Why Use Client Smart Links? #

• Save time by automating data collection.
• Reduce errors with structured forms.
• Ensure secure, compliant handling of client data.
• Simplify client onboarding and re-engagement.

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Step 1: Navigate to Client Smart Links #

1. From the Seamlss dashboard, click on Clients in the left-hand menu.
2. Select the Client Links tab at the top of the screen.
3. Click the Add Client Link button to create a new link.

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Step 2: Configure Basic Settings #

1. Client Smart Link Name:
   Enter a clear, descriptive name for your link (e.g., “Client Onboarding Form” or “Tax Planning Pre-Work Form”).
2. Description:
   Write a short explanation of what the link is for.
   Example:
   “Streamline your onboarding process by completing this form. Share essential details about your business to help us set you up for success and deliver the best possible service.”

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Step 3: Set Actions (Optional) #

Customise the actions you’d like clients to complete after accessing the link:

1. Entities:
   • Require Individual Client Details: Ensure clients fill out their personal or business details.
   • Allow New Clients to Select Their Own Entities: Let clients add their business entities during onboarding.
   • Require Existing Clients to Review Current Entities: Request that clients verify and update existing information stored in Seamlss.
2. Default Identity Verification Method:
   Choose how identity verification should occur:
   • None: No verification required.
   • Manual Identity: You or your team will manually verify client details.
   • Client-Actioned Identity Verification: Clients upload identity documents directly. Select one of the following methods:
     • Visual Identity + ATO Source Identity: Requires one ATO document and one identity document (e.g., driver’s licence).
     • Visual Identity + 2 ATO Source Documents: Requires one identity document and at least two ATO documents.

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Step 4: Attach Fetch Forms #

1. Click Add Custom Form to attach a pre-created Fetch Form relevant to the link (e.g., “BAS Quarterly Form”).
2. Choose the appropriate Fetch Forms for the type of client interaction.

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Step 5: Include Additional Options #

1. ITR Forms:
   Tick the boxes for the relevant financial years if you need clients to submit Individual Tax Return (ITR) information.
2. Engagement Letter:
   • Select an engagement letter template to send with the link (e.g., Engagement Letter (Default)).
   • If the client has already signed an engagement letter, tick Skip Signing Engagement Letter by Client.

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Step 6: Activate and Save #

1. Ensure the Link Active toggle is enabled. This makes the link accessible to clients.
2. Click Save Client Link.

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Step 7: Share the Link #

Once the Client Smart Link is saved, you can share it with your clients through:

• Email: Include the link in email templates or direct client communication.
• Website: Add the link to your website for easy access.
• QR Code: Create a QR code using tools like Canva, and include it in printed materials.
• Shortened Links: Use Bitly or similar services to generate client-friendly URLs.

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Monitoring and Managing Client Smart Links #

1. Return to the Dashboard to monitor and follow up with clients.
2. Edit or deactivate a link by clicking the respective Edit or Delete buttons.

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Tips for Success #

• Always use clear and client-friendly language in the link name and description.
• Test the link before sharing it with clients to ensure all actions are functioning properly.
• Automate reminders to follow up with clients who have not completed the form.

Make It Shareable #

Maximise Engagement with Client Links

To get the most out of Seamlss Client Links, you’ll want to make them easily accessible and shareable across multiple channels. Here are the best ways to do just that:

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1. QR Codes: Instantly Accessible in the Physical World #

• Office Posters & Business Cards:
  Generate QR codes for your links using Canva or QRCode Monkey and place them on posters, business cards, or brochures in your office.
  👉 Tip: Use branded QR codes with your logo for a professional touch.
  Learn how with Canva here.

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2. Website Embeds: One-Click Access Anytime #

• Dedicated Client Pages:
  Embed Client Links on onboarding pages, resource sections, or in your FAQ to allow clients to access them anytime.
• “Get Started” Buttons:
  Create a CTA button on your homepage or client portal that directs clients to the appropriate forms.
  👉 Tip: Work with your website builder to ensure mobile-friendliness and quick load times.

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3. Email Campaigns: Share Links Proactively #

• Welcome & Follow-Up Emails:
  Include links in automated emails when onboarding new clients, confirming appointments, or requesting tax-related data.
  Example: “Click [here] to upload the required tax documents before your meeting.”
• Email Signatures:
  Add links to your team’s signatures with phrases like:
  “New client? Start your onboarding journey [here].”

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4. SMS Messages: Send Links Instantly #

• SMS Reminders via Services like Twilio:
  Send direct links through SMS for urgent tasks like BAS or tax return submissions.
  👉 Tip: Use this for time-sensitive requests, especially when clients may be on the go.
  Example SMS: “Hi [Client Name], click the link to complete your tax document upload: [Client Link].”

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5. Zapier Automations: Combine with Other Triggers #

• While Seamlss does not directly trigger Zapier, Client Links can be included as part of automated workflows.
• Example: When a proposal is accepted in Ignition, Zapier can trigger an automated email containing the Client Link.
  👉 Tip: Use Zapier to automate sending links through email marketing tools like MailerLite or Gmail.

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6. Proposal Tools: Embed Links in “Next Steps” Sections #

• Add Client Links directly to your proposal acceptance pages or follow-up emails via tools like Ignition or Practice Ignition.
  • Example: After a proposal is signed, clients can immediately access their onboarding form without needing separate instructions.
    See how to integrate with Ignition here.

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7. Social Media or Newsletters: Broaden Reach #

• Share links through posts on LinkedIn, Facebook, or client newsletters for common scenarios like tax planning or quarterly reporting deadlines.
  👉 Tip: Include client-friendly explanations and seasonal hooks like “It’s tax time—submit your info easily using this link!”

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8. Client Portals: Embedded Access #

• Embed the links in a client portal or document management system where clients can access, view, and complete forms on demand.
  👉 Tip: Ensure mobile compatibility to allow seamless access from smartphones.

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By following these tips, you’ll ensure your clients can quickly access and complete their forms, keeping your firm’s workflow smooth and efficient! 😊