User Guide and Frequently Asked Questions

 

“How Do I...”

 

Account Setup.. 2

Change My Password?. 2

Add My Team Members?. 2

Make Sure My Project Manager Has Access to all Features of My Account?. 3

Add My Clients?. 3

Remove a Client or Subcontractor?. 3

Change the Color Scheme or Branding of My Clientspot Account?. 4

Know that My Correspondence Is Secure?. 4

Upgrade My Account?. 4

Change My Billing Information?. 4

Cancel My Account?. 4

Projects, Tasks, Files and Comments. 5

Add a Project?. 5

Limit Project Access to Specific People?. 5

Add a Task?. 5

Upload Files to a Project?. 6

Add a Document to a Project?. 6

Keep Multiple Versions of a Document?. 6

Add a Comment to a Project?. 6

Tell at a Glance Which Tasks Are Outstanding?. 7

See Recent Comments across Projects?. 7

Mark a Project as Completed?. 7

Edit or Delete a Task?. 7

Edit or Delete a Project?. 7

Duplicate a Project or Create a Project from a Template?. 8

Remove or Archive a Project when It’s Completed?. 8

Download Project and Task Information to Excel?. 9

Time Tracking.. 9

Keep Track of Time Spent on a Task or Project?. 9

Know How Much Time Has Been Spent on Each Client by My Team Members?. 9

Keep Track of Retainer Hours Remaining for My Clients?. 9

View a Detailed Log of when the Time Tracking Feature Was Used for a Task?. 10

Edit the Time I’ve Spent on a Project?. 10

Integrate My Time Tracking with My Accounting software?. 10

Reminders, Notifications and Calendars. 11

Make Sure I Receive Notifications about Tasks, Comments and Projects?. 11

Disable Notifications about Tasks, Comments and Projects?. 11

Receive Reminders for Tasks or Projects Coming Due Soon?. 11

Add Events to My Calendar that Are Not Associated with a Project?. 12

Sync My Calendar with Google Calendar or Outlook?. 12

Databases. 12

Create a Database?. 12

Customize a Database?. 13

Browse or Search a Database?. 13

Add Notes to a Database Record?. 13

Remove a Database?. 13

Export a Database to Excel 14

Miscellaneous. 14

Get Help for Problems not Addressed in this Document?. 14

Account Setup

Change My Password?

You will want to reset your password upon your first login to your new account. To do this, simply click on the ‘Profile’ button on the top right of the screen and ‘Save Changes’.

 

You will have to assign a password to your Team Members and Clients when you add them to your account. It’s a good idea to have them reset their passwords when they login for the first time.

Add My Team Members?

As the owner of a ClientSpot account, you can add the people you wish to collaborate with.  You can add them as users under your Company (to add client users, you'll want to add them under a client's company).

 

From the ‘People tab, click the ‘Add Person’ button next to your company name. Simply fill in the fields with as much detail as you would like.

 

You will see an option to send their login information automatically, which happens by default. You can also indicate whether this team member should have administrative rights or not. An administrator on your account will have full access to everything except your account settings.

 

You will now be able to assign Tasks or Projects to the people that are on your Team.

 

You can also resend login information to an existing team member which will give them a link to reset their password if necessary.

Make Sure My Project Manager Has Access to all Features of My Account?

When you add your Team Members, you can choose whether they should have administrative rights for your account. An Administrator will have access to everything except your account settings.

 

If your project manager is already added to your account, from the ‘People’ tab click on the ‘Edit’ link next to his/her name. Make sure the box is checked next to “Allow full administrative access”.

 

If you have yet to add your project manager, follow the same steps as in the example above, taking care to give them ‘full administrative access’ when prompted.

Add My Clients?

From the ‘People tab, click on the ‘Add Client’ button on the right hand side of the screen.

 

You can also add people to a Client company to allow client staff to access just their projects.

 

From the ‘People tab, click the ‘Add Person’ button next to the Client company name. Simply fill in the fields with as much detail as you would like.

 

You will see an option to send their login information automatically, which happens by default.

 

You can resend login information to an existing client user which will give them a link to reset their password if necessary.

Remove a Client or Subcontractor?

If you would like to delete someone from your account, go to the ‘People’ tab on the main menu.

Change the Color Scheme or Branding of My Clientspot Account?

Know that My Correspondence Is Secure?

Using 128-bit SSL (Secure Socket Layer) encryption, the same as used for online banking, we ensure secure communication between your browser and the ClientSpot server. We encrypt your login attempts and billing information by default. If you have Clients in need of maximum security, you can force the use of SSL for each of your transactions, though this will slow things down slightly.

 

From the ‘Settings’ tab, you can choose to encrypt all communications rather than only login and billing information (paid accounts only).

Upgrade My Account?

At any time, you may upgrade or downgrade your account. To do this:

 

Change My Billing Information?

If you need to update your credit card information:

 

Cancel My Account?

We don’t know why in the world you would want to cancel your subscription, but we make it easy to do, just the same.

 

Keep in mind that when you cancel your account, all of the documentation you have entered, files you’ve uploaded, etc. will be gone forever. We strongly suggest you consider downgrading your plan instead.

 

To cancel your account:

Projects, Tasks, Files and Comments

Add a Project?

ClientSpot is organized by Project. To add Tasks related to a Client, you must first enter a Project for that Client, and then add the related Tasks.

 

From the ‘Project tab:

Limit Project Access to Specific People?

While viewing a specific project as an administrator:

Add a Task?

You may now add ‘Tasks’ to be associated with this Project.

You can also add tasks by email using the project dropbox feature. Account administrators can get the dropbox address by clicking Edit from a project screen - the dropbox will appear at the bottom of the form. To add a task, send an email with '@task' as the first part of the subject line, followed by the task name. The message of the email can contain any notes on the task. Finally, to assign a task by email, add the email of a valid project user as the To: or Cc: of the email (default is to assign the task to yourself). NOTE: To send tasks by email, you must send the email from the same address as your ClientSpot user name.

Upload Files to a Project?

Now you are ready to add any relevant files to a Project.

Add a Document to a Project?

You can add online text documents to a Project that can be edited right in the software.

 

From the Project screen under the Files area, click the “Add Document” link.  This will show a screen where you can set the document title, and enter document text using a simple editor that has basic formatting options.

 

Each time you or another team member modifies the document, a new version is created, and you can view all previous versions using the links to the right of the view.

 

You can also download the document as HTML (can be edited in MS Word as well).

Keep Multiple Versions of a Document?

The Add Document feature lets you create and edit text documents online right from your Web browser.

 

When you add a document, an initial version is created.  When you or other team members modify the document (by clicking the document from the project edit screen, then clicking Edit), a new version of the document is created, and the older version is also kept.

 

You can see any previous version of a document by viewing the document, and using the Version links on the right side of the page to select a different version.

 

You can also remove an older version if you are an administrator, or the creator of that version.

 

Old versions can be downloaded or printed (but not edited).

Add a Comment to a Project?

You may add Comments as to the status to the Project or anything else related to it. Remember this can take the place of countless ‘back-and-forth’ emails, so go ahead and make detailed Comments.

You can also add or reply to comments by email. To reply to comments directly from email just "Reply" to a comment notification message. To add a new comment, you'll need to use the project dropbox feature. Account administrators can get the dropbox address by clicking Edit from a project screen - the dropbox will appear at the bottom of the form. To add a new comment, just send an email to the dropbox with a subject and message. ClientSpot can read plain text emails only (make sure your email client can send text emails, or a combination of text and html). NOTE: To send comments by email, you must send the email from the same address as your ClientSpot user name.

 

To add a Comment:

 

When a Comment is made on a Project by the Client or Team Members, the person ‘responsible’ for the Project receives that Comment via email. Anyone who replies to a comment is also added to the notification list for that comment. You can also select a list of people to notify for that comment initially by clicking the "Notify additional people" checkbox when adding a comment.

Tell at a Glance Which Tasks Are Outstanding?

When you click on the ‘Overview’ tab on the main menu, you will see the calendar’s events for the current week.

 

Beneath the calendar, you will see a list of all Tasks with their due dates. When your Client or Subcontractor views their ‘Overview’, they will see items associated with their Projects. As the administrator on the account, you see everything.

See Recent Comments across Projects?

When you click on the ‘Overview’ tab on the main menu, you will see Recent Comments (comments added in the last 7 days, limited to 20 shown).  You can click the comment link to jump to the full text of the comment, with the opportunity to reply.

Mark a Project as Completed?

To mark a Project as completed, from the ‘Projects’ screen:

Edit or Delete a Task?

If you need to update notes for a Task, or change its title, from the ‘Projects’ screen, select the Project that houses the Task you want to edit.

 

Next to each Task, you will see a ‘Time’ icon, ‘Edit’ icon, and ‘Delete’ icon.

Edit or Delete a Project?

If, for some reason, you must change a Project’s details, or delete it, take the following steps:

 

 

To delete your Project:

Duplicate a Project or Create a Project from a Template?

You can use any existing project as a "template" to create a new project, complete with tasks. To duplicate a Project:

Remove or Archive a Project when It’s Completed?

Since each account has a preset number of Projects, it’s important to keep everything tidied up. When a Project has been archived, it no longer counts as an active Project, which means it doesn’t count towards your account limit.

 

To archive a Project, from the ‘Projects’ screen:

 

To make the Project active again:

 

You may also delete Projects that are in progress, completed, or archived. Simply:

Download Project and Task Information to Excel?

From the main Project list, click the View Task List link to show all tasks across projects.  From here (as an account administrator) you can now filter the tasks by client and status (active or completed).   You can download the filtered list as an Excel file (tab delimited) for backup purposes or to share the task list with someone not using ClientSpot.

Time Tracking

Keep Track of Time Spent on a Task or Project?

This step couldn’t be easier. You will notice on the top right of your screen, there is a ‘Task Timer’ button.

 

At any time, click the ‘Time’ tab from the main menu to see how much time you have spent per Client, per selected date range.

Know How Much Time Has Been Spent on Each Client by My Team Members?

You can view your time tracking report from the ‘Time’ screen on the main menu. You can choose whether you want to see a detailed report or a summary. You may view time spent in total for a certain date range, or you can select a particular Client to see how much time has been spent by your Team Members for that person. You can also select one of your Team Members to view a report on the time they’ve spent on different Tasks for different Clients.

 

Whichever report you select, you can easily export to Excel or QuickBooks for accounting purposes. All you do is click on the preferred link at the top of the report: ‘Export to Excel` or ‘Export to QuickBooks format’.

Keep Track of Retainer Hours Remaining for My Clients?

If you have retainer clients, you can enter this information in the Edit Client screen, including the number of hours available, and start and expiration dates.

 

To see remaining retainer hours, select the Client Summary report, available from the 'Time' tab (for account administrators only).  This report shows a summary of your clients, the total hours worked, and retainer hours remaining for each.

 

Once a client's retainer hours have expired or are used, you can update the information in the Edit Client screen to indicate a new retainer arrangement.

View a Detailed Log of when the Time Tracking Feature Was Used for a Task?

If you would like more than a summarized time log, that information is available.

 

Edit the Time I’ve Spent on a Project?

Sometimes we forget to start or stop our timer. Unfortunately, we’re all only human. If you do realize you’ve left your timer on in between Clients, or forgot to start your timer, from the ‘Task Timer’ window:

 

Or, to edit individual time entries, you can click the "Time" link for a task from the main project edit screen, then click "View/edit time entries".  From here you can edit the hours and description of specific time entries or remove them by entering 0 for the hours.  You can also edit hours from the main Time Tracking report screen by clicking the "Show detailed tracking" checkbox.

 

Account administrators can edit all time entries, and other users can edit only their own time entries.

Integrate My Time Tracking with My Accounting software?

This feature is available, if you use QuickBooks.

 

QuickBooks supports a Timer format (and a little program called the QuickBooks Timer). ClientSpot can export it's time log information into this format, which can then be imported into QuickBooks using the QuickBooks Import Timer Activity feature. For further information, consult your QuickBooks manual.

Reminders, Notifications and Calendars

Make Sure I Receive Notifications about Tasks, Comments and Projects?

You will be notified via email (by default) of any Tasks, Comments or files added to Projects you are responsible for.

 

Notifications can be further customized for your company, and for each client company in your account.  To customize notifications:

Disable Notifications about Tasks, Comments and Projects?

To disable notifications globally (for all clients as well as your company):

 

To disable notifications just for a particular client company:

Receive Reminders for Tasks or Projects Coming Due Soon?

You can configure your own company as well as your client's to receive email reminders within 2 days of a task or project due date.  Reminders will be sent based on the same preferences you set for general email notifications, such as sending to only the person responsible, or notifying everyone with project access.

 

To enable reminders for a specific company (yours or your clients):

Add Events to My Calendar that Are Not Associated with a Project?

You will notice all Tasks and pertinent Project dates are automatically displayed on your ClientSpot calendar. If you would like to keep your Subcontractors informed of outside meetings and goings on, it’s quite simple.

 

 

The items on your calendar are color coded so you can quickly identify what is a Project deadline (pink), what is a Task (yellow) and what is a General Event (blue).

Sync My Calendar with Google Calendar or Outlook?

You can subscribe to your ClientSpot account from Outlook 2007, Google Calendar, Mac iCal, or other software that supports access to web calendars using the iCalendar protocol. 

 

ClientSpot creates a private calendar link for each user that you can use to see your project and task deadlines. Currently calendar entries from the current month and dates in the future are published.

 

To subscribe from Outlook 2007, go to the Calendar view and click the "Subscribe to Calendar" link on the right side of the screen (Note: this only appears for Basic plans and higher).   You can also right-click the link and choose "Copy link location", then paste the link into the software you are using.

Databases

Create a Database?

As an account administrator, you can create a new database in one of three ways:

 

To create a database, click the main Databases tab, then click the Add Database button to show the options above.

Customize a Database?

From the main database list, click the "Customize" link (must be an account administrator). 

 

As an account administrator, you can customize the columns and display of your database.  A database in ClientSpot can have up to 20 fields of data.  Each field has a name, a type, and options to display it in the main view.  The types are as follows:

 

You can also set the display order of the fields, and whether to display them in the main list at all.

 

Permissions

You can specify which users have access to the database, and what they are allowed to do.  The options are "Read" access, "Full" access – allows users to read or update the database records, or no access. 

Browse or Search a Database?

From the main database list, click the Browse link, or the name of the database to view a list of records.  You can click on a specific record (using View or Edit) to see the record details.

 

You can also search for specific records by clicking the Search link, which lets you enter search criteria for each field in the database.  If you want to save a search for use by others, as an account administrator you can enter a name for the search before you perform it.  You can also specify a sort order for the search results from this screen.

Add Notes to a Database Record?

From the main database list, click the Browse link, or the name of the database to view a list of records.  You can click on a specific record (using View or Edit) to see the record details.

 

If you have Full access to the database, you can add a note to a database record.  A note can be used for storing follow-up information for contacts, maintenance information, or other historical content about a particular database record.

Remove a Database?

From the main database list, click the Customize link (as an account administrator).  From the Customize page you can click the Delete Database button to clear the entire database along with all records.  This is a permanent operation.

Export a Database to Excel

You can download a database to Excel (tab-delimited) format to keep a local copy, or to email it to someone.  Click the "Download to Excel" link from the browse view of any database.  This will download the currently selected search criteria, or the entire set of records if no search is active.

Miscellaneous

Get Help for Problems not Addressed in this Document?

If you have a question that was not answered here, send us an email at info@myclientspot.com. You can email us any questions, feature requests, or feedback on how we're doing.