Managing communication across multiple tools like email, text messages, and phone calls can be time-consuming and lead to missed messages. Nexus Portal allows you to centralize your communication channels, enabling seamless collaboration with clients and staff through built-in tools like live chat, email campaigns, and client notifications. This guide will show you how to streamline your communication processes.
What Does Centralized Communication Mean? #
Centralized communication brings all your client and team interactions into one platform. Instead of switching between multiple tools, you can:
- Chat with Clients: Use live chat for real-time communication directly within their dashboards.
- Send Email Campaigns: Reach multiple clients with professional email marketing tools.
- Automate Notifications: Keep everyone informed with automated updates on tasks, invoices, or projects.
- Log Communications: Keep a record of all interactions for better tracking and accountability.
Steps to Centralize Your Communication #
Step 1: Enable Client-Side Live Chat #
- Log in to your Nexus Portal admin account.
- Navigate to the Settings menu.
- Under Portal Customization, enable the Live Chat feature for client dashboards.
- Customize the chat settings:
- Welcome Message: Create a friendly greeting to appear when clients open the chat.
- Assign Staff: Set which team members will handle chat inquiries.
- Click Save Changes to activate live chat.
Step 2: Set Up Email Campaigns #
- Go to the Email Marketing section in the main menu.
- Click Create New Campaign.
- Fill in the campaign details:
- Campaign Name: Name the campaign for easy tracking.
- Recipients: Select specific clients, groups, or all contacts in your CRM.
- Subject Line: Write an engaging subject to grab attention.
- Compose your email using the built-in editor. You can add:
- Personalization tags (e.g., client names).
- Images or attachments.
- Links to important resources.
- Schedule the email for a later time or send it immediately.
Step 3: Enable Automated Notifications #
- Navigate to the Notifications section in the settings menu.
- Select the events you want to trigger notifications:
- New invoices or payment reminders.
- Task assignments or status updates.
- Project progress updates.
- Choose the delivery method (email, dashboard notification, or both).
- Click Save Changes to enable automated notifications.
Step 4: Track Communication Logs #
- Go to the Activity Log in your admin dashboard.
- Filter the log by:
- Communication Type: Emails, chats, or notifications.
- Date: View communication history over a specific time frame.
- User: Check interactions for a specific client or staff member.
- Use the logs to monitor communication performance and identify areas for improvement.
Tips for Effective Communication #
- Use Personalization: Address clients by name in emails or chat messages for a more personal touch.
- Set Response Times: Establish response time expectations for staff handling live chat or emails.
- Keep Records Updated: Ensure client contact information is accurate to avoid missed communications.
- Analyze Campaign Results: Use analytics to track the success of email campaigns and improve future communication efforts.
Common Questions #
1. Can I turn off live chat for certain clients?
Yes, you can manage chat permissions by adjusting the settings for specific client profiles in the CRM dashboard.
2. How do I test an email campaign before sending it?
When creating an email campaign, use the Preview feature or send a test email to yourself or a team member.
3. Can clients see their communication history?
Yes, clients can view their notifications and messages in their dashboard, ensuring transparency and easy access to past communications.
Next Steps #
- Test Live Chat: Interact with the live chat tool as a client to ensure it works as expected.
- Create Your First Email Campaign: Use the email marketing tools to send a welcome message or newsletter.
- Review Logs: Check the activity log regularly to monitor communication efficiency.
