Once a Room is created, you and your financial professional will be able to communicate, share documents, add tasks and invite others. A chat log will be maintained showing who did what and when within the room and also provide some handy hints/reminders.
There are 6 areas within the Room.
1. Activity
2. Chat
3. Documents
4. Tasks
5. Members
6. Settings
The Activity area is the central log within the room and reflects the flow of information---the audit trail.
This area keeps every action, who did what and when, so it can be reviewed. It is a great place to understand the full making of the job or task at hand.
When a document, task or person is added, the activity reflects the action and when it came about.
The chat area is the central communication log within the room.
Messages can be added by simply typing your message in the space provided. If you want the person to be notified of your message, tag them in the comment by using the '@' symbol.
For example, '@SimplifiedRoom' - Simplified Room will then receive both a push notification and an email to advise of the message. Your portal notification bell will also show any @mentions you receive.
Similar to other online chat software, you can even add emojis. This is a great way for all to be ‘in the know’.
The Documents area serves as a centralised hub for all your necessary documents. By consolidating information in one place, it eliminates the need to provide the same details repeatedly, saving you time and reducing frustration.
To upload a document:
1. In the Room, visit the Documents area and click 'Add Document'.
2. Choose to either “Add a new document” or "Add an existing document"
-
‘Add a new document’ - In the pop-up window choose a file or drop and drag the file you would like to upload.
-
'Add an existing document' - This option gives you a list of all documents currently stored in your portal. Select the file and click 'Import'.
3. Once the file is chosen and the upload is complete, the Activity area reflects the action.
4. In the Activity area, a new message from the Concierge will show the file was added with the date provided.
The Tasks area of Rooms is a practical Tasks list for all.
Tasks can be created here for people within the Room, and progress of those tasks can be viewed.
To add a Task:
- Go to Rooms > Select Room > Enter Room
-
Once in the Room, click on the 'Tasks' area, then click 'Add Task' or create a Rapid task straight from the Task name field.
-
Create the Task by completing all the fields as necessary.
Field 1- Task: Task description
Field 2- Assigned to: The person responsible for completing the task.
Field 3- Due date: This will automatically default to 10 days from the current date but can be adjusted.
Field 4- Reminders: This will be set by default to "Automatic" (Automatic reminder frequency occurs 90, 30, 21,14, 7, 3 and 1 day before the task is due. If a task is overdue, this frequency continues until 90 days after the due date). Reminders can be amended to Daily, Never, etc and you can choose when those reminders begin.
Field 5- Notes: Any notes relating to the to-do can be added here.
Once a Task is added, it will be listed in the Tasks area. Reminder email and push notifications will be sent to the task assignee and the activity log will show the Task creation.
How do I mark a Task as Completed?
-
Once the task is completed, in the Task list, click the tick icon.
-
Once the tick icon is selected, the Task is marked as complete and the Activity area will display a new action.
-
In the Activity area, a new message from the Concierge will show the Task was completed with the date marked as complete.
Within the Room, the members area shows all those invited to share the information and tasks within the room.
Your financial professional who creates the room, you and your co-owner/s are all added to the room automatically . All room members can invite another members to join the room. You can invite current team members, your financial professionals' staff members as well as external guests and give them permissions to just access this Room or the entire client Portal.
To add members to the Room:
-
Go to Rooms > Select Room > Enter Room > Members tab
-
Click ‘Add people’ and a drop down menu with adding options will appear.
- Choose from Add a team member, add a staff member or Add your own guest
a) Add your own guest: Allows you to add external guests to your portal and choose if they are a professional or member of the family, and what sort of access should be granted in the client portal, Room only or certain areas of the portal.
You need to determine the level of access the guest will have to the portal. You can choose from None, Full, or Custom access. After adding them, you can adjust their permissions within the portal at any time.
b) Add a team member: Shows all current team members listed in your portal . Simply click on the
member and select 'Invite to room'.
The team member will receive notification., and an Activity log will show team member joined the room.
c) Add a Staff member: A current staff member of your managing firm can be added to your room by clicking ‘Add a staff member’ and choosing the staff from the list.
Again, you will need to decide if you wish to grant them access to your portal as well, and how much access (None, Full or Custom).
An email notification is sent to the person to advise they have been added and the person is added in the People tab.
The Activity tab will reflect the new person in the Room as a new message from the Concierge will be added.
4. To remove people from the Room:
To remove a person from the Room, visit the ‘Members’ area and click on the rubbish bin icon from within the Room members name.
The Settings area is the place to view information about the room such as when it was created and/or last updated. It is also the place you can adjust the name and add a description.
More importantly, this is the area where you can export the Room information as files to be stored for future review. Once a room is closed, it cannot be reopened, the information will be viewable by not editable.