Pre-Meet FAQs

This FAQs documents has been tailored for SJP Partners

Getting started

What is Pre-Meet?

Pre-Meet is a service provided by Digital Clipboard to make it safer and easier to connect with new clients and gather information remotely prior to a first meeting. 
The solution has been developed working closely with an SJP practice and offers:
  • a secure online Fact Find that takes new clients about 15 minutes to complete.
  • access from any device.
  • all details collected can be saved directly to the CFR with one click.

Is Pre-Meet secure?

Yes, Pre-Meet uses two-factor authentication and is encrypted, making it a fully secure system.

Why use Pre-Meet?

Pre-Meet makes it easy to build an understanding of new prospects so that you can add maximum value from the very first meeting. We help eliminate the need to capture basic information, so that you can focus on the topics that really matter to your client.

How does Pre-Meet work?

From your dedicated Portal – https://premeet.sjp.co.uk,  with just a few clicks you can send a Pre-Meet email invitation straight to your client.
Your client clicks a link to access the web-based form from any device. You can track a client’s progress, send a friendly reminder, and review results before syncing the data to the CFR quickly and easily.

How can I find out more?

If you have any questions, you can get in touch with our team at hello@digitalclipboard.com, or click on the chat icon at the bottom-right of this screen.

Access

Do I / my clients need any additional hardware?

All you and your clients need is a device with Internet connection. This could be a mobile phone, tablet, laptop or desktop computer. 

Do my clients need to download any software?

Your clients will need access to the Internet and a compatible browser to receive the email invitation and access their personal web-based form. Our technology is compatible with all the major browsers – Chrome, Safari, Firefox and Microsoft Edge which is the replacement for Internet Explorer. 

How do I sign up?

Follow the steps below to set up an account.
  • Go to the SJP Pre-Meet website.
  • Click on the Sign in button or select a plan from the Pricing page to be directed to SJP’s single sign-on process.
  • Select your practice from the dropdown list.
  • Your account has been created and you’ll be set up on a 30-day free trial (eligible per practice).
  • If members of your practice are already on a Digital Clipboard subscription, a request will be made to the team Owner to join. Your access to features will be limited until they accept your request. 

See our Pre-Meet user guide for more details and step-by-step instructions.

Who can access Pre-Meet?

The service can be accessed by anyone in your practice. Once you sign up for an account you can invite users to join in the Manage Team options in your settings.

Note that some plans have a limit to the number of users per practice.

Support staff can sign up for their own accounts and send Pre-Meet out on behalf of an adviser. Each practice needs at least one user with a Partner code (an adviser) to sync records to Salesforce. Users with codes beginning with ‘P’ (support staff) can assign client records to an adviser during the sync process.

How can I sign my team up as one practice?

With Team Account, you can invite members of your team to join your practice’s account.

  • Go to your account settings (cogwheel icon at the top-right corner of your homepage)
  • Select Invite New Users from the menu bar that appears to the left of the screen
  • Add your team member’s email address and assign a role – you can also re-assign roles from the Manage Team option
  • Send the email invitation for your team member to join

What are the assigned roles?

Owner – The main account holder for your practice. This role has billing and admin rights.
Admin – Users assigned this role can make admin changes to a practice account, which includes updates to user roles, practice details and changes to practice branding.
User – These users can use all Pre-Meet features within the practice plan, but won’t have billing or admin rights. 

Data security

Is my client data secure?

Absolutely. Pre-Meet encrypts client data and stores it securely in SJP’s central systems. 

Where is client data stored?

Your client data is stored on SJP systems. The Pre-Meet systems are used to gather client information, encrypt it and securely transport it to SJP databases. 

Features

What is the Pre-Meet Portal?

Each Pre-Meet user will have their very own dashboard to create and send Pre-Meet questions to clients as well as track progress and sync data to the CFR. This is where all you and your practice’s Pre-Meet activity is completed. 

How do I send Pre-Meet to a new prospect?

Use this option to send Pre-Meet to a new client who does not have an existing lead or prospect record in Salesforce. 

When you sync to Salesforce using this method, a new prospect record gets created with their Pre-Meet answers.

  • Click on the blue Add new client button at the top of the screen
  • Add the client’s name and email address
  • Select the type of Pre-Meet you want to send – Basic, Detailed or Review Meeting
  • An email overlay will pop-up that includes a weblink to your client’s unique webform. You can edit the wording before clicking Send

Watch this quick video to see sending Pre-Meet in action

How do I send Pre-Meet to an existing prospect?

Use this option to send Pre-Meet to a client who has an existing lead or prospect record in Salesforce. 

When you sync to Salesforce using this method, their existing record will be populated with their Pre-Meet answers.

  • Search for the client’s record using the Search bar
  • Select the relevant record that appears in the dropdown list. The record will then be pulled into your list
  • Click on the Send Pre-Meet to client button to the right of the client’s record
  • Select the type of Pre-Meet you want to send – Basic, Detailed or Review Meeting (coming soon)
  • An email overlay will pop-up that includes a weblink to your client’s unique webform. You can edit the wording before clicking Send

 

Can I send Pre-Meet as part of a joint account?

If you’d like to receive details from joint clients, simply send Pre-Meet to one of the two clients. 
 
The very first question they’re asked on the webform is if they’d like advice for themselves or also for a partner. If they select to fill in details for a partner, more questions will appear in the form for them to add these in. 
 
When you receive the form back, the record will appear with both clients’ names. When you sync this to Salesforce, two separate prospect records will be created, joined by an advice record.

Can I send Pre-Meet to a client who already has a record in Salesforce?

We recommend that you use Pre-Meet Basic and Detailed for new / prospective clients. 
You can send this to existing leads or prospects using the Search functionality. See question above, How do I send Pre-Meet to an existing prospect?
You’ll see an option for review meetings which is coming soon. We’re aiming to release a version towards the end of 2022.

Can I use Pre-Meet for review meetings?

You’ll see an option for review meetings which is coming soon. We’re aiming to release a version towards the end of 2022.

This will help you gather change in circumstance details before client reviews. 

Can I send Pre-Meet to business clients?

Pre-Meet is currently for personal clients only, however, we are working on providing Pre-Meet for corporate clients.

How can I track client progress?

We’ve made it easy to track your client’s progress and take appropriate action to keep up to date:
  • Filter your client list to view clients at different stages of Pre-Meet by clicking on the tabs at the top of the client record list – ‘All clients’, ‘In progress’, ‘Ready for review’ and ‘Complete’. 
  • You will see all your Pre-Meet client records listed by default in the ‘All clients’ tab.
  • Each client record shows you which stage of Pre-Meet they’re on, a time stamp and a relevant action to take. For example, why not send an email reminder to a client who is on the ‘In progress’ stage and hasn’t opened their Pre-Meet for the past 7 days. 
  • Look out for the red dot that appears by the notification icon at the top of the screen for updates.

Watch this quick video to see tracking in action

How do I sync data to Salesforce?

Once a client has completed and submitted their Pre-Meet, you can review their answers from your Portal. When you’re happy with the data, select the ‘Sync to CRM’ button at the top of the client’s review page.
This will start the syncing process – it will usually take 5-15 minutes for the data to appear in the CFR in Salesforce. 

Where does data sync to?

If you use the ‘Add new client‘ flow in Pre-Meet, a new prospect record will be created in Salesforce once you sync.
If you use the Search bar to pull an existing client into Pre-Meet, their details will be populated into their existing record in Salesforce once you sync.
Pre-Meet data syncs on a field-by-field basis to Salesforce. 

What questions do my clients receive?

When you first access the Pre-Meet Portal, you’ll see your name as a demo record. Click the button to send Pre-Meet to yourself. You’ll receive the email (as a client would) so you can click on the email link to go through the client question flow.

Can I save data as a PDF?

Yes, we’ve added a Save as PDF button to the client review screen. Once your client submits a Pre-Meet, click on their record to view. The Save to PDF option is available at the top of the screen. 

Support

How can I learn how to use Pre-Meet?

We’ve found the best way to learn how Pre-Meet works is to try it out for yourself.

Once your account is created, take a minute to watch our quick video that demonstrates how to add a new client, send Pre-Meet and sync to the CRM.

There’s also a demo record with your name on it which you can find in your Portal’s homepage. Send Pre-Meet to yourself and go through the entire process to see what gets sent to your clients, the Pre-Meet question set and flow, and what happens when a client submits their answers.

Don’t worry, the demo record lives in your Portal only and won’t affect any of your CRM data. Please note that you won’t be able to test syncing to the CRM on this record.

I need help getting started

We’re here to help with any questions you may have and support you in getting the best out of Pre-Meet.

Can I request features / provide feedback?

We always welcome thoughts on how we can make our services better. We’ll continue to evolve based on your feedback. Contact the team at hello@digitalclipboard.com. 

General Data Protection Regulation

The General Data Protection Regulation (GDPR) came into effect on Friday 25 May 2018. It is an evolution in how we manage and control personal data, building on the existing principles of the Data Protection Act to reflect the increase in data usage as new technologies continue to develop.

Action will be needed at each Partner Practice over the coming months to take stock of the personal data you hold and ensure you meet the new requirements, in order to keep your business and clients’ personal data safe. We have broken these down into a series of learning modules and activities which provide guidance on how to prepare for the changes the new regulation will bring.

We have broken the requirements of the General Data Protection Regulation down into a series of MyDevelopment learning modules, which provide guidance on how to prepare for the changes the new regulation will bring.

You can access the modules on MyDevelopment using the file path below.

Content Directory > Regulatory >GDPR

Everyone is encouraged to complete the modules as they are released, to ensure you have the time needed to prepare and to seek further guidance and support where required.

For further information or queries, please send an email to gdpr@sjp.co.uk.

Legal support 

The world is a turbulent place, and we’d like to assure you that Digital Clipboard will stand behind its services and protect its users.
If there are any claims brought against yourself or your practice alleging that any Digital Clipboard service is infringing on a third party’s intellectual property rights, please contact support@digitalclipboard.com as soon as possible.

Plans and pricing

How much does Pre-Meet cost?

Every practice works differently and we want to be as flexible as possible with our pricing.

A version of Pre-Meet is available on all our plans, just choose the best option for your practice.

You can find plans and pricing details on the Pre-Meet website under Pricing.

How do plans work?

Our plans are based on usage to provide flexibility as your practice grows. Just decide on the features you’d like and select the number of clients you meet with each month.

A client engagement is counted when you receive a new fact find or review meeting in Pre-Meet. Don’t worry if you use up engagements in a given month, we’ll hold your records until you upgrade or your monthly usage resets.

How will I be billed?

The service is available on an annual / monthly subscription which is charged to your practice via the SJP Partner account. The Account Owner in your team is the billing account holder. 

Can I change my plan at any time?

The Account Owner can change plans from their Pre-Meet account settings at any time. If you choose to upgrade, you’ll pay a pro-rated amount for the rest of the month.

  • Log in to your Pre-Meet account
  • Go to your account settings (cogwheel icon at the top-right corner of your homepage)
  • Select Billing & Usage
  • Select Change plan and choose the plan type you’d like to subscribe to
  • Select the Subscribe button at the bottom-right of your screen

Can I get a free trial?

Once your practice signs up for a Digital Clipboard subscription, you’ll automatically start on a 30-day free trial to explore Pre-Meet at no cost.

Please note that the free trial period is valid per practice, not per individual user.

How do I cancel my subscription?

The Account Owner can move to the Free plan from their account settings. Choosing this option will stop any charges after your billing period ends (monthly or annually). Please see question above, ‘Can I change my plan at any time?‘ for steps to change plans.

If you’re on the Professional plan or higher, this means you will also lose access to the Clipboard app.

The Free plan is also limited to one user per practice so other team members will lose access to the services.

If you’re experiencing any issues, please drop us a message at support@digitalclipboard.com and a member of our team will get back in touch.

How can I rejoin?

We’d be delighted to welcome you back! 

For other team members to regain access, the Account Owner can simply log back into their Pre-Meet account and upgrade their plan as needed. Once you upgrade, you’ll be able to access all features as part of your chosen plan straight away.

If you’re experiencing any issues, please drop us a message at support@digitalclipboard.com and a member of our team will get back in touch.