Smart Files

A Smart File is one branded link that walks a client through your whole booking flow. You build it once and send the same link to each client. The file tracks each client's progress step by step.

The client journey

The client moves through these steps in order:

1. Package choice — the client picks a package from your quote.
2. Contract — the client signs the contract.
3. Deposit — the client pays the deposit invoice.
4. Scheduling — the client books a meeting, if you added a session type.
5. Intake form — the client fills the questionnaire, if you added one.

The scheduling and intake steps are optional. Steps you do not add never appear to the client. When a step is present, the client can select Skip for now and finish it later from the client portal.

How to build a Smart File

1. Open Smart Files → New.
2. Pick a source quote. The quote must be a draft that no other Smart File uses, and it must include a deposit.
3. Pick a contract template.
4. Optionally pick a session type for the scheduling step. See session types.
5. Optionally pick a questionnaire template for the intake step.
6. Write a welcome message and set how many days the quote stays valid.
7. Click Publish to activate the link. An unpublished file shows "Publish to activate".

Copy the link from the list and send it to your clients.

How to track progress

Open the file's detail page. Each client instance shows its current step: package chosen, quote accepted, contract signed, deposit paid, meeting booked or skipped, questionnaire done or skipped, and completed. An instance is either in progress or completed.

Good to know

• The deposit step uses the deposit invoice that quote acceptance creates.
• The list shows started and completed counts per file.