Regardless of whether you've been a 17hats member for 10 minutes or 10 years, below is a great guide for onboarding into 17hats.
TLDR? No worries, we cover this exact same process LIVE within the First 24 Hours Workshop! You can sign up for the workshop by clicking here!
Part 1 of 2 | Navigating the 17hats Platform
Step 1: Add Yourself as a Test Contact
Adding yourself as a test Contact is a great way to set yourself up for success both now (as you navigate the platform) and later (as you dive into Workflows). To set yourself up as a test Contact, here is the process we recommend:
Click "Contacts" on the left rail (left side of your screen as shown below)
Depending on whether you've added a Contact or not, you'll see one of the two screens shown below.
If your screen represents the one on the left, it means you haven't added a Contact yet. To do so, simply click the "Add First Contact" button to open the basic contact form.
If your screen represents the one on the right, click the "Add Contact" button followed by the "Basic Contact Form".
At this point, you should see the "Basic Contact Form" which you'll want to fill out as follows;
Name: [Your First Name] followed by the word, "Test" (as shown below)
Company: You can leave this blank
Contact Type: Change to "Hot Lead"
Email: Any secondary email you have access to, that is not associated with your 17hats account. (Note: if you only have 1 email address, you can get a randomised test email address to use from https://mail-tester.com.)
Phone: You can leave this blank or fill it in.
Title: You can leave this blank.
Tags: You can leave this blank.
Step 2: Create a Test Project
Click "Add a New Project"
Add project details as follows;
Project Name: Test Project (as shown below)
Budget: You can leave this blank.
Tags: You can leave this blank.
Calendar: You can leave this as is.
Date/time: Any date/time you want (as shown below)
Location: You can leave this blank.
Once you've filled in at least the two items listed above, click "Save" and move on to the next step!
Step 3: Create a Test Document
Click "Create New" > "Invoice"
Click "Add Item" (near the lower-right side)
Add an item with the following details
Internal Name: Test Item
You can leave this blank.
Description: Test Description
Price: Any amount greater than $0.00.
Quantity: You can leave this as is
Income Category: You can leave this as is
Photo: You can leave this as is
When you're done, click "Save"
Click "Save" in the upper-right corner (note: later as you are building documents you intend to use again, be sure to check the "Save as new template" option.)
Click "Send Invoice" near the top-right corner (shown below)
Click "Templates" > An Invoice is Ready for Your Review
Review the template & click "Send Now"
Congratulations! You just sent your first Invoice through 17hats!
Quick tip: If you need to record a payment, simply open the Invoice again and use the "Record Payment" button shown below!
Step 4: Create a 17hats Lead Capture Form
Click "Leads" on the left-rail
From here, you'll see one of two screens.
If you see the screen on the left, look to the lower-right corner, and click on "Create Form" to create your first Lead Capture Form. Once you've clicked, "Create Form", simply proceed to Step 5: Add Lead Sources.
If your screen looks more like the right side of the image below, you already have at least 1 lead capture form. Simply proceed to Step 5: Add Lead Sources.
Step 5: Add Lead Sources
Note: If you do not see the "Reporting" feature shown below, it may not be available in your plan. You can learn more about 17hats Lead Reporting here, and be sure to use the chat icon in the lower-right corner of this page to ask support about how you can upgrade your account to add Lead Reporting and other great features!
To engage with Lead Source Reporting, you'll want to first open the "Leads" sub-menu by clicking the arrow to the right of the "Leads" button on the left rail (shown below)
Once you've opened the sub-menu, click, "Reporting" (shown above)
If your screen reflects the image below, click "Add Source", and begin adding referral sources to your account. Keep in mind that though you can edit or archive your sources, you cannot delete them. It's best in the beginning to only add 5-10 sources.
If your screen does not reflect the image below, congratulations! You've already set up at least one lead source. You can either add more using the "Add Source" button near the center left of your screen, or you can continue to step 3.
Note: It is often a good idea to have one of your sources read "Other" and inquire with new leads where they actually heard about you. It can also be a good idea to create a "Test" source which you can keep archived unless you are simply testing the Lead Capture Form.
Step 6: Edit Your Lead Capture Form
In this step, we'll cover how to edit and share your new Lead Capture Form.
Click "Leads" on the left rail followed by "Lead Capture Forms" (shown below)
You'll now be met with a list of your Lead Capture Forms. The one we're going to edit in this example is the "New Capture Form". To edit the form details, simply click "Edit" > "Edit" as shown below. Whenever you're done making changes, be sure to click "Save" in the lower-right corner.
Once you've made any edits to the form, now you'll want to adjust your Lead Capture Form questions. You can do so by clicking the "Add Question" button near the lower-right side. Below is an example of how you would add the Lead Source question, available for those who added a lead source earlier.
Once you're done making changes and adding questions to your Lead Capture Form, click "Save" in the lower-right corner, and continue to Step 7: Sharing Your Lead Capture Form.
Step 7: Sharing Your Lead Capture Form
17hats has 4 different ways to share your Lead Capture Forms as described below.
When sharing your Lead Capture Form, simply head to the top of the Lead Capture Form page, select the Lead Capture Form you wish to share, and then click "Install Form" followed by the method in which you would like to share your Lead Capture Form. (Insert form on website is used for reference.)
Link to 17hats Form - Great for obtaining a direct URL link to the Lead Capture Form
Link to Dialog Window - Great for a popup dialog box
Insert Form on Website - Great for embedding directly into your website
Facebook - Great for linking to your business's Facebook page
Part 2 of 2 | Building Out the Back End (Basics)
For Part 2 of 2, we're diving into the back-end of your 17hats Account. Each step below has a helpful article linked for your convenience, so you can quickly access additional details as needed.
It would be a good idea to have this help article open on one side of your screen, and then to log into your 17hats Account on the other side of your screen-- this way you'll be able to make the appropriate adjustments as you go. Without further ado, let's get into the back-end of your 17hats Account!
Note: Every step below is marked with either "Now" or "Later". There is a lot to explore, but it's best to focus on the "Now" during setup, and come back to the "Later" whenever you're ready.
Step 1: Now | Enter the Back End & Adjust Your Account Settings
Step 2: Now | Establish Your Brand Preferences
There are actually 4 tabs within Brand Preferences (potentially fewer if you are on the legacy plan known as the "Essentials" plan). Though all 4 are important, the most important to do today are the "Account" & "Images" tabs as discussed in the article linked in the button below.
Step 3: Now | Add Your Incoming/Outgoing Emails
This article will discuss how to add your incoming/outgoing email servers as well as how to set up your Document Email Reminders and Email Signatures. (Incoming email server set up and document email reminders may not be available depending on your plan.)
Step 4: Now | Link Your Google Calendar(s)
Now is a great time to go ahead and link your Google Calendar(s). 17hats actually has two types of calendars, 17hats and Google Calendars. You can learn more about what they do, and how to connect your Google Calendar(s) by clicking the button below!
Step 5: Now | Turn On Your Client Portal (if Available)
If available, your Client Portal is certainly an option that would be good to know about. All we recommend to begin with is simply toggling the Client Portal "on" as your leads & clients will not see their Client Portal unless you send it to them. You can read more by clicking the button below!
Step 6: Now | Turn On Online Scheduling
Even if you only turn on Online Scheduling, it's a good idea to visit this tab and toggle your Online Scheduling "on". Anything else you are able to take care of regarding Online Scheduling is a bonus which you can do after completing this onboarding exercise.
Step 7: Later | Add Users (Not Available on all Plans)
If you need to add users, here is where you need to go! Simply click the button below to dive in and learn more.
Step 8: Later | Change Your Login (Only if Necessary)
If you need to change your login email or password, simply follow the steps after clicking the button below!
Step 9: Now | View Your Referrals & Referral Code
Now that you've joined, you'll be amazed at how many people you come across who need 17hats in their life as well. When you click your "Referrals" button, you'll be able to view the discount you'll provide to others, your referral code, and the bonus "thank you" you'll receive from 17hats!!!
Note: This is the exact same page you'll find when you click "Refer a Friend" in the lower-left hand corner of your 17hats Account.
Step 10: Later | View Your Plan Information
This is where you can go to view/change your plan as well as add any available modules. To learn more about modules and how change your plan, simply click "Plan Information" and follow the prompts.
Step 11: Later | Enable your Integrations
There are quite a few integrations available with 17hats. Given, not every plan has every integration. To see a full list of integrations available in your plan, simply click, "Integrations" from the Account Settings of your 17hats Account, and connect them to a world outside of 17hats!
Step 12: Later | Viewing your Document & Email Templates
This section is incredibly important-- so important in fact, that there is a quick button specifically for this page that you can view in your 17hats Account Header! The Documents and Emails button is where you can go to view/create new templates within 17hats. We'll get into how to create these templates later in this series, but if you would like to learn more, simply click the button below to get started.
Step 13: Later | Exploring Custom Fields
Custom fields are a delightful way to personalize the client experience without sacrificing the automation 17hats is known for. Custom fields can certainly be applied later, but if you would like to learn more about them now, simply click the button below to begin.
Step 14: Later | Exploring Workflows
Workflows are certainly something that will come later, however, if you want a very basic overview, I've added a link below that dives into a quick understanding of what Workflows are and what they are capable of doing.
Since some members are still on a legacy plan known as the "Standard" plan, the button below explores both Basic Workflows (Available to Standard Members) as well as Advanced Workflows (available to current 17hats Subscription & Premier Members).
Step 15: Later | Viewing Your Lead Capture Forms
We've already built out a Lead Capture Form (above), however, if you would like to explore what a Lead Capture Form is, you can use the button below!
Step 16: Later | Understanding Tag Management
Tag Management will come later (especially when we begin to explore Pipelines), however, if you're curious about Tags, linked below is a fantastic article that explores what tags are and even links to articles that go more in-depth among "Contact Tags" vs. "Project Tags".
Step 17: Now | Exploring the Marketplace
The 17hats Marketplace is incredible and is constantly getting even better! It's a place to go and download sample documents, Online Scheduling Services, Pipelines, Workflows and more all provided by either 17hats or 17hats Members who have been vetted for providing an exceptional service to their clients all while using the tools found within 17hats.
Below is a link directly to the 17hats Marketplace. Go ahead and explore, download, and enjoy a variety of templates for your new 17hats Account!
Step 18: Now | Enhancing Your Invoice Options
Let's go ahead and enable your 17hats Account to accept online payments. To do this, we'll want to explore setting up your Invoice Options within 17hats. Simply click the button below to be guided to a step-by-step article that details how to connect your bank account to 17hats.
Note: Since the article was written, not all credit card processors are still available to be linked with your 17hats Account (e.g. Authorize.net). If you have a question regarding your invoice options, please contact support by clicking the chat bubble in the lower-right hand corner.
Step 19: Now | Adding Your Tax Settings
While you're here, you might as well add in whatever tax(es) you may need to charge along the way. The "Tax Settings" button is intuitive and quick. Especially if you have your tax rates memorized, let's go ahead and add them now.
Step 20: Later | Viewing Your Bookkeeping Options
This is where you can add some custom bookkeeping categories to help you in keeping tabs on your business's financial numbers.
Step 21: Later | Adding Products and Services
Adding your products and services ahead of time can save you a great deal of time in the long-run. Though it can also be beneficial to add your products and services as you go, (simply by saving the product or service as a template), if you already have a list and want to add them in one fell swoop, simply click the button below to learn more!
Step 22: Later | Enabling Time Tracking
The Time Tracking feature is a lot of fun. In order to use this feature, you'll need to have created a contact and project. If you've already done this step, however, then click the button below to learn more about Time Tracking!