We’re so happy you’re using Connect4 for your client meetings! Many have asked how best to use Connect4 alongside the practice management system, Pixie. Good news - the connection starts with a simple post meeting email sent from your Connect4 pods that is automatically picked up by Pixie!
It's solid practice to send a summary email for meeting attendees recapping the discussion with meeting notes and any agreed next steps. For Pixie users, this summary email can be found in your Pixie To Do for your internal practice management workflows.
Let's explore the workflow starting in Connect4.
Step 1: End Meeting. Draft Summary Email.
Upon ending the meeting, the host (aka. captain or team member) will be navigated to the post meeting space. After completing Meeting Notes and adding any Recordings, navigate to the "Summary Email" tab to start drafting an email to all attendees.
Step 2: Choose email content. Hit Send.
Choose what content you'd like to include in the body of the email to the pod members. These option are:
Meeting notes in full
Check the box you'd like to have included in the body of the email.
When selecting "personal message" type up your message to be sent to all those included - this is your space to impress.
Now, switch over into Pixie.
Step 3: Check your Pixie email
The email will be sent to all pod members - including you. As your Pixie account is setup using your email address, you'll also receive a copy of the Connect4 Summary Email sent post meeting in your priority inbox.
This email will have the personalised message, the meeting minutes and actions for the attendees to move forward on. This is where you’ll want to start using your Pixie workflows.
Step 4: Choose your action in Pixie
The Connect4 pod members copied in the email that are in your Pixie account as clients will have the email added to their Pixie records automatically. This means anybody in your team will have visibility over the meeting summary. You can see which clients it is associated with by clicking on the ‘associated clients’ button at the top.
Once the email has come into your priority inbox, there are five possible actions you can take.
Mark email as done
Reassign to somebody else
Link email to existing task
Create task from email
Create task from email + apply existing workflow template
1. Mark email as done
Firstly, you can mark the email as done. This will move the email out of your priority inbox but it will still be visible on the client's record.
2. Reassign to somebody else
The second action you can take is to reassign the email to somebody else. Maybe you have a PA or somebody else in the team that can action your notes and minutes from the meeting. All you need to do is click on the reassign button and send it to their priority inbox.
3. Link email to existing task
It’s possible that the meeting you just had with your client was linked to an ongoing piece of work. Maybe it was a meeting to review their draft accounts, or to discuss the outcome of a cash flow forecast that you had prepared for them.
Whatever the reason, you might want to link this email (which contains the meeting notes and outstanding actions) to the relevant task. All you need to do is click on the blue ‘link email to existing task’ button at the top - see below:
And, then select which task the email belongs to from the dropdown list - see below:
Once done, if you click on the blue ‘view open task’ button at the top of the email, you’ll be taken to the task screen.
Now, on the emails tab of this particular task, you will have the Connect4 email filed away. This means that when you next come to pick up this task, or somebody else in your team comes to pick up this task, they will have the meeting notes and actions there as a reference.
4. Create task from email
Another scenario is that the meeting wasn’t related to an ongoing task and instead needs its own task creating. In this example, you would click on the red ‘create task from email’ button at the top.
Once done, a task will be created and linked to the email. You can then click on the blue ‘view open task’ to be taken to the task screen where similar to the last example, the email will be filed away on the ‘emails’ tab.
Once on this screen, you can now:
Add some additional subtasks (depending on the actions needed)
Add some more info in the description of each one
Change the deadline of the task
Reassign it to somebody else to complete (along with the email)
5. Create task from email + apply existing workflow template
This action is very similar to the one above.
You’ll start by creating a task from the email and then opening the task to be taken to the task screen.
Once here, instead of adding additional subtasks as described above, you have the option of applying an existing task template. This is particularly helpful in situations where you want to use a repeatable process and standardise what happens next.
Simply click the 3 dots in the top right corner of the task screen and select ‘apply existing template’.
Then select the task template from your list - in this example I’m using a simple Connect4 post-meeting follow up template I created - and then click apply template.
Once done, you’ll have your task with the template process applied, and you can follow the same actions described in the previous example e.g. change deadline, reassign task etc.
Let us know how this workflow suits your team - we’d appreciate learning how this helps make your meeting workflows and practice management workflows hit your internal needs!