Ensure to configure your global system settings before navigating through the rest of the features, this will ensure you get the best possible experience.
Click on "Settings/System" in the left navigation bar to start configuring your global settings.
How to configure your Company Contact Details?
Click on Contact Info then enter your Company Contact Details. These details are used to auto-populate your “Use of a Representative” form.
How to configure your Client Support Card and Greeting?
This Client Support Card is the first thing your client sees when they sign into the Client Portal. This is a great way to welcome your client and provide them with links to your social media channels.
Click on Contact Info then scroll to Client Support Card
Enter a client greeting in the box to the right, enter your support contact details and select a photo you want your clients to see when they sign in.
How to configure your Service Fees?
Your Service Fees will be useful when you are ready to invoice your clients or book an appointment.
Click on Service Fees as depicted below and enter all the fees.
How to configure your Client Account Banks?
Your Client Account banks allows you to list all the bank accounts that store your client funds.
Click on Client Account as depicted below and enter the banking institution name and currency.
How to configure Templates?
Our templates feature allows you to create your templates once and reuse them whenever needed. Check out each section below and follow the steps to configure.
Document Checklist Templates
Let your clients know what documents are required for their case by creating checklists they will have access to via the Client Portal. The checklist also allows you to keep your client files organized based on your pre-defined document template.
Add a category name that reflects the immigration program that the checklist represents.
Once added, click on the second tab and select the category name from the dropdown list and click on Modify Checklist.
After you click on Modify Checklist, the following screen will pop-up. Enter the details per document you want to receive from your clients then click Add checklist item and repeat this process until you have added all the documents you need to receive from clients for this particular immigration category. You’re done!
Use task templates to keep you and your team organized. Create task templates once, then your tasks will be automatically applied to the immigration case being worked on.
Add a task category name that reflects the Task List you desire. You can give your Task List a name that reflects the immigration program the task list will be used for.
Once a Task label has been added, click on the second tab and select the task category name from the dropdown list and click on Modify Tasks.
Add a task name, when it will be due and the priority of the task; repeat this process for each item in your task list.
Select the immigration program(s) you would like to associate with this task list then save changes. You’re done!
Your tasks will be automatically assigned to the case based on the immigration program that was assigned. To assign a task list template to a case, simply go to the Client Profile screen and scroll to Case Information, then select the Case Type and save changes for your task template to be automatically assigned to the case.
Add/Edit Case Type
Use Case Types to organize your cases into categories.
In the settings menu, click on Case Info which will open a menu. This is where you will find Case Type
This is where you can add various types of Case Types to help you keep organized.
You can edit any existing Case Types by going to the Modify Case Type tab, this will allow you to edit or remove any existing types you do not need.
Use workflows to convey the various steps of an immigration case to your client. Create workflow templates once, then your workflows will be automatically applied to the immigration case being worked on.
Add a workflow category name that reflects the immigration category it will be applied.
Select the Workflow from the dropdown list, then click on Modify Workflow to begin adding your workflow steps.
A workflow step can be made private to you and your team, by simply selecting the Make Private checkbox. A client will only be able to see the public workflow steps from the Client Portal.
Select the immigration program(s) you would like to associate with this Workflow, then save changes. You’re done!
Similar to Tasks templates, a workflow template can only be automatically assigned to a client case if the Case Type has been assigned and saved.
We have two (2) messaging modules that allow you to communicate with your clients. Our email module sends messages via your email address that you may integrate and our Chat messaging module sends messages directly to your client that’s accessible via the Client Portal.
Email templates allow you to create reusable templates for emails you would normally send to clients.
Click on @Email/Chat from the Templates menu, then begin to enter a Subject line and start typing the body of the email template.
To insert a placeholder, right-click anywhere in the text editor and navigate to Insert Placeholder then select the placeholder you desire. This placeholder will be merged with the case record details when used. You’re done!
Create Invoice templates to store payment and other invoice details and this will be added automatically when the template is loaded.
Retainer & Letter Templates
This feature allows you to automatically generate frequently used client documents such as Retainer Agreements, Welcome Letter, Consent forms and much more.
Create and upload your letter template. Simply modify your existing Microsoft Word documents and add the special placeholder variables we provide on the Settings page.
Generate and share your Retainer/letters with clients by navigating to a client profile and click Retainer & Letters from the left case menu, then click Generate Letter.
The system will automatically merge the actual client data with the placeholder variables and convert the final letter to .PDF or Microsoft Word, per your selection from the Settings page.
Share the finalized retainer/letter with your client by clicking the share icon. This will give your clients access via their email and also via the Client Portal automatically.