Welcome to Hubly. Hubly was built with the feedback and help of hundreds of early users — other financial advisors and their staff, just like you!
Our mission has always been to simplify the way that you manage your work, but we know that learning a new system means learning a new set of terminology — and that can be tricky!
This article was made to help you learn the basics of the Hubly “language”.
Basic Hubly Terminology
The Hub is your workspace!
Blank by default, you can choose which Workflows to display from within the Workflow Menu.
Located at the top-left of your Hub, the Workflow Menu is your library of all existing Workflows.
Here you can select individual Workflows (by clicking on them) to have them display in your Hub.
Simply close the Workflow Menu by clicking again on its button, or by clicking in the background, to return to your Hub.
Located at the top-right corner of your Hub, the Contact Search Menu is the best way to search for and find your existing clients — simply type to begin searching.
Recently viewed contacts will appear at the top.
You can select the Sync with CRM option to re-sync your contact list with your CRM.
You can view a list of all existing contacts by selecting the All Contacts dropdown at the bottom of the menu.
Selecting a contact will display the Client Card.
You can select the + Create option to create a new contact record in Hubly, which will also be added to your CRM.
The Client Card is your home base for every contact.
Important client information is located along the top and right side of the card.
The current Workflow and its Tasks are located in the center.
CRM Notes are displayed as Comments at the bottom.
You can add a Client to a Workflow by selecting the + Workflow button inline with the Workflow section, mid-screen.
A Workflow is an activity or stage in a client’s journey.
Workflows can include a list of default steps, which we call Tasks, that act as a starting point for every Client that you add to that Workflow.
Workflows are stored in your Workflow Menu and must be selected in order to be displayed in your Hub.
Clients that are currently in a Workflow will be displayed as a list of Client Tiles.
You can add a client to a Workflow by using the + Add Client menu.
Clients can also be added to a Workflow using the + Add Client button in line with that Workflow from the Workflow Menu.
The Client Tiles summarize which clients are currently in that Workflow.
It provides a summary of your progress through that Workflow’s Tasks for that specific Client.
It can be customized to display the status of the Workflow, a summary of outstanding Task Reminders, as well as the Workflow's customized name and the Streams that the Client is in.
The Client Tile can also be used to add a client from one Workflow to another by simply dragging their Client Tile and dropping them into another Workflow.
Workflows that are related to one another can be grouped into a Process.
Processes can be created from the Workflow Menu where they can be given a name, description, and color.
Workflows selected to be grouped into a Process will be displayed together in your Hub.
The Process can be selected from the Workflow Menu to display or hide all of the grouped Workflows, together, in your Hub.
Since Workflows can be grouped together for a variety of reasons, Hubly doesn't automatically connect grouped Workflows to flow to one another sequentially.
Instead, you can individually configure which Workflow should come next by editing a Workflow and configuring the Next Workflow section.
Next Workflows will display in the Client Card, where they can be edited, scheduled to a start date, or removed for that individual client.
Hub Filters are located next to the Workflow menu at the top-left of the Hub when one or more Workflows are displayed.
Filters let you get a more focused view of your work by hiding individual Client Tiles based on Task assignment, Reminder Status, and more.
Multiple Filters can be applied at the same time.
The option to create a View appears next to the Filter menu at the top-left of the Hub when one or more Workflows are displayed:
Views let you come back to a predetermined selection of Workflows and Filters at a later time.
We recommend creating themed Views to let you easily jump between different sets of Workflows that represent distinct areas of your business.
The order in which Workflows appear can be customized by dragging-and-dropping Workflows within a View.
An option to Update View will appear next to the Filter menu at the top-left of the Hub whenever a change is made to the Workflows displayed or Filters set within a View.
Selecting this button will update the View’s configuration, saving these changes for next time.
Located along the entire right side of your Hub, the Hub Feed provides a summary of all outstanding Reminders set for Tasks that are assigned to you:
Task Reminder entries include the name of the Task that the Reminder is for, the name of the Client that the Task is for, the reminder’s status (upcoming, due today, overdue), and the initials of the user to who the Task is assigned to.
Reminders are ordered chronologically, by date, with overdue reminders appearing in red at the top, reminders that will come due today in yellow just below, and all other upcoming reminders underneath.
Selecting a Reminder presents options to display the Client Card (presenting the Task in the context of the Client and other tasks in the Workflow), reschedule the Reminder, complete the Task, or dismiss the Reminder.
We recommend using the Hub Feed to prioritize your work by adding Reminders to Tasks for the days when you want to complete them.
Located next to the Contact Search menu at the top right corner of your Hub, the Hubly Digest provides a high-level overview of all activity in Hubly.
You can see a summary of tasks completed by Users at the top, a breakdown of all Clients who have started or completed Workflows is below, as well as summaries of upcoming Client Meeting Dates and Birthdays at the bottom:
You can change the time period to view a Digest for Today, This Week, and This Month.
Located next to the Hubly Digest, at the top right corner of your Hub, the Changelog provides a summary of recent updates to the app.
You can select individual items to review the change notes.
You can view all changes, as well as a roadmap of requests, by selecting See All Changes or navigating to feedback.myhubly.com.
Located at the top right corner of your Hub, the User Menu lets you enter your Hubly Settings, request features/submit product feedback, and Log Out.
The Support Chat is always located at the bottom right corner of your screen and lets you quickly access a number of self-service actions.
You can request support using the Chat feature at the top of the menu:
You can also Search For Help or request features/submit product feedback.
Our team regularly uses the Support Chat to get in touch and share product tips or gather timely feedback, so keep an eye out for friendly messages!
Workflow Rules can be configured for individual Workflows in your Hub.
Rules are a means by which to Automate repetitive actions, such as categorizing clients or adding clients to the Workflow.
Multiple Rules can be combined to work together within the same Workflow, helping you create unique combinations that let you deliver a more scalable end-client experience while saving you time.
Streams and Tags
Streams and Tags help you stay on top of individual client needs and deliver a personalized service as your book of business grows! We recommend using Streams to track high-level categories of service needs.
We recommend using Tags as sub-categorizes, helping you keep on top of Client smaller details to fine-tune your client service.
Start by configuring Streams to manage the fundamental categories — Active Client, Prospects, Lost Prospects, and Past Clients.
Need A Hand?
We created a collection of useful Product Guides to let you explore Hubly and get familiar with all of the different ways that our product can make you more productive and simplify how you run your practice.
Need more in-depth help?
If you've checked out the Help Center and still need some guidance, you can use the in-app Live Chat to send us a message. You can also reach your Implementation Lead directly. We're here to help, just ask! 🙋♂️
Not a Hubly user?
We would love to learn more about your challenges and see if Hubly can help your firm grow. Schedule a free strategy call with us directly to get started!