Welcome to Hubly! Lets get you started by learning how to navigate your new workflow Hub.
Finding Your Clients
You can find all of your existing clients by using the Find a client menu at the top of your Hub, or by selecting + Add Client(s) on any workflow (more on this below).
When connected to a CRM, Hubly will securely sync your full list of contacts and keep their information up-to-date. Any new clients created in Hubly will also be created as contacts in your CRM.
You can simply type in a new client's name to create a new client contact.
The sync button, located to the left of the search bar, lets you run a manual sync with your CRM and Hubly at any time.
Organizing Your Clients
Also located at the top right of your Hub are the menus for your Tags and Streams. These help you segment your clients to better track each client's unique needs and can be leveraged to help you scale a high-touch, personalized experience through automated workflow rules.
Hubly syncs your existing client tags when connected to a CRM, and comes preconfigured with a number of service streams to help you coordinate the delivery of comprehensive financial planning services, personalized to each client's needs.
Let's create your first workflow using the + Create Workflow button, located at the top right corner of your Hub.
Workflows let you create high-level structures to organize your client work. Not all of your workflows need to be configured with tasks, these can be built out over time.
Tasks can be added to workflows to create powerful, well-documented steps for you and your team to easily follow and build upon as you grow.
When a client is added to the workflow, a new instance of that workflow and its task list will be created for that client and can be customized with client-specific needs.
You can edit, reorder, remove and add new tasks specific to each client within a workflow. Changes made to a workflow from a client card will not impact other clients added to that same workflow.
Learn More: Hubly 104: Building Better Workflows & Tasks
Once you are finished editing your workflow, select Done to return to the saved state.
You can select Edit Workflow from within the workflow menu, or simply double-click on the workflow's name, to return to the edit state at any time.
All of your workflows live in the Workflow menu, located within the top left menu bar in your Hub. Here you can select any workflow that you want to display in your Hub.
You can select Create Process to group related workflows into processes, like folders, that make it easier to show entire groups of workflows at the same time.
See Your Active Workflows
Starting the day has never been easier. Hubly lets you hit the ground running with the Show Active button, letting you quickly see everything that's being worked on in one click.
With all of your client work managed in one place, this dashboard can quickly get overwhelming. Just head to the Filters menu to focus on just the clients that need to be prioritized today.
Quick Tip: Try filtering your Hub by user and reminder status to see exactly which client workflows are trying to catch your attention!
We have pre-configured a number of workflows that will help you get up and running faster. Developed from best practices, these turn-key templates can be used out-of-the-box or edited to meet your needs.
Select the Workflows menu at the top left of your Hub to explore.
Filters help you declutter and focus on just the clients that need your attention right now.
You can filter visible clients by their reminder status, streams, tags, and assigned user (if you have multiple team members in Hubly). You can also choose to automatically hide workflows that don't have clients.
Filtering By Assignee
You can quickly filter through your visible workflows by assignee, hiding any clients with tasks that are not assigned to you or a specified user.
You can use the Reminder Status filter to quickly filter your visible workflows by the status of their task reminders.
Filtering By Streams and Tags
You can use the Streams and Tags filters to focus on just one or more segment of clients, filtering out the noise and making it easy to identify tasks that might be slipping through the cracks.
Adding Clients To Workflows
Now that you know the navigation basic, you are ready to add your first client to a Workflow!
The + Add Client(s) dropdown lets you quickly find existing clients or create a new client to be added to the workflow. Simply type an existing or a new client's name to search your contacts, selecting (or creating) the client will add them to the workflow.
Searching by stream or tag allows you to add an entire segment of clients into a workflow at once.
Quick Tip: We recommend grouping all of your active clients into a temporary Tag in your CRM. Since Tags sync over, you can simply add the Tag into your Transitioning WIP workflow to begin consolidating your work-in-progress within Hubly.
A client tile appears once a client has been added to a workflow.
Client tiles show you a preview of upcoming tasks in that workflow, see the workflow progress, and which reminders are about to come due.
Clicking on the client tile will open the client card, where you can see a snapshot of what's being worked on for that client.
You can customize the task list for any workflow that the client is in simply by selecting an existing task's name to edit, dragging a task to re-order, or selecting the Add Task button to create a new task.
We recommend spending some time transitioning existing client tasks and to-do's from your other software and notepads into the Transitioning WIP workflow for each client.
Lastly, back in your Hub, selecting the options menu at the top right corner of your screen lets you navigate to your Settings page and Sign Out.
We know that making the initial investment into your workflows can seem like an insurmountable task — having managed our very own sales, onboarding, and project workflows the same way that you do.
We also know that investing this time now will pay off very quickly.
Get started by taking the time to find and add all of your clients into the Transitioning WIP workflow and spend some time transitioning existing client tasks and to-dos from your other software and notepads.
This will give you practice in Hubly and begin forming important new habits around starting your day with a single place to look and track progress on client work.
We'll see you in our next lesson where we build upon what you've learned today and the practice you've gained by starting to work in Hubly.