Invite & onboard a client or teammate
Inviting your clients or teammates to Clarityflow is easy (both for you and for them!).
What makes Clarityflow unique is you can customize the perfect onboarding sequence for every new client or teammate that you invite, so that they're set up for success from day one.
In this guide, we'll cover:
- How to create an invitation
- Inviting a client (guest) vs. a team member
- How to customize the onboarding flow for each person you invite
- How to customize (or skip) the welcome message
- Where to send the person when they've completed their onboarding
- How to track all of your pending, current, and past invitations
Create an invitation
Create an invitation by going to Contacts > "Invite someone".
Alternatively, you can create an invitation when you're in a conversation by clicking the people at the very top, then click "Add people".
Every invitation starts with a name and email address.
Inviting a guest (client) vs. inviting a team member
With every invitation, you have the option to invite the person as a guest or a team member in your account. There are a few important differences:
- Guests (a.k.a. "respondent users") are typically clients, customers, external contacts, etc.
- Team members are typically employees, coworkers, partners, etc.
| Guests (clients) | Team members |
|---|---|
| Invite unlimited guests at no extra cost. | Team members count toward your plan's team members count. |
| Guests can respond to conversations and programs that they're participating in. | Team members can create and manage conversations and programs in your account. |
| You can give team members different permission levels and abilities. |
Customize the onboarding flow for each invitee
After you create the new invitation—but before you send it to your client or teammate—you have the opportunity to customize the invitee's onboarding experience, or the steps that this person will go through starting from when they click your invitation link that you will send them.
The first step is the registration step, where this person can set their own password so they can easily log in in the future (they will become logged in when they do so). If this user has used Clarityflow before, we'll detect that and automatically skip the registration step for this person.
The rest of the steps are optional. You can turn them off simply by turning off the toggle next to each step.
Click each step to open its options and customize it further. For example, on the Test recording device(s) step, you have the option to skip the mic or camera test, if one of those doesn't apply in your case.
Customize (or skip) the welcome message
As the last step in onboarding, you can show a welcome message to your client or teammate, or you can skip step by turning it off.
The welcome message can be set up in 3 different ways:
Use our ready-made welcome message
This is an unbranded, ready-made brief walkthrough video that shows a new user how to record and send a response in Clarityflow. It's a great way to get up and running fast!
Create your own template welcome message
Go to your Library, then create a message template. This can be your reuseable welcome message that you use on all of your invitations. You can create a few of them for different types of invitations (for example, one for onboarding clients, and another for onboarding teammates). Message templates can be video, audio, and/or text. When setting up your invitation, you can select this message template.
Record a custom message just for this person
Finally, you have the option to compose a custom welcome message that will be shown only to this specific person that you're inviting. This is a great way to add a personal touch to a special client's onboarding experience.
Set up where to send the invitee after onboarding
Finally, you can set set up the final step in onboarding, which is to send your client (or team member) to a destination of your choosing.
There are multiple options to choose from (and more options being added all the time). As of this writing, your options are:
- Create a new conversation (and add this person and team members of your choosing)
- Send them to an existing conversation
- Send them to an intake page
- Send them to a custom URL (opens a new window)
- Send them to the root dashboard (conversations list)
- Send them to a Program (coming in 2023)
- Send them to a membership Space (coming in 2023)
Track your invitations and their status
To see the status and to further configure each invitation, you go to Account Settings > Invitations.
There, you can filter your invitations by their status. Invitations status meanings are as follows:
Pending
The invitee has not clicked your invitation and has not set their password (or logged-in) yet.
Onboarding
The invitee has clicked and set their password & logged-in. They are going through the rest of their onboarding steps, but has not yet reached the final redirect.
Complete
The invitee has completed all steps of their onboarding and has been redirected to their final destination.