionnaires and make document upload requests. First, I'll describe the most common forms - "document upload request" and "simple questionnaires". Then, I'll show you how to build a questionnaire with decision logic.
<aside> 💡 Our most used function is the document upload request. To ask clients to upload documents, go to "Create form" in the Form app. From there, click on the "Add Question" button. On the bottom left corner of the question, click on "Single-Line input" and change it to "File Upload". By default, clients can only upload one file per question. If you want them to upload multiple files, click on "Settings". In the general settings section, click on the checkbox "Enable multiple file uploads". To save the form, click on the "Save Form" button in the right corner.
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<aside> 👉 You can ask clients to upload different documents within the same form by adding multiple questions. However, we usually recommend creating a new form. This will give you a better overview in the "Workflow section".
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<aside> 💡 You can use the form builder to create a questionnaire. Once you're in the "Create form" section, click on "Add questions" to build your form. On the bottom left of each question, you can decide what type of input you want from the client - a text answer, an option selection, a file upload, or other inputs. Just change the default "Single-Line Input" to the required functions like "File upload", "Long Text", "Radio Button Group", etc.
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<aside> 👉 If you want to make a question mandatory, click on the "required" icon at the bottom of the question field.
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Our form builder enables you to build complex forms, including decision logic. This allows you to build forms that evolve based on the answers provided by the client. For instance, you can start a questionnaire by asking a client to select one of three options, and change the following question based on the selected option.
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<aside> 👉 This is a simple example of how to use condition logic. If you get stuck trying to build more complex conditions, feel free to reach out via: [email protected]
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The e-sign app allows you to build agreements with the e-sign function.
<aside> 💡 To build an agreement, simply click on "Create e-sign". Name the agreement and write the text, or just copy and paste some text in the text section. Once you click "Create Document", your agreement is ready and saved in the e-sign list section.
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