September Product Update: Tasks & Workflows

Build client workflows around the work already happening in Paradino.

Your best people shouldn’t have to be the workflow

Most practices already have a workflow. But someone still has to keep it alive: checking what has been done, following up and noticing when a client stops moving.

The more dependable that person becomes, the more the process depends on them.

Tasks & Workflows gives the process a place to live in Paradino. It shows what needs attention. When work is completed, configured tasks can close automatically.

The workflow should notice too

A workflow usually tells someone what to do next. Once the task is finished, that person returns to update it.

Paradino can make that update automatically.

Take the start of a new client relationship. The first stage might include recording the initial discovery meeting, followed by preparing the meeting summary.

The recording task can complete when the meeting is saved. The next task can close when the selected summary is generated.

Auto-complete also works with forms and advice documents. Practices can specify the template required, so a discovery summary will not close a task intended for an engagement letter.

When every task in a stage is done, the practice decides what happens next. With automatic progression turned on, Paradino moves the client forward and creates the next stage of work. Otherwise, a Ready chip offers to move the client on.

Set it up once

Workflows are created at the practice level, then applied to individual clients.

Start with the New Client Process, use the Annual Review Process or build your own. Each can be adjusted to match the way work moves through your practice.

Every stage contains its own tasks. When a client enters that stage, Paradino creates them.

Tasks can go to the client’s adviser, a particular person or a team. They can also remain unassigned until someone picks them up. Due dates are calculated from the day the client enters the stage.

A task can link directly to the relevant work in Paradino, whether that is a recording, summary, form or Workspace chat.

Workflows can also respond to decisions. If a client chooses not to proceed after the first meeting, for example, the process can end there.

Every client, in view

Clients can enter a workflow when their profile is created or be added later from the Workspace.

The client pipeline shows where each client has reached. Their card displays time in stage, task progress and anything overdue.

The Tasks page brings open work from across the practice into one place. Advisers can focus on their own tasks or look across the clients they support. Team members can find shared work ready to be claimed.

Search can narrow the list by task, client or stage. Filters bring forward anything overdue or due during the week.

A task summary also appears on the Paradino homepage, so people can see what needs attention when they begin their day.

Work outside a standard process can still be added as a one-off task.

Annual reviews shouldn’t arrive as a surprise

Paradino can use a client’s review anniversary to schedule their entry into the Annual Review Process. The workflow can begin on the anniversary or at a chosen point beforehand. It can also repeat each year.

When the date arrives, Paradino enrols the client and creates the first stage of work. The review begins when it should, without someone having to remember it.

See the hold-up before it becomes the norm

Practice reporting shows owners where work may be slowing down.

They can see what is open, overdue or due during the week. Reporting also shows where clients are sitting within each workflow and the average time spent in each stage.

If fact-finding is taking longer than expected, the delay becomes visible.

Practices can also view activity completed in Paradino, including meetings, summaries, advice documents and presentations. Clients with no recorded activity during the past 90 days are easy to identify.

The new Practice Manager role gives the people overseeing this work access to workflow management, practice reporting and client records across the organisation.

What customers need to know

Tasks & Workflows is available on the ProMax plan.

Support staff do not need their own ProMax subscription where the advisers they support are on ProMax.

Organisation owners can create or edit workflows. Everyone else can view the workflows available to the practice.

Task notifications appear in Paradino by default. Email notifications can be turned on in settings.

To explore the feature, open Guides & Tours from the Paradino sidebar and start the Tasks tour.

For setup instructions, visit the Tasks & Workflows documentation.

Your people have better things to remember

Good advice depends on human judgement. Remembering every task, date and handover is not where that judgement is best spent. Tasks & Workflows keeps the client process visible. It can recognise work completed in Paradino and update the relevant task.