Text messages within an Action Plan are sent directly to your Contacts and appear to them as a standard text/SMS sent from a phone.

If you are utilizing text/SMS messaging within an Action Plan, we encourage you to include the use of Tokens such as ‘First Name’ to personalize the text message.

To send a text/SMS manually, navigate to the Text panel within the Contact Profile and type your message content in the message box.

Please note that when sending a text/SMS within ClientTether, you have the option of adding in additional phone numbers, including hyperlinks, sending the message immediately or delaying the message to send at specific time/date, as well as excluding the client and sending the message to other parties, as needed.

If a message has been sent utilizing the “Exclude Client” feature, this selection will be indicated above that specific message within the Text tab of the Contact Profile as well as indicated with the History Notes of the Contact Profile. This notification is provided so that you can confirm which text/SMS messages were sent to the Contact and which text/SMS messages were sent to other parties as needed with the Contact excluded.

Template Text Messages are sent via the Manual Single Text Messages or the Manual Group Messages.

These are pre-written messages that are handy to have, but don’t necessarily fit into an action plan.

They are created in the Template area (Can be found under the Action Plan Menu)

You are again able to select Tokens to personalize the message.

Also add a meaningful subject and type in your content. You can add attachments with the File input.

Also if you are sharing this template with sub accounts you may check the box next to “Protect from Overwriting” if you do not what them to be able to make any changes.

These Text Messages are sent from within the Contact Profile.

Open the contact profile and go to the tab that is labeled Text.

• In here you can select to have this text be immediate or delayed.
• You can select whether you would like a notification.
• You can add in additional phone numbers
• You can opt to exclude the client
  • Make sure you check the exclude client box, and include the number you want to receive the text in the box for Alternate Numbers.
• You can select a text template
• You can type your message (Note Tokens are not available)
• You can attach files.
• Click “Send SMS” When ready
• Or if you realize you don’t need to send it or just want to reset the message click “Clear”.

To send these go to the contact list Check the boxes of all contacts you would like in the message.

Next click the Blue SMS button at the top left part of the screen.

Please note this does not send out a big group text, but an individual text to each recipient.

You will see the number of contacts selected.

You can from here

• Select immediate or Delayed timing
• Choose a template
• Type in a manual message
• Add an attachment with the File Input.
• Send message when ready
• Click Clear if you wish to disregard

How It Works

Within ClientTether, certain information will be available for you to copy. Hovering your mouse or cursor over copyable text will change it to green. A text bubble will appear indicating the text can be copied to the clipboard. Click on the text and a “sucessfully copied” message will appear on the right hand side of the screen. When you’re ready to insert the imformation, either use Crtl+v, or right click your mouse and select paste.

1. Go to settings
2. Click Add-Ons Tab
3. Select Activate Proposal System 2
4. Proposal tab will appear
5. Select Proposal tab

1. Open the Contact Profile you wish to create a Proposal for
2. Click the drop menu at the upper right:
3. Select New Proposal
4. A blank new proposal will open

Please note: In order to access Templates when using the Proposal system, you must create those related Templates first, within the Action Plan/Templates menu.

1. Open the Contact Profile for the customer you wish to access an existing Proposal for
2. Click the drop menu at Additional Options:
3. Select the Proposal template:

4. The existing Proposal you have selected will open.

Please note: In order to access an existing Proposal, the Proposal must have been previously created within the Contact Profile for your customer.

1. Open the Contact Profile you wish to access an existing Proposal for
2. Click the drop menu on
3. Select the existing Proposal to access:
4. The existing Proposal you selected will open.

This tab allows you to view the key details of a Proposal at a glance.

This overview is provided in five sections:

1. Proposal Phase
   • Client Name
   • Lead Source for Client
   • Estimator
     • By default, the logged in User will be set as the Estimator. To change this select a different User from the drop down menu.
   • Type
     • Allows you to name the proposal
   • Proposal Notes
   • Client Notes
     • These are imported from the History Notes that have been added from the contact profile
2. Header Photo
   • Allows you to personalize and Brand your proposals.
3. Work Phase
   • Job Start Date
   • Job End Date
   • Field Manager
     • Selected from the users in account
   • Work Notes
4. Completion Phase
   • Total Due
   • Date and Amount of Payments
     • To add new payment Click
     • Select Date
     • Select How Payment was Recieved
       • Cash
       • Card
         • You will need to enter last four digits of card
       • Check
         • Will need to enter check number
       • Other
     • Select type of payment
       • Deposit
       • Progress
       • Final
     • Enter the Amount of the payment
     • Click
   • Amount still remaining
5. COGS (Cost of Goods Sold)
   • Name of good
   • Cost of Good
     • To add a new cost click
     • Type in name of good
     • Type in cost
     • Click the button

From this tab you can also choose between or

Please Note: This is the only location within the Account that allows you to delete a Proposal.

The Worksheet tab is where you build the quote. You use the Bid Types, Categories, Line Items, and Equations you have created in the Proposal Settings.

Any fields in the Worksheet that are filled with grey are not editable. Any fields that are white can be edited.

1. To start you will need to add a bid type. Just click the next the word Estimate.
2. Select your bid type
3. Enter area Name
4. Enter any general comments or concerns
5. Expand this bid type by clicking on the to show
6. Select your Category
7. Select your Line Item
8. If you have added any custom fields in Proposal Settings for this line item you will fill them out here.
9. Check the if the item needs tax added.
10. In the Columns on the far right check what you want displayed.
    • $ = Displayed Itemized line details on the Quote
    • Q = Display this amount on the quote – Unchecking this box will remove this line from the quote entirely.
    • W = displayed on the Work Order
11. To delete a Line Item, click the trashcan icon at on the far right of the line item.
12. Continue to add any additional Line items for this bid type/ area by repeating steps 5-8.
13. You can rearrange the order of these line items by clicking next to any of the line items. Just click and drag the item to the correct spot.
14. Add any additional notes about this Bid Type/ Area
15. Add attachments, such as pictures.
16. You can also designate a discount.
    • If you want to take off 25% for example, just type 25 in the discount box.
17. To Add more Bid Types/ areas repeat this process

Once you have completed the work sheet click

If this proposal is going to be reused. For example if you are going to do the same type of project over and over again and will require the same fields it would be wise to click and it will save the categories and layout as a template that can be used over and over again with other customers. This is covered in more detail in Creating Templates.

The Quote tab will display as much or little detail you as you have selected with the column.

Notes for each Area / Bid Type will be displayed automatically as will the total cost.

At the bottom you will find the grand total for the quote.

The Proposal System now includes a Payment Schedule that is available at the bottom of the Quote View and in the Customer View. The purpose of this additional information is to clearly show the Deposit amount, Progress amount and expected Final amount as applicable on Quotes created in the system.

Please note: If no values are entered at Deposit and Progress on the Worksheet, the Payment Schedule will not appear on any View of the Quote.

If entered, these values are “locked” to the signature on the Quote (more detail on Signatures found below). If a signature “seal” is broken, the Payment Schedule can be updated. Otherwise, these fields are held constant to the original signature on the Quote.

This tab allows you to assign and manage work orders to subcontractors.

You can add items to be available for Work orders by checking checking the box under the W column.

You can then create work orders by Bid Type. You select the bid type(s) and then click .

At the bottom of the page you select to which subcontractor you’d like to assign the work order. Then Click either or .

The Change Order tab allows you to make changes to a Proposal after the customer has accepted your original Quote.

Such changes add or remove items by typing a description in the provided field and entering a cost.

Please note: If you are removing an item or lessening the cost then you should use a negative number in the cost field.

The Punch List allows you to have the project manager go through a job and create a list of things that still need to be completed.

You can easily add items to the Punch List by clicking the next to “Add new Row”.

As items are completed just check box for each item to the right.

The customer can sign at any time to signify they approve the Punch List is complete.

You can click or .

The Invoice is used after the job is complete. It lists the Bid Type and area with the total cost.

It also Shows any payments the customer has made toward Grand total and will display the total left for the customer to pay.

To email the Invoice just click and follow the instructions in Sending the Proposal.

Creating templates can save you a lot of time and your estimators a lot of headaches.

To create a template for a walk through or basic bid for flooring in a house, you can either create a bid for an actual customer, which is generally applicable, or create a bid for a test customer that is representative of what you would typically see.

For either example, follow these steps:

1. Create the proposal on the worksheet.
2. Then click
3. Give the template a meaningful name and click Save.
4. If you decide you want to change something or don’t want the Template click Cancel.

• At Action Plans in the top menu, click on Templates.
• Click next to “Email Templates”
• Name the Template and enter the Subject line for the Template email (this will be the subject line the Customer/Client will see).
• Create/edit the content of this email message as needed and based on the purpose of the email, select the correct tokens from the Token drop-down menu at left. FYI, utilizing the Token for your Proposals allows you to send links for the Quote, Invoice, Punch List, etc. For more info on use, please visit the Tokens page for further details.
• Once you have added content, edited and formatted your email to use with your Proposals, Click .

To indicate an Invoice has been “Paid” and to apply a corresponding “Paid” watermark to the Invoice, you can add an Action Plan step within your Proposal-related Action Plan process.

Standard options to name this step, enable a notification, and set timing of this step are provided.

When this step is initiated, the Invoice will be set as Paid and Show watermark.

The recommended next step in this Action Plan would send an email with an Invoice link to the Contact.

The attachment storage in ClientTether is designed to allow you to store and access files in two locations.

No matter the location the max file size for a single file is 20 MB.

File Settings

The first Location you can access File management tools in ClientTether is in the “File” tab in the account settings. This collection of attachments are available for every client within your account, and in franchises or multi-unit businesses, it can be used to share approved documents with franchisees.

To add files to this location just click next to file attachments.

You can download , duplicate , copy the link , or delete any of these files.

Contact Profile

The second location you can access file management is within the Contact Profile . The attachments stored here are for a specific contact and are not available for other contacts within your account.

To add files to a client record, go under the Attachments at the bottom of the left-hand column in the Contact Profile and click

You can download or trash any attachment .

You can use these attachments in any email or text message. Just be aware that the Contact, or Client Attachments are only available for that contact.

If you are using Templates, Action Plans, Group Emails, or Group Text Messages you can only use the account attachments that are in your Files tab in settings (not those stored in an individual client record).

Limitations

SMS (Texting)

• Can only send the following file types:
  • jpeg
  • png
  • gif
• Total Size for SMS must be less than 5.0 MB

Emails

• Limits on types of files for emails are placed by email providers for safety. Here is a link to Gmail’s list of unacceptable attachment types. This list is standard with other major email services.
• Total size for Email attachments is 20 MB.

The Import Queue page can be found under the Hello “Your Name” Menu that you would use to access your account settings.

It gives a status update on all imports that have taken place in the past 30 days.

This table is organized by:

• Date
  • which will list the date and time of the import
• Type
  • Import Clients
    • Did not check “Click if import have more than 1000 records” in the import.
  • Big Import Clients
    • Checked “Click if import have more than 1000 records” in the import.
• Status
  • Successfully Processed
    • The import was successfully processed
  • Import Failed
    • There was an issue with the import and it did not go through.
  • Waiting for Process
    • The import is currently being processed
• View Parameter
  • Lists how many contacts were in import
  • File that was imported
  • Action Plan ID
  • User ID

The Whiteboard Tab in the Contact Profile Allows you access to three important features: The whiteboard, Add a Note, and Log-a-Call.

All three of these features provide you with critical tools for team communication and documentation.

You easily toggle between these three features in the Whiteboard tab in the contact Profile by clicking on the radio button next to each tool name.

The Whiteboard is what is automatically displayed when a contact profile opens.

This is a fantastic place to record key details that team members need to know at-a-glance about the job or product a client is interested in, and other notes that would be helpful about the client, their home, or the services they may have interest in.

To edit the Whiteboard just click on the text field and make changes or add content.

When you are done click

Add Note allows you to directly input a note into your History Notes. Each Note added will be tagged with the User that entered it, the date, and the time of creation.

To do this:

1. Toggle to Add Note using the radio button
2. Click the text field and enter in your note
3. Click

You can then click on the History Tab and see your note has been successfully added to History Notes.

Log-a-Call allows you to add a history note specific to logging a phone calls as well as sending that information by of way of text and/or email to the Account Owner, Account Users, or anyone else who needs the information.

How you use this feature:

1. Toggle to Log-a-Call using its radio button in the Whiteboard Tab
2. Select your Reason Code*
3. Select your Disposition Code*
4. Choose if you would like to send a email and/or text to a contact about the logged call
5. Click from the list of Account Owner and Users who needs to receive a communication about the logged call
6. Enter any additional Emails or Phone numbers that need to receive the information
7. Click on the large text field to the left of these settings and type in the information about the call.
8. Click

All information including who it was shared with will appear in the History Tab.

* These items are editable at the enterprise level in Settings in the Log Codes Tab.

Our Log Codes function allows you to provide a systematic framework of reporting calls “Call Codes” within your organization. This directly affects what is available to your organization in the Log-a-Call feature in the Whiteboard Tab.

When your team uses this tool within a client profile, they can send automatic updates to the account owner by email or text that includes the logged call notes and Call Codes attached to it.

When setting this feature up, you can select whether communication on Log-a-Calls is done via Email and/or text by default.

You can create your Reason and Disposition Codes

1. Select Contact Type
2. Select Code Type
3. Enter Code name
4. Enter a description
5. Click

You can also see the list of your current Codes at the bottom of the page.

As a note, Reason Codes are there to provide the reason for the call, such as, “Reschedule”, “Complaint”, “New Service Request”, etc. Disposition Codes are intended to indicate what action was taken with the client on the call, such as, “Rescheduled”, “Cancelled Service”, “Forwarded to Sales”, etc.

These settings affect how things are handled in your system when someone calls your ClientTether account phone number.

You have seven general setting choices in this section.

1. Caller Id – select if you would prefer to see the ClientTether Number on your phone or the number of the client calling in.
2. Play Client Status Message – Let’s the caller know they have reached your company and someone will be with them shortly. This setting also immediately calls your team (per the call settings below) and notifies them of who the caller is (if known) and gives them the option to accept or decline the incoming call. If Declined, the caller will receive a notification that all agents are busy and that they can leave a message.
3. Ring Time Before Rolling – how long the caller is allowed to be on without an answer. Depending on your settings this will either move them straight to voicemail or to the next number if you are using Ordered calling.
4. Default – Calls the number listed as Phone on Account Info Page
   1. You will note there is a check box below the Default setting. This will route automated calls to the phone number for the Assigned User. This will work as long as the Assigned User account has a phone number listed in their user profile.
   2. Pass Through – Allows you to tell the system to NOT check for machine answering, which allows a machine to answer and give a prompt or message. Ideal if you are using a hunt group for your main number. This feature is not available in all accounts. If you are interested please reach out to your Client Success Manager.
5. Ordered – Will ring through a set order of users.
6. Simultaneous- Will call a set group of users at the same time. The first to pick up gets the call.
7. This field is for you to type the phone number you want incoming calls to your ClientTether Account phone number to be forwarded to.

With ordered and simultaneous a list of users and phone numbers will appear that you can move between Active and In-Active columns.

Please note the order is important for the Ordered setting. The order does not matter on simultaneous.

The Tags tab in Settings allows to see all of your accounts tags in one place.

You can:

• create new tags
• edit existing tags
• see which contacts have these tags
• duplicate the tags to a sub account
• delete tags

The Contact profile is a consolidated, simple location to engage with and capture all client contact information.

This area provides access to contact details including the whiteboard, history, notes, calls, texts, emails, actions, events, opportunities, sales progression, etc., in one place.

The Contact Profile can be accessed within ClientTether from the

• Account Page
• Calendar
• Contact list
• Dashboard
• Pipeline
• Notifications

From the Header in the contact profile you can get the following information:

• Clients Name
• Account Name
• Assigned User
• Action Plan
• Sales Cycle
• Lead source
• Proposals

Also soon the

• Deal Size
• Quoted
• Closed
• Likelihood
• Close date

will be moved up to header.

After making any changes to the Header you must click

Upcoming Actions lists all scheduled actions for a client. This includes Action Plan Steps, scheduled text and/or emails, appointments, contact reminders, etc.

This Tab allows you to see all of the text messages you have sent to the client and the messages you have received from the client.

You can also write and send text messages directly to the client in this tab. This tab updates automatically, so you can have live, 2-way text discussions with your clients.

For more information on that process please visit our SMS-Texting Page.

The email tab is available for you to send manual emails directly to your clients.

For more information this feature please visit our Email Page.

Tags allows you to help group certain clients that share important attributes together.

The Tags text field allows you to enter tags for the client. You can enter new tags or existing tags.

For a full list of your accounts tags please visit the Tag tab in Settings.