Hosting a kickoff meeting
Inviting your whole team
Communicating using Pipefy
Taking your team to the next level

Hosting a kickoff meeting

It's time to get everyone ready to roll!

In the previous chapter you've covered the basics and added a few team members to your company. Now it’s time to get together with your entire team and let everyone know how great Pipefy is!

This meeting is mostly about sharing your initial experience with Pipefy with the rest of your team. Let them know what you liked the most and which features you used as well as what you plan on using Pipefy for.

You don't need to make it all about yourself. Ask the first team members you've added to Pipefy (your test panel) to share their insights as well.

Before you start the meeting, make sure that you have all the resources you may need to help your team understand Pipefy

You can make copies of our team onboarding guide, for example. It was especially developed to make it easier for managers to get their teams on board. It has all the necessary basic knowledge your team needs to start things off on the right foot.

Get your team enthusiastic

You already know (and love) Pipefy. Getting the rest of your team to feel the same way is essential for the success of your implementation.

Start the meeting by showing them our quick introduction video. Let them see what Pipefy looks like and how much it can do in just a couple of minutes. 

Take your time to highlight your favorite features and other aspects you really liked during your trial period.

Provide relevant information about Pipefy

Letting your team know how Pipefy can help them become more productive and achieve their goals is also extremely important.

Explain some of the benefits of using Pipefy, how it fits in and integrates with other apps you already use, and go over some of Pipefy’s concepts and key features.

Benefits

These are a few of the benefits of using Pipefy:

  • You can map and manage your processes in a single tool. Pipefy allows you to create tailor-made processes that fit your company's needs. 
  • You can easily edit everything about your processes whenever you need without technical expertise or IT support
  • You can set clear execution standards and rules to ensure your processes will always be properly executed, avoiding misunderstandings, mistakes and inefficiencies;
  • You can automate many actions in your processes. Instead of spending hours manually sending follow-up email you can send automated emails every time a card enters a phase;
  • You can keep all your processes' data centralized and safe in a single place. Some of our advanced features allow you to filter and analyze your data within Pipefy.

Integrating Pipefy with other tools

You can easily and quickly integrate Pipefy with over 750 web apps using Zapier. This tool works as a 'link' between apps and works according to a trigger > action logic.

If you're tech savvy or your company has developers that can help you can also use our API documentation to create your own customized integrations. 

Basic features

Before you're ready to present advanced ways to use Pipefy it's essential that you explain and showcase Pipefy's basic concepts to your team. 

Make sure to cover these essential Pipefy elements:

  • Pipes, phases and cards;
  • Fields and how they represent the rules of your process;
  • Customization.

Take your time to use examples of your own experience to explain how Pipefy's basic structure and features work. People find it a lot easier to relate to 'real life' examples than to abstract concepts.

What did you and the test panel already do in Pipefy?

Processes are as unique as the people that use them. Therefore there isn't any 'universal' example you can use to make every different team understand how Pipefy works.

That becomes a lot easier if you explain how you and the initial team members you've added to Pipefy have been using it.

Open a few of the pipes you've already created and used for a while. Showcase the basic features and explain the elements in a way you believe will make it easier for people to relate to.

Discuss how to proceed

Wrap up your kickoff meeting letting people know they have the liberty to ask questions they might have, express pain points or make suggestions. 

Always look forward and don't take your eyes off the prize. Make strategic, attainable plans by asking yourself a few questions:

  • When do you expect Pipefy to be fully implemented? 
  • Which of your company's processes you'd like to run on Pipefy?
  • Who will be responsible for mapping and managing these processes?

Inviting your whole team

Your team is warmed up and ready to go, time to bring them into Pipefy!

Invite members to your company

All you need to do is click on the ‘Invite members’ button on the upper right corner of your screen.

Once you do, this screen will pop up:

Insert the email address(es) of the member(s) you want to invite and click 'Add'.

After you've added the email, you can select the role (permission level) you want this new member to have.

To cover different access needs within a company, there are three types of users with different levels of permission inside your organization:

  • Team admin: Admin users have full control and visibility over the entire company. They can edit the company's settings, change permissions as well as invite/delete members. They can also see all pipes within the organization.
  • Team member: Member users can access all public pipes as well as the private ones they are invited to. They can also create new pipes unless the contrary is specified in the company's settings .
  • Guest users: Guest users are only able to access the public pipes' start forms to create new cards.

After selecting each team member's permission level, click on 'invite' and you're good to go! 

The users will receive an email inviting them to join your company in Pipefy. After they accept it and sign up, they're ready to start working.

Company settings

You've got everyone on board, congrats! Now let's dive into a few details about your company's settings and privacy.

Only team admins are allowed to access the company's settings. The admin users are the ones that have full control over your company's account.

They can edit the settings so that only users with admin permission are able to invite users to the company or create new pipes.

Accessing your company's settings is easy. Click on your profile picture on the upper right corner of your screen and select the ‘Team settings’-button

Once you've accessed your company's settings, here's what you'll see:

Here’s what you can customize:

  • Company name: Give your company the name that best represents it (such as your actual company's name);
  • Settings: Determine who can invite users and/or crate cards in your company;
  • Theme color: Change the color of your company's header. The color you choose will be applied to all pipes within the company as well;
  • Single sign-on: Determine if you’d like to require your company members to login using their Google accounts.

Communicating using Pipefy

Everything you need wrapped up in a complete tool!

This session is all about teaching you how to centralize your internal communication using Pipefy. 

Forget long, disconnected email threads or group chats, with Pipefy you can centralize all your conversations, information and resources in a single place.

Comments

Want to discuss ideas, ask questions or provide updates? Start a conversation using the comments section on each card.

Leaving a comment is easy: click on 'Comments' on the upper right corner of the open card. To view all the card's comments you can open the comments tab clicking on the icon in the menu on the left side of the card. 

You can easily recognize cards with comments even on the closed card view. When people leave comments on a card it'll display the comments icon (along with the number of comments) under the card's title and subtitle(s).

@mentions

If you'd like a specific team member to read your comment, type @ + their username and they'll be notified.

Email templates

Email templates are automated pre-written messages you can set to be sent manually from inside the open card or automatically whenever a card enters or leaves a phase.

If you want to notify your team members of a card's progress (when a card changes phases, for example) you can set up an automated email template and save the time you'd spend sending messages manually! 

Email templates are very useful in many different situations, such as keeping guest members (or even unregistered users that created cards using public forms) on the loop about the cards they've created. 

Just because a person is not a member of the pipe they've created the card in, it doesn't mean they won't need information and updates about what happens to them. 

You can easily take care of that by setting up an email template. If you're currently running a bug tracking process, for example, it's very important to let the user that reported a bug know if and when the bug has been solved.

Due dates

Pipefy enables you to set due dates for each card. The due date will be displayed on the card and is normally used to keep track of the completion of the activity. 

Each pipe member can get a quick overview of all cards nearing the due date on MyDesk.

That's not all! With the calendar view, you can see all of your pipe's cards that have a due date set on a calendar. You have the option of seeing daily, weekly or monthly overviews. 

Set a due date 

Assignee select

Selecting an assignee helps make clear who's responsible for a task or activity. When a card is assigned to a team member, his/her profile picture will be displayed on the lower right corner of the card. 

That makes it easier to quickly view who's responsible for what as well as what each team member is currently working at.

You can filter the cards based on the assignees so you'll only see the cards assigned to a certain team member. Whenever a card is assigned to someone it'll automatically appear on this person's MyDesk.

Select an assignee

Labels

A label is a colored square that appears on the upper left side of your cards. Labels help classify and identify different types of cards.

Labels are very useful in many different situations such as prioritizing tasks or identifying the size of a sales opportunity.

Pipefy also enables you to filter cards based on labels.

Activities 

This feature displays an activity feed with everything that's happened within your company, pipes and cards.

You can view the activities from the activity log on your company or pipe dashboard or within an open card. 

It's a simple way to see the big picture of your company's activities and to keep track of any changes.

Some examples of activities that can be tracked using the activity log are:

  • New card created; 
  • Card moved; 
  • Card became late or expired; 
  • Changes made to the information in the fields; 
  • New members being invited;
  • New comments added, etc.

My desk

You can use MyDesk to keep track of your own activities. MyDesk is divided into three rows: 

  • The first one displays the cards that were recently assigned to you; 
  • The second displays all cards nearing their due date; 
  • The third displays your most recent notifications.

Checking MyDesk should be part of your daily morning routine. Greet your coworkers, get yourself a cup of coffee and check what’s new on notifications, which cards are your responsibility and what needs to be handled soon because its due date is close.

Calendar view 

The calendar view gives you a monthly, weekly or daily snapshot of all cards due that period in a pipe. 

Each pipe has its own calendar and it only shows the cards from that specific pipe that have a due date set

You can access your pipe's calendar by clicking the 'calendar' option on the pipe's header, right next to the reports option. 

Within the calendar you can choose to display all cards due: in the current month, the current week or the current day, depending on your preferences. You can also use the little arrows pointing left (go to the previous month/week/day) and right (go to the next month/week/day).

Take your team to the next level 

… and fly high with Pipefy!

Make your team even more efficient with Pipefy's advanced productivity features.

SLAs

The acronym SLA stands for Service Level Agreement. Pipefy allows you to determine how long a card can stay in one particular phase or in the entire pipe. 

By setting SLAs you will no longer have to worry about notifying your team members if their activities are behind on schedule or facing misunderstandings about the agreed-upon times.

Late alert

The late alert shown directly on the closed cards (on your pipe dashboard) when a card has exceeded the maximum time to stay in a phase.

You can easily identify late cards: there will be a yellow stripe with “late” written on it on the upper right corner of the card. 

The late alert is directly related to a specific phase of your pipe. You can set different lead times for each phase.

Expired alert

The expired alert is also shown directly on your cards (as a red stripe on the upper right corner of each card).

It's triggered whenever a card exceeds the maximum lead time you’ve determined for it to go through all the phases of your Pipe.

Connections

The connections feature is the solution for integrating your processes without having to manually share information outside your pipes. 

If you have a process that at a certain phase demands collaboration from another team or process you're able to connect them using this feature. 

Using connections you can create children cards from a parent card. You can do it from one pipe to another or from within a single pipe, if you want cards inside the same pipe to be related.

Connections can also help break down major activities (a card in Pipefy) into smaller pieces (subtasks). You can use it to log meetings, phone calls or emails sent to a customer.

Reporting

Your pipe’s reports extract the information you added to each card in each field and displays everything in a customizable spreadsheet format.

Using the reports feature you can easily create and save reports that display the exact information you need, whenever you need to access it. 

Pipe reports can be used in many situations in which you may want visualize and analyze what’s going on in your pipes. 

Pipefy's reports can help you improve your processes by analyzing productivity, time spent in each phase, etc.

You can set up a report to display only the tasks assigned to a certain user that were finished over the current month or calculate the average deal value of each of your salespeople.

Metrics

Your pipe’s metrics (also referred to as productivity reports) are the easiest way to track how your process is doing. Here are some examples of what you can track:

  • If the total amount of cards in your pipe is increasing or decreasing over time;
  • If your pipe is delivering as expected;
  • Amount of cards that got marked as “late“;
  • Amount of cards that got marked as “expired“.

Zapier integrations

Zapier allows you to integrate Pipefy with over 750 other web apps. Zapier and Pipefy work together using integrations called Zaps. 

A Zap allows you to integrate using Pipefy as: 

  • An event that triggers an action on another app;
  • An action triggered when something happens on another app.

Our knowledge base has an entire article dedicated to explain how these integrations work and how you can create integrations using Zapier.

We've teamed up with Zapier to create an exclusive Zapbook with a many different recommended Zaps you can use to enhance teamwork and save time.

Check out some of the things you can do integrating Pipefy and Slack via Zapier:

  • Send a notification on a Slack channel whenever a new card is created in a specific pipe;
  • Send a direct message to you or someone else whenever a new card is created in a specific pipe;
  • Create a new card in a pipe of your choosing whenever a message is starred on Slack.

And many, many more … 

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