Share Tips & Best Practices
Find and share Karbon tips and tricks, and get inspired by others
- 170 Discussions
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We use softphones for our phone system and I would love to have all the phone number fields clickable using ‘tel:’ so that we don’t need to copy/paste or manually type into our soft phone.I have tested and proven this works for notes, but the phone fields in Karbon are not formatted to be clickable.Instructions:We use Karbon to keep track of client calls and our admin staff will open a note and attach it to the appropriate work item when taking massages for other staff.One thing I discovered, is that you can enter a phone number as a link using ‘tel:15555555555’ and it will trigger the browser to look for a softphone.Since we use a softphone application for our business phone system, anyone placing a call back to the client simply clicks the link and the browser places the call.Screenshots:Click here or press ‘ctrl + k’Paste in your phone number preceded by ‘tel:’You now have a clickable link to place phone calls
Customer recording: Your Complete Marketing and Pricing System for Winning More Clients and Higher Prices
Last week, Karbon customerm David Pankiewich joined Mark Wickersham on the webinar:Your Complete Marketing and Pricing System for Winning More Clients and Higher Prices. David shared how he uses Karbon with Practice Ignition and other systems to manage his sales process, new leads, onboard clients and more. It included lots of useful examples with screenshots of his Karbon processes. The whole recording is worth a watch, but if you’re short on time you can skip to the main Karbon parts at 56:01 and 1:16:43
If you find yourself unable to find certain work items when adding an item to work, try turning on all statuses. Karbon funnels work through five main statuses; Planned, Ready to Start, In Progress, Waiting and Completed. Turning on all five statuses ensures you’re viewing all work items that exist.
If you receive any emails or notes that don’t pertain to any clients in you account or have items that you’d prefer to keep private. Try creating a private contact in your account that only you have access to, to do this: Create your contact Go into the contact’s details tab and add yourself to the ‘Client Team’ Scroll down to ‘Privacy’ and make your contact either private or hidden (by default it will remain public). You can then store emails on that contacts timeline or create work (which will inherently be private / hidden and visible to only the Client Team).
A great tip from my colleague @evanrnhall recently shared on Twitter how you can follow up more proactively with unresponsive clients using client tasks. Check out the steps below: Setup automatic reminders Make sure your Global Automator is set up to update work status to Resend Client Tasks after the final reminder is set. Structure your work template to create a follow-up task in your to-do list In this example, the Client Manager role will see the follow-up task only if the client fails to complete their client tasks prior to all reminders being sent. You can see more on this here.
Using the "To-Do's assigned by me" is one of my favorite ways to manage my team. I can follow up and see what needs to be worked on, but also what's already been done. Makes me feel like I can let things go a bit, and yet still confirm it was done. So it's a bit of "trust but verify" :)
If you’re included in a group email but you are no longer needed, rather than continuing to receive all email responses go into the email in your Triage and navigate to the first tab in your information tray and turn off the notifications for all new emails & comments.When this is turned off, no further emails or comments will come into your Triage until someone goes into the comment section of the email in Karbon and explicitly mentions you.
When you come into Triage, as a best practice, we suggest that you tackle your emails by setting up a specific amount of time in your day where you can focus entirely on taking care of the emails that come into Triage - we suggest taking three or four 20 minute blocks each work day in order to stay on top of them all.
Since your To-do list is the place where you can keep track of absolutely everything—big and small—that is your responsibility. Try the following steps to ensure you’re viewing only the items you’re ready to work on right now: Step 1. Update your Global Automators (found in Settings > Workflow) so that the default status is Ready To Start for newly assigned emails, notes, work items that reach their start date, and work items that have had their first task checked off. Step 2. In your To-do list, add a status filter, and choose to only show items that are In Progress ** Tip: Use your filter options of ‘Type’ to further narrow down your view** What are some ways you’re managing your To-do list?
Rather than creating a new email or note from the Global Plus button in Karbon, to save yourself time, try creating it in the associated timeline. This way you can make any necessary changes or updates within one place such as; Assigning to a colleague’s To-do list Adding it to your To-do list Changing the status of the item Add the note or email to more work or contact timelines Whereas when you create a new email or note using the Global Plus button, you would first have to search for that item to make any of the above changes or updates.
Rather than deleting inactive templates as a best practice, add a zzz - to the name so they fall to the bottom of the list. This can be beneficial for two main reasons: If you aren’t planning on using the template now but are planning on using them later, by adding this naming convention to your template it will keep them in your account without needing to immediately see them. If you still have work created off of the template you can make updates to the existing work by updating the existing work by updating the inactive template and resetting the work to the template. I also like saving the default templates this way, too- I get great ideas from the Karbon templates even if our processes is quite a bit different.
When I send out an email to a client, I typically start the email from a timeline rather than using the global + button in the upper right hand corner to create a new email.One of the main reasons I do that is if I’m expecting a reply or something back from the client, I can change the status of the email to "Waiting" or "Waiting for Client" in the information tray. I can then assign the email to myself, give it a to-do date of the day that I want to follow up with them and then also include a due date (if I've set a due date for the client). This allows me to go into my to-do list and sort my list by status so I can see all the emails where I'm waiting for a client.What do you do to remember emails??
Determining the length of your work templates all depends on what you're trying to accomplish, and how you and your team prefer to work. The most important thing is whether you're asking the right questions! Do I have tasks with different assignees or due dates? This is almost a sure sign that your section should be split up so you can make better use of automators. Do I have more than one task assigned to the same person? Again, you're most likely missing out on a chance to use more automators OR simplify that user's To-Do list experience. Is my team frustrated by the number of boxes they have to tick? Might be time to consolidate some tasks. It all depends what level of granularity their manager needs to see. Every practice is different, which is why Karbon's templates are so flexible. Make sure yours are aligned with how you work!
One feature I’ve come to rely on is the ability to reduce the noise in my Triage. One way I can do this is by taking an email I’ve received in Triage, assigning it to a staff member and clearing it out of my Triage. To follow up with those emails (and items I've assigned to them) I can go into my To-do list and change the drop down option from ‘My to-do list’ to ‘To-dos assigned by me’, filter by Type: Emails and sort by: Assignee and view the status of the items I’ve assigned to others.
Karbon released the biggest new feature of 2020, Time & Budgets. The new functionality is all around helping your firm manage profitability across jobs and clients. A large portion of Time & Budgets leverages time entries from your team. If you are tracking time or thinking about adding it into Karbon, you can use your Kanban board to give you report on this profitability and provide you with lots of visibility across your team and clients. Here are some of our favorite examples of dashboards you can build to leverage the new Time & Budgets functionality. To recreate these yourself, just replicate the filters and sorting options that have been applied in the images. 1) Weekly Capacity View The capacity functionality has been available previously in Karbon, but now it includes actual hours entered. This is your budget versus actual report that you can manage within Karbon. At any moment during the day or week you can look at what is the estimated time effort of everythi
Using Practice Ignition you can turn your proposal, terms of service and payment collection into a single smart contract. By integrating Practice Ignition with your Karbon account, you can create a seamless client onboarding experience. Once you’ve mapped out your services from Practice Ignition to your Karbon templates it’s as simple as your client signing the proposal and the integration between Practice Ignition and Karbon automatically creating that work item for you. Learn more about setting that up here or sign up for our Practice Ignition + Karbon Masterclass where you can learn: A practical understanding of how Practice Ignition can integrate with your Karbon account to save time across your team and ensure work is automatically allocated to the right people The importance of aligning your sales & service workflows to ensure every piece of work has a signed proposal and terms How other accounting firms are using Karbon and Practice Ignition together to benefit their e
One process that we are seeing a growing number of customers manage in Karbon, is qualifying potential new clients. I recently spoke with Tim, our Head of Sales, who outlined a best practice sales qualification process to follow in Karbon. He shows all the essential steps and questions to include in your template. We also cover some other sales and marketing tips and discuss what other apps and tools you can connect together to create the ultimate automatic sales process. We’d love to hear what you think, and any other ways that you are managing sales in your firm.
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