How do I work inside the Room feature?

***Watch this video to see how to work inside the Room feature How do I work inside the Room feature? or read instructions below.***

Once a room is created, you, your client and other invited professionals 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 tabs within the Room. 

1. Activity
2. Chat
3. Documents
4. Tasks
5. People
6. Settings

 

Activity: 

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.

  


Chat: 

The chat area is the central communication log within the room. 

Messages can be  added manually by simply typing your message in the space provided. If you want a person to be notified of a message, you can use an @mention in the chat. For example, @tanya which is one of the room people. Tanya will then receive both a push notification and an email to advise of the message. 

Similar to other online chat software, you can even add emojis.

This chat area allows seamless, secure communication with you and your clients.

 

Documents:

In the document section, various required documents can be uploaded to complete the task at hand. By having this one central hub, providing the same information repeatedly is eliminated, saving time and frustration.

Documents can be added by uploading them in the system or using documents previously uploaded in the client portal.

To upload a document: 

1. In the Room > Documents ,click Add Document



2. Choose to add 'a new document', or 'an existing document' (one that is already stored in the client's portal).

• Choosing to upload 'a new document' ’ will allow you to select a file from your computer or drop and drag the file you would like to upload into the space provided. 
  *Accepted filed types: .csv .doc .docx .gif .jpeg .jpg .pdf .png .ppt .xls .xlsx .zip.
• Choosing to upload 'an existing document' gives you a list of current documents in the client file to choose from. Select your file and click Import

3. Once the file is chosen and the upload is complete, the Activity tab reflects a new action, the document is listed in the Documents list and the client is notified.

4. Back in the Activity tab, a new message from the Concierge will show the file was added with the date provided.

 

Tasks

The tasks area of Rooms is a practical To-do list for all.

Tasks are created here for people within the room and progress of those tasks can be viewed.

To add a task:

1. 1. In the Rooms >Choose Room> Enter Room
      
      
      
      
   2. In the Room > Tasks , click Add Task or create a Rapid To-do straight from the task description
      
      
      
      
   3. Choose from the drop down list what you would like to add:
      
      
      1. Add a To-do (rapid to-do can be done straight from the page): Add a reminder for a task to be completed and assigned to anyone accessing the room. They will receive email reminders based on the frequency chosen.    
         
         Note: Choosing 'Automatic' to send smart reminders based on the due date gives you a frequency occurring 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 due date).
         
         
         
         
      2. Add a digital Form:  an electronic form produced from within your partner portal which enables a client to complete a questionnaire with information about their financial world. Examples include Fact finds and financial checklists. They can be assigned to members of the room.
         
         
         
         
         
         
         
      3. Add a document to sign: This will allow you to send a document to be digitally signed by members of the Room. To learn how to manoeuvre through the eSignature area, simply follow the instructions How do I upload a document/s for digital signing? from Step 3.  
         
         
         
         
         
         

Once a task is added, it will be listed in the task page, a notification will be sent to the task assignee and the activity log will have a message notification.

 

How do I mark a Task as Completed?

1. Once the task is completed, in the task list, click the check  in the actions area.
   
   
   
   
2. Once the check is clicked, the task will be marked as complete and the flag is removed and replaced with a check on the left . The Chat tab will display a message indicator .
   
   
   
   
3. Back in the activity tab, a new message from the Concierge will show the To-do was completed with the date marked as complete.
   
   

 

People

Within the Room, the People tab shows all those invited to share the information and tasks within the room. 

The staff member who creates the room, and the client are all added to the room automatically . All room members can invite people to join the room. You can invite current team members, your staff members as well as external guests and give them permissions to just access this Room or the entire client Portal.

 

To add people to the room:

1.  In the Partner Portal > Rooms> Enter room
   
   
2. Once in the room, click the People tab.
   
   
   
   
   
3. Click ‘Add people’ and a drop down menu with adding options will appear.
   
   
   
   
   
4. 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 a client 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 portal information.
   
   
   
   Choosing None in the wealth portal access , only gives them access to just the room, but Limited, Full and Custom gives them Clients portal access as well as the room itself. Once added, you can go into the portal and adjust the permissions for this person.  
   
   
   
   b) Add a team member: Shows all client portal team members . Simply click on the member to add to the room and click Invite to Room.
   
   
   
   c) Add a staff member: A current staff member of the firm can be added to a client’s room by clicking ‘Add a staff member’ and choosing the staff from the list.  Click “Invite to Room” once selected what access to grant them to the portal as well.
   
   
   
   The team member will receive an email notification and the chat log will show team member joined the room.

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.

NOTE: To delete a person from the Room, simply click the ‘People’ tab and click on the rubbish bin in the box with the member’s name. 

 

Settings

The Settings area is the place to view information about the room such as when it was created and amended. It is also the place you can adjust the room name and add a Room description

Also, more importantly, this is the area that you can Close and 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 but not editable once closed.

 

Related articles

What are Rooms?
Onboarding in Rooms process map (for advisers)
Notifications and alerts in Rooms- Who gets notified and how?
What is the 'Email members' button within Rooms?