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 your CRM quickly and easily.

How much does Pre-Meet cost?

 

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

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

How can I find out more?

If you have any questions, you can get in touch with our team at support@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 I / my clients need to download any software?

You and any member of your practice will need to be logged into SJP’s VPN service to access the Pre-Meet website.
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 the ‘Free trial’ button under any plan from the Pricing page.
  • 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 the . Users with PCodes (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 (three dots in the top-right corner of your homepage)
  • Select Invite New Users
  • Add members’ details – you can also assign a role to each user from here or in the Manage Team option
  • Send the email invitation to join the team

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 client?

There are two ways to send Pre-Meet depending on whether you’ve already created the prospect in Salesforce or not.
Please refer to our Pre-Meet user guide for details. See sections, ‘Sending to new prospects‘ and ‘Sending to existing prospects‘. 

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

The prospects don’t exist in Salesforce

If you’re using the ‘Add new client‘ button to send Pre-Meet because the clients don’t yet exist in Salesforce, there is an option to select a ‘Joint’ Pre-Meet during the client creation process. 

Please be aware that the email invitation will only be sent to the lead client (the client you enter first). If you provide the same email address for both clients, the second client will be flagged by Salesforce as a potential duplicate. Please select the option ‘Decline Duplicate’ in order to successfully create the second client on our system and in Salesforce. 

The prospects exist in Salesforce

If the clients already exist in Salesforce, make sure the clients are connected by an advice record before searching for them in the Pre-Meet search bar and selecting ‘Create a Pre-Meet client’.

The client that is assigned as ‘Client 1’ on the advice record will be the lead client and the Pre-Meet invitation will be sent to their email address. 

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

Yes. Please refer to our Pre-Meet user guide for details. See section, ‘Sending to existing prospects‘. 

Can I use Pre-Meet for review meetings?

We’ll shortly be releasing Pre-Meet for review meetings in beta. 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 looking into 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.

How do I sync data to the CFR?

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 create a new client record in Pre-Meet, a new prospect will be created in Salesforce once it’s been checked through the new Lead Management system. If you see a record on your Pre-Meet Portal, the record has been successfully created in Salesforce.
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.

Tip: If you’d like to go through more than one question flow (Basic, Detailed), you can click on the delete icon to the right of your demo record. This will reset the demo so you’re free to test another set of questions.

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 pops up on-screen. This will demonstrate 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.

  • Check out our Pre-Meet user guide for a step-by-step visual guide to getting started
  • Our Pre-Meet FAQs answer the most common questions and includes information on how to use key features
  • Visit out Help Centre to find answers to specific questions
  • Contact us if you prefer to get in touch with a member of the team and we’ll get back to you as soon as possible

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.

Click here to view our current plans and 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?

Yes, the Account Owner can upgrade or downgrade at any time via their Billing & Usage settings. If you choose to upgrade, you’ll pay a pro-rated amount for the rest of the month.

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 change the existing plan to Free via their Billing & Usage settings. This will remove all existing members and the practice will no longer be charged after the current billing period passes*.

The Account Owner will remain on the free account.

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

If you’d like to remove your account permanently, or are experiencing any issues, please drop us a message at support@digitalclipboard.com and a member of our team will get back in touch.

*With monthly or annual subscriptions, your charge is on the first day of the period. If you choose to cancel at any point during the period, you’ll continue to receive your existing plan benefits until the end of the period. For a monthly subscription, this will be until the end of the monthly billing period; for annual, until the end of the annual billing period. Please note that we do not provide refunds for unused subscription time.

How can I rejoin?

We’d be delighted to welcome you back! 

If your practice’s account still exists on a Free plan, the Account Owner will be able to upgrade to any plan via their Billing & Usage settings. They can then re-invite users to the team in their Team Account settings.

If the account was cancelled and you wish to re-subscribe, or 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.