The client onboarding link
How Tallify's personal onboarding link works: sending the pack, the client's welcome page, link expiry, Copy link and following each client's progress.
A new client gets one personal link. From it, on a phone or a computer, they do three things: sign the practice's disclosure letter, complete the guided fact find, and send their ID and proof of address. You start it with the fact-find pack, and you follow their progress on the Prospects tab.
Sending the fact-find pack
- On the client overview or the Prospects tab, choose Send fact-find pack.
- Enter the person's full name, email address and cell number. The email address is required: the link goes by email.
- Choose Send.
One person can send up to 30 packs in any hour; past that the console says when to try again.
The person is added to your book as a Prospect, with consent to receive communications off, unless the details match a record already on the installation. Tallify looks for the email address first, then for the cell number (its last nine digits):
- The email address matches a record, or the cell number matches a record with no email address. The pack goes to that record and no new one is made. The record keeps its status, so an existing client stays a client, and its email address and cell number are filled in only where they were blank.
- The cell number matches a record with a different email address. Nothing is sent and nothing on the record changes. The console asks you to check the email address, or to correct it on the record first, and send again.
- The match is another adviser's client. Nothing is sent and nothing on the record changes, and the console says only that the details match a record you cannot open.
The email the client receives
The pack email comes from your own connected mailbox (or the practice's mailbox) in the practice's name and carries your email signature. It says there are three things to do, leads with the personal link as a button, and names the address the link opens ("our secure client portal"), so a careful client does not take it for phishing. The disclosure letter is attached for anyone who prefers to sign on paper. The fact find is done online only: no spreadsheet is attached or offered.
Sending the pack queues the email under Review email approvals, where you can read and edit the wording before it goes. The personal link is created when you approve, so its 30 days run from then.
A WhatsApp introduction with the pack is coming soon.
What the client sees
The link opens the client's welcome page, in Tallify's colours with the practice's logo. It greets them by first name ("Welcome, Thandi!", or both names for a couple the record knows), has one button to the next open step (Start, then Continue), and shows the three steps as a path, each marked done, next or being checked:
- Read and sign our disclosure letter. See E-signing the disclosure letter.
- Complete your fact find. A few short steps on a phone or computer. See The guided fact find.
- Send us your ID and proof of address. See ID and FICA.
They can stop and come back at any time while the link works. When all three are done the page says "All done, thank you" and that you will be in touch to arrange a meeting. If online signing is not available yet (the practice's letter has not been signed off), the first step offers the letter to download, print, sign and send back instead.
How long a link works
A link works for 30 days (the practice can change this). Each client has one live link: sending the pack again, or Copy link, makes a new one and the old one stops working. An old link opens a page that says the link has expired or been replaced, with the practice's contact address.
Copy link
To send the link yourself, choose Copy link on the person's row on the Prospects or Clients tab. A fresh link is made and copied; paste it into your own message. On a phone a WhatsApp button beside it opens your own WhatsApp with a fresh link, addressed to the number on the record. Where the browser will not copy, the console shows the link to copy by hand. The record notes that the link was copied rather than emailed, and the signature record says the same.
Only the client may open the link and sign. Never sign for a client: the name and ID number signed are checked against the record, and a signature that does not match is held.
Following progress
The Prospects tab, and the Clients tab while onboarding is still going on, show pills on each row. Hover over a pill for the date.
| Pill | Meaning |
|---|---|
| Link sent | Emailed or copied, not opened yet. |
| Opened | Opened, nothing completed yet. |
| Fact find in | A fact find for them has arrived. |
| Signed online | The disclosure letter was signed through the link. |
| Signed online: confirm ID | Signed through the link but held until you confirm who signed. |
| Signed on paper | A signed letter was received and recorded. |
| ID in, or ID and FICA in | Their ID document, and their proof of address, are on file. |
| Proof of address in, no ID | Proof of address arrived without an ID document. |
| Link expired | The link no longer works. Copy link makes a new one. |
From prospect to client
A prospect becomes a client when the signed disclosure letter is in: signed online through the link (unless the signature is held), a signed letter emailed back from the client's address, or a letter you record with Signed letter received on their row on the Prospects tab and then Mark as client. Completing the fact find, or committing it on the Intake tab, does not on its own make the person a client. Once the fact find is committed and the letter is in, the client is onboarded and their intakes leave the Intake tab; anything still missing becomes one office task that closes item by item as it arrives.
How the link is protected
The link is the client's key to their page, so it goes only to the client. Tallify keeps a fingerprint of it, never the link itself, and the page refuses requests that do not match a live link.