1/ Get ready

Understand how Hubflo works

Your Hubflo client portal is structured as follows

• The common area: if you want to share some resources with ALL your clients, you can add them as:

  • Items in your resource center

  • global items

• Private area - Workspaces

  • A workspace is a private space within your portal where you can:

    • share content (files, links, etc)

    • share tasks with a client

    • communicate with clients through a chatroom

You can create one workspace per client or one per project, it’s up to you. And you can decide which contact should have access to each workspace

If a client has access to multiple workspaces, they will see them inside the client portal. Clients have unique client portal access. See the example below

Invoices, forms & smartdocs are sent to specific clients. Clients will be able to view all their assigned invoices, forms & smartdocs in the portal. Note that you don’t need clients to have a portal access to send them one of these.

Watch overview video Watch workspace explainer video

Play around with Hubflo

Take a few minutes to play around with Hubflo. Create a few records, invite yourself to the portal, etc.

Decide how you're going to start using Hubflo

Tip: start with 2-3 tools and expand gradually.

We recommend starting with:

• Global Items: Embed your scheduling page or a link to your website.

• Workspace Template: Use a simple folder structure for file sharing.

• Default Contract: Set up your contract as a SmartDoc.

• Main Intake Form: Streamline onboarding for new clients.

Tools you can implement later (if you want)

• The resource center

• Projects

• Billing

• Integrations / automations / templates

Assign a "Hubflo" owner

As with every software implementation, it's recommended to designate a primary "Hubflo owner" inside your organization to manage the system, communicate with support, and share key insights with your team.

This role ensures efficient use of Hubflo, aids in troubleshooting, and conducts training sessions. A central figure enhances project coordination and maximizes Hubflo's benefits.

Map your client journey & gather your materials

Growing a service firm can be challenging without efficient, documented processes. Implementing tools like Hubflo offers a prime opportunity to refine your client journey. Here's a simple template to assist you:

1. Map Your Client Journey: Visualize the client experience to understand touchpoints and areas for improvement.

2. Prepare Your Materials: Ensure all essential items are ready, including:

   • Forms

   • Contracts

   • Videos

   • Scheduling links

By enhancing these processes, you can create a seamless experience for your clients and foster business growth.

We’ve designed an easy-to-use template for you. Duplicate it and input your business details where relevant. Access template