Unlock the power of sales process management tools in Onboarding forms

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okay good morning or good afternoon everyone from wherever you're joining we're pleased to have you here where we are going to walk through advanced automations and setting up workflow streamlining things within smart Suite we are going to get into a specific process just to have a lot of demo and demonstrate how things work this is obviously applicable to every process I'm Avi herzenberg I'm the VP of Partnerships here at smartsuite I work with affiliate Partners solution Partners technology Partners integration Partners building that ecosystem around smart Suite to allow users to effectively understand how to use Smart Suite Implement smart suite and use their other apps together with smart Suite I'm joined by Nate who is one of our onboarding Specialists and has done a phenomenal job building out the spaces which we're going to see in a moment and Emma who's also one of our onboarding Specialists and product marketing Specialists um and so in today's agenda we just did the poll and we are going through the intro now and we're gonna pretty soon dive into a live demo and then we're going to show how to actually set up automations and we're open for Q a I do want to say we're open for Q a throughout the entire webinar so if you have a question just if you want to speak up raise your hand if you wanna if you have a quick question you want to just throw in the chat Emma and Peter who's our CTO actually we'll be monitoring that chat and helping us get all your questions answered and so without further Ado I'd like to jump into explaining smart Suite just give a quick 30 second high level overview and we're going to dive right into a live demo explaining what's going on in here and the smart Suite essentially is a Work Management platform which is meant to help businesses in any industry manage any type of workflow or process smartsword is different than any other existing product on the market because smart Suite is is because smart Suite is a Work Management platform so other products currently on the market with some of you may familiar who may be familiar with some of them are going to be either focused on no code databases and managing kind of data some softwares are focused on managing tasks and projects and where Smart Switch comes in is that all-encompassing platform and just a level above those platforms where you can manage any process in any industry smart Suite has the capability studies of understanding what is a task and what is a project versus what is data and what is Process Management a smarter is very powerful when you come to streamlining processes streamlining tasks and projects as well as automating which would be the focus of our webinar today smarts we we chose hiring and onboarding as since those are two core processes we feel like basically any business in any industry has hopefully you're growing and you have the need to hire and onboard hopefully you're not doing too much off-boarding but that sometimes is also a critical need in a business and so since those are core processes that exist basically in any industry we felt like we will just build out two solutions and kind of show how you can move off of whatever process you're using right now that may be a pen and paper and just signing paper contracts and going through paper checklists and tasks or maybe you're doing that through email just managing emails back and forth and I don't even I don't need to tell you but we've seen this time and time over again many businesses Things fall through the cracks when there's no proper process and easy way to stream on things and we'd like to just demonstrate how things can be streamlined in smart Suite but again this the idea of this webinar is just to open your mind into how smart Suite Works in general and what's possible with smart Suite so take hiring and onboarding and off-boarding as an example and apply that to whatever industry or whatever process you're trying to streamline and automate and so without further Ado I'm going to turn it over to Nate who will dive into hiring and then get into onboarding and off-boarding Nate's going to walk us through the structure the hierarchy and how to use smartsuit in general and then how you went about automating the hiring and onboarding and off-boarding process I'm going to kind of chime in and just ask questions and I'd love to take questions from the crowd so please don't be shy join in whenever you can Nate the floor is yours thank you Avi so to start I'm now in the homes page of smart Suite when you sign in you'll be taken right here and this is basically your accounts where all your Solutions are going to be Solutions here are the biggest data pieces in smart suite and they contain a bunch of apps that all are in the same business process so for example hiring for a webinar so we have this hiring or recruiting solution we have a bunch of apps which are tabs which are just basically tabs that contain records and fields which I'll describe in a bit of data that applies to this process of hiring so we have four different apps here one for positions applicants interviews and interviewers now if when I click into one of these apps we have records which are rows and in this instance the records are positions available or positions that you have in a company that you want to include here for your hiring process but they can be anything that's really what differentiates us as smart Suite is records can be anything that John just tasks like in in Click up in some other competitors and we have these fields which are columns which are customizable Fields there's over 40 of them and one for each scenario we'll dive in first to hiring and then that kind of transitions into our employee onboarding and off-boarding Nate just a quick question over here how would you go about what would you include in Finn versus app like you described the hierarchy very well which is basically Solutions apps records and then there's obviously views but in general like if someone's coming in here to manage a process what should they what how should they think about Solutions versus apps how do they know if something belongs in a completely different solution or it just belongs in a new in an app within that solution great question so the good thing about smart Suite is extremely customizable so you can if you prefer to have things in certain places and have your business processes separated into multiple Solutions you can totally do that we recommend that you have a solution for every business process and those apps are different categories within that business process or dipping moving Parts within that business process so as you can see here there's four different moving parts for this business process of hiring and recruiting we'll go ahead and walk through that now so I'm going to start with positions just open up in record View we have a bunch of fields that are adding quality data to this position so we have the sales op analyst you can change the status to show if we're open for applications you have single selects here showing what type a position it is what department location you can use all these for grouping and Reporting purposes we have this date range here account Fields showing how many applicants to apply to this position and this could be a good metric for when you send out a form to a bunch of applicants they all submit it you can see how many people are applying we have some text Heavy Fields here with the text area and a Smart Dock just including this qualitative information for the job description responsibilities and we have some more details down here talking about experience level just getting really down to the nitty-gritty about what this position is all about and we have at the bottom the link to the applicants as well so I guess this is basically this app for positions is managing all the open positions that the company would technically be hiring for it could be anything it could be positions that are closed that you were open at one point and you're just having them here in case they reopen again or you could be drafting out certain positions if you're trying to figure out what your company needs to hire you could not have that and you could not know what that exactly entails and you could just be like formulating that here in a draft with what the responsibilities would be got it so let's say I had tons of positions open I had my historical positions that I want to reference back to and see what the job description was but I don't want my feed to get clogged like I don't want to have all my closed positions so how would I go about keeping track of all my draft positions open positions and closed positions but then having a place where I can only see my open positions great question so in this View we have opened here it's called open positions by departments and that's because we're filtering we're using this reporting capabilities and filtering out all those records that the status is closed so we're just showing the ones that status is not closed so it's giving us basically all the open positions by departments and if you were to get rid of this you can see we have this closed position pop-up got it and we have a bunch of view types to look at this data this is a kanban view which is great for moving around your and adjusting your positions you can just drag and drop if you want to change the status for example if this closes the product manager closes you just drag it over and we have grouped by location so all these fields we were putting data in inside of the record are used to group for the view types we have all open positions and then they have all positions here how would I go about let's say setting up a new view so let's say I want to see all of my closed positions you go ahead and click this quick review on the drop down and probably use grid view but you can use other views if you'd like just create that and filter what that is closed Nate I have a question for you in the previous views there was like all there were so many other fields that were displayed right now I'm only seeing the job title how would I go about displaying all that other information you just click Fields display and you can unclick whichever Fields you think are important to include in this group View got it so I can drag and drop fields and I can choose basically so essentially all the information is technically stored on the record and if you click into the record you can see all those details but then in the different views I can set up basically different Windows to see different types of information at different exactly and you can also make this directly in here where you can click on these column drop downs and remove them from display and you can just drag and drop the placement of them got it okay so let's just let's go ahead and move on to applicants so I'll go in and jump into this data I know we really want to focus on the workflow of hiring and get to the automation so I'll go through this somewhat quickly here we have an applicant it's linked to that position that they want to apply for we have this data about when they apply their contact information you can close this out because it's grouped by sections here's going to be the resume where someone is going to go and look at the resume and see if they want to change their status from application receive to interviewing which will go to a second but we have the links to the interviews and then we have this scoring system which is being pulled from the interviews app and it basically is taking an average of all those scores that the interviewer gave the applicants for that particular interview so essentially this is basically managing all the applicants and tying them to the particular position you you mentioned groupings before how what are groupings and how do I set them up so these section headers are they basically just separate the information inside of a record so if you have a group of sim or a group of fields that are all similar and you want to group them by the section header you can just go above the field you want include the header and hit add sections and then this could say like position got it and I can reorder the different fields move them in and out of groups exactly you can move this up so it moves the whole section move it down you can collapse it by default so it stays away if there's information we probably would want to keep this interview scores away because there's a lot of information in there and you don't necessarily need to see that all the time so you can collapse that by default okay got it and so you said inner applicants are linked to positions what does that mean linked so we have a field type called the linked record and it basically just links an app to another app so in this case applicants are going to be related to position and they're also going to be related to interviews and when you create the link between those apps you can click into them here and it basically just goes straight to that app and the exact record that it's linked to so in this case this is linked to the sales analyst position and you can see all that data here right now it's in a standard display you can change this display by going into modify field settings and choosing your display of choice in this these other displays are going to show fields side of that positions app and you can choose which Fields should include got it so essentially link it basically so I have data in my applicants app and I have data in my positions app and I can then start linking applicants to positions to track who applied to what position exactly exactly nice and so how do applicants get in here like I see the applicants currently filled out but how are applicants even in here questions so we created a form which isn't a great use of a form where you can send out posts on social media and people can go into that form fill it out and their information directly gets put in here you don't have to do anything and it'll start with the default value of application received so when people start filling out that application form which I'm going to actually send it out in the chat if you guys want to yeah that would be fun so essentially what you're saying is we can set up a form that's pulling the same Fields as the grid view so whatever information I want to track about applicants I can basically just create a form and let's say include those include that form in in in the job description or wherever I'm posting on the job on the different job boards that I'm posting and just tell applicants that the way to apply for my job is by filling out the form let's go ahead and actually so Emma thank you for sending out that form on the chat if any of the attendees want to go ahead and fill out that form and you'll see for yourself as as soon as you submit that form your data will populate on Nate's screen and will automatically link you to the particular job that you applied for so if anyone wants to go ahead and fill out that sample form no pressure if not one of us can fill it out you don't have to use your personal information yeah just make up a big name but if you want to see the capability of it go ahead and fill it out I'll walk through the views while we're waiting on that so we have applicants by position which is just grouping them by that linked record you can expand and collapse the groupings to make it easier to see we'll go ahead and move over to this active canons by staging rating so this is a great view to see those formula fields that we created and it's great for someone that's looking at the applicants in an overall View and seeing which ones are good which ones aren't which ones are we going to send an offer letter to and which ones we aren't we have another Cam and view where you can start moving people around I think we got Sally Stu and Sue and Steve Smith from the Forum just now so thank you for submitting we have his applicants by rating using spotlights to highlight interview scores that are good and red for bad another great view for someone reviewing applications so let me just have all applications and we also have the application form itself so this is what you are filling out right now or filled out so Nate how would someone go about say I want to know the address of the applicant or what city they live in how would I go about tracking that you can go and create whatever fields right now so in this case we'd use a text field for an address and then we can go ahead and create an address field and move that data over we have a release next week where you can add address to field toe form so for now we'll use this as an address I guess there's already an address here and I'm just going to add this real quick and we go to the application form and just click address and it gets added they can you can make a required you can remove it right here extreme optimizable got it so I can basically add any field that I'm trying to track about my applicants to the form and either required it or make it unrequired exactly okay nice so let's go through like the applicants that were just submitted and walk through and see what happened we just got which applicants came in now Steve Smith great name in Sally Sue how do you know that those are the applicants that came in now because it says first created by and it has a smart Suite form as something that's nice and then also we have this default value of application received um and we can see the fields that were required so the phone the email are inputted there so I can see when someone applied right yes so that's correct automatically they didn't even have to fill that out exactly we have this first created field that's built into every field it is shown inside of a record okay right now what happens when someone submits the form when someone basically applies to my job what do you mean so and when let's say I want to set up obviously we're going to get into the automations that we have set up over here and when someone submits a form and says I'm interested in the particular job are they getting some sort of response like how can I automate that process instead of me having to send out a manual email saying hey we got your application let's go ahead and schedule your interviews like how can I automate that that's a great question so we can go ahead and go into Automation and we can create a model an automation to do just that so what's actually at it right now I'll go into the rest automations in a little bit but basically we can say when a form is submitted to that application form is filled out and we're using the application form and let's say we want one moment we want the email to be the trigger so if they fill out an email is not empty then we're going to add action where we're going to send an email to that email that they filled out there we go and we are going to fill out the subject with whatever you'd like in the message being like hey we've received your application what we're working on we're doing it right now you'll hear back from us in x amount of days and then you'd add that automation right here awesome so this is really where the power of automation starts coming into play where you can set up an automation to say a form is submitted or when a record is created uh it can trigger an email let's walk through the structure that you set up because I think you set up some really cool automations that that walk from the moment an applicant applied for a job all the way through the end of the interviewing process let's show the process and then we can talk about how those automations are working on the back end gotcha I'll jump into interviews and interviews real quick just to show what's in there so inside of the interviews we just have this Auto generated title which is basically pulling the position the applicant in the stage just gives you like a very good understanding of what this record is all about so we have this position CMO Camilla is doing the applying and this is the first round interview and we have a link to the applicant this time we're looking up the position from this applicant field and we have the stage and we have his first round interviewer who's Angela and we can look at his information here and then we also have these evaluation fields for both qualitative and quantitative data like collection for about that specific interview so when someone's done interviewing Angela who's the interviewer is going to come in here and basically rate this person how they were on their background their prior work experience including any qualitative contents they want to add and here are the different view types so we have buy position in applicants right here we have an interview calendar which basically shows the first round interviews in blue and the final interviews in yellow and that's just done with a spotlight and we have some more interview details this is also great for filtering through applicants and seeing which ones are good or bad then we have these interviewers pushes just who on your team is doing the interviewing everyone's going to have their own record you can see with the count up fields how many interviews they completed how many are scheduled so you can see if they're going to be really busy with doing a bunch of interviewers and then we have the interviews that they've are either scheduled or have done so let's move into the workflow now we have now that app is submitted through form it's going to pop up here so we have a Steve Smith I'll just do myself right now so I can get the emails and show you what is going on with automations so it changed me back to application received and when you go ahead and review the application you're gonna check the resume and changes to interviewing once you think they're good to go for the interviewing so you're going to go here look at the resume as you can see we have an awesome resume here and now I know I'm good to go I'm going to save that I'm going to go over to interviews we have this first round interview that was just created right now that says sales manager is for Nate Montgomery and it's a first round interview so I also got an email or showed up an email I don't want to pull up my inbox with a bunch of random stuff but we have an email saying I'll show you the email exactly what's sent right here saying thank you for applying you're now being considered for interviews your first interview was Angela feel free to book a time here at the calendly you can use zapier to integrate calendar with smart Suite which would Auto populate this interview date here but you can just manually input it saying hey it's at Friday that's 9 45 AM and then once that interview is conducted Angela who's that first run inverter is going to come in here and start evaluating with all these different metrics I just want to pause you for a second that's a really powerful automation so you're saying basically anytime an applicant applies their status is marked as application received and then as soon as someone comes in there reviews all the applications that were received and decides which one which ones are moving up to the next round of interviewing all they have to do is just change the status they don't have to send out any emails they don't have to book calls on other people's calendar all they have to do is just change the status to first interview and then the system will automatically create an interview on the schedule send an email out to the applicant with an autogen first of all customize that email with the applicant's name without having to type out that email just automatically grabs the email sends the email and is sending the calendly link from whoever the interviewer is meant to be and simply just sets that interview up so with one click of a button we generated a notification email to the applicant that they're that they should go ahead and schedule their first interview and we created that first interview assign the interviewer and we're all set with just one click exactly we'll go ahead and show the automation that I created in case you want to recreate it in the recording you can just pause here but basically when that status changes from any days interviewing and interviews is empty so there's no interviews yet for that person you're going to want to create that first interview or just filling the stage with first applicants with the name of that applicant record and then we have Angela being the first round interviewer and then we have this email that's pulling the name from the application so you don't have to change the name it's going to be it'll depend on who's applying and you just save the automation so now that I've been reviewed or I had my first run interview and Angela evaluated me on these metrics she'll go ahead and complete this when she's done and save that now what's happening is the next automation is going to fire that sense and schedules the next interview and as you can see it just fired and we have my second round interview this time the interviewer is Camila not Angela because she's the second round interviewer and once again you schedule the date for the interview once the interview happens fill this out with all that information and then update it the next time and then our third automation is going to fire which sends and creates the third interview and each time these send like for each stage we have the emails the text changes where like we say now start the second round this is your interviewer and then we have the third round so here we have the final rounds of interviews we have Danny doing the interviewing and same process you can just close it off and say complete now when Danny does that I just want to pause you there for a moment to just break down what just happened so instead of the HR manager having to constantly coordinate everyone's schedules and check in that the first interview was done and move it on to the second interview and so on and so forth what you're saying is basically as soon as that first interview was conducted the interviewing manager simply all they have to do is say the interview was and automatically a new interview gets scheduled with the next hiring manager and then as soon as that one and that just all happens with one click because we have those automations running in the background is that correct exactly and that email is sent out to the applicant too saying you've been you've qualified for the next round of interviews book a time here so very little work has needed to be done on the team side and that when that status changes it just sends those out so it makes it very easy now when you're done with those however many stages of applications or interviews you want you'd likely go over here and some you could change this depending decision and you could create another automation here a good idea would be to say if there's one or two people on your team that are looking at all the applications and all this data about which applicate or which interviews are good which ones are bad and they make the final decision you can say when you change the status to pending decision send them email saying look at this application please or you can use the comments which we have right in here saying at whoever in your team will add AVI or I'll do Emma you can assign this them and say please look at this opportunity yeah I just want to chime in here so this is really powerful because Emma would basically get a notification on this record in her notification center and she can pull up those notifications right from her notification center so you don't have to type out a whole message saying should we hire Nate or not all you got to do is type in an app mention them and that comment is linked to this record so it's really easy to pull it up exactly so Emma would see that in her notification center you'd see it at the in the ad mentions and they signed to me and then she'd also see it in my work so my work is a page that basically pulls all your tasks that are associated with the status into this page here and you can see them throughout your whole workspace you can see open overdue upcoming assignments and then also closed assignments you can create tasks right here too just by clicking the new task button that's really cool so this my work this just centralizes basically all the tasks from across the entire platform exactly it's like a built-in task manager some people right when they log into smart Suite come here and just knock out all the tasks that they have to do for the day Some people prefer going into the app and actually looking at the tasks here it's really up to preference that's really neat and so what happens when all three interviews were conducted and now the decision maker time for the hiring manager to make a decision on on should they should the applicant be hired or not so right now I told I'm gonna go look at this applicant and she can come in here look at these different views where we have like applicants by rating we can see like Angela is a great candidate Jane's a great candidate they're very high interview scores Nate not so much we go back there okay not so much right here so you can either made the decision to decline them I'm right here walk me through for a moment how are you using that spotlight view so you're basically you're pulling in here basically a lit why is this list much shorter than the other lists like how did you get to a short list of basically I guess everyone is ready to interview or what are you doing here here is just showing every single applicant and it's just spotlighting the ones that have an average interview score of greater than 45 and then putting in red ones that are lower than 25 so you can set this to be whatever you like let's say if you create a if you create those fields that are evaluating the performance of an interviewer then and you want the minimum score to be like 47 you can just change that in here by adding a spotlight and just changing that that's really cool okay so then what happens at this point when I'm ready to hire someone what do I do first of all can I hire them from that view or do I have to switch views you can how would I change the status from that view from this view so right now the status field is not displayed so you could go by adding the status and clicking on it and it will show up here or you can just click into the person you want to see and then changing it like this got it so just that simple let's add the status in that view and show how simple it is to just add the status so Angela you would make an offer for her right here because she has great interviewing compilation and we can go back in the other view too and we can change mine to not making an offer or making an offer and we don't have an automation setup on this make offer but it would be great to set up an automation which I can do right now that moves them or that first sends them an offer letter and then also moves them into the onboarding process which we're getting into right now moving over to this onboarding process we have employees that are being onboarded here and I created a form as well if you want to send out in the chat Emma the form link you can go ahead and fill it out just to play around with some demo data and show that forms are working and it puts it data right in here so Nate how would I automate an email let's say once I'm ready to hire an applicant in the hiring process I want to just have an automatic email that says hey we're ready to make you an offer please fill out this form so HR can send you your offer letter so you definitely want to copy the form link just by going into form share form and then clicking this link it's not copied you come back to this where you want to create the automation the solution because the status is being changed in the solution and you're going to go add automation when a record is updated and we change the status from where the changes from any to you want is made offer or make offer so when you change that status to make offer we want to add this action of sending an email to the email field of the applicant so it's pulling their email and we can say congrats you have received an offer and we can go ahead and put this link to the form and say fill this out if you have or if you accept so Nate let's say I wanted to personalize this email and use their name and say hey and use their name but every time it's a different applicant so how would I set up an automation that would customize this email and be personable with them so you just go into this message setting click this plus button over here which basically and use the data from inside this solution and use it in this action so we want to include probably high and then the name of the person so the applicants or the name here we go and now it's going to say hi whatever the name of the applicant is and it's going to be sent that their email so anytime this automation fires on a certain record it just pulls their that that records email and name basically exactly and you can include like when they applied any other fields you want to include here got it and you just add the automation and you can include sense to update not a lot of sense and we can now we can now get that form going so I think it was out in the chat and thank you for sending it we'll now go over here and look and see so we have this kanban view of onboarding queue which is just the status of every single new employee that's being onboarded if we go ahead and look inside the record we have a bunch of custom fields that relate to onboarding so like their personal information this can feed into your employee directory or this onboarding could be your employee directory we also have the employee directory directly in smart Suite remember directory where you can see all that information and inside of here we have an onboarding checklist and in this checklist we created a bunch of default values that's every single one of or anyone that's being onboarded has to go through and you can create new values directly in here so for every single new record created or every form is submitted by someone that accepted an offer letter a checklist is going to be filled with those steps and you can go ahead and assign person and a due date if you want to break this up and that will go ahead and show in your my work as well we also can have links to resources to review so we have another app that's related to onboarding that's literally just a bunch of resources that anyone onboarding is going to need to know or have so we have things like technology setup guide and HR handbook that we're going to want to link to these people to know that we should send it to them you have different views where you can see onboardings by the team they have an onboarding calendar to see who's going through the onboarding process at what time you can go ahead and drag and drop if you want to change the time move it back you can expand it to Extended you can group these by things like birthday which is something random or you can do it by roll and when you go to other views we can see like all the onboardings that have been completed so this is using that filter but the status is complete and it's only showing you people have gone through the onboarding process successfully and then we have this employee off-boarding so when someone wants to leave you can create a record in here and you can create an automation to move this data over to automation you can have a yes no field and when you check it it moves them over creates a record with the information copied from here into here we're spending a lot of time here I won't dive into that but if anyone has any questions or if they want me to set it up in the Q a I'd be happy to do that as well so we have some more information about why they're leaving maybe you want to figure out what's going on with your employee turnover it's gonna this is basically gonna act as a log for every single person that's off-boarded in your company and this will be running log so you can go back to it see what people have left for what reasons and we have this default value checklist that's basically created for every single new record that's created here and just make sure that you're not missing any step like removing their system asset access or getting back all your company assets because that can be really important and once again you can assign these to people and you can also assign a due date and that's basically the workflow Avi anything else that's really awesome in summary this basically shows how again like how you can automate any process so obviously over here we again we spoke about hiring and onboarding and off-boarding but as you can imagine think about let's say you have a CRM and you have you're collecting leads and so you may want to set up a smart Suite form and you'll include that form on your website or wherever you're collecting leads and then you set up automations that say anytime a lead fills out the form send out a nice welcome email or a nice customized email using their name from what they filled out in the form send it out to the email address and then you can start a whole automating process of moving them through the queue as you saw over here extremely powerful where if any of you are used to uh hiring people and coordinating and running around in circles coordinating everyone's schedule figuring out who's going to be the interviewer for each candidate trying to keep track of all the candidates and copy pasting data from different spreadsheets and following up in emails and who did I get back to and who did I know as you can imagine in a simple process like this everything is just taken care of streamlined then you have nothing to worry about really powerful and this just is a little Glimpse obviously to the power of smart suite and how you can start working smarter not harder