Creating & Editing Pre-Work Templates

1. Status tabs: Document templates are separated into two groups:
   
1. Templates: this lists all published and draft versions
   
2. Archive: this lists all inactive versions

1. Click Create template.
   
2. Choose from the existing Gap templates or Team Templates you have previously created or saved.
   
3. Rename the document template to an appropriate title (remember this title will be visible to clients).
4. Edit the template as required. You can:
   
1. Change the wording in questions, descriptions and sections
   
2. Add or remove questions  + Add question or the trash icon
3. Add or remove sections by clicking on + Add section or the trash icon
   
4. Change question types by clicking the dropdown box
5. When ready, click Publish to finalise your template and make it an available option to choose from when selecting pre-work.

Note

1. You can edit, duplicate or archive any published document template by clicking on the ellipses and selecting an option from the drop down menu
   
2. You can also reactivate any archived document templates form the archive list by clicking the ellipses and selecting unarchived
   
3. Use the arrows to collapse and expand sections as needed
   
4. Changes will be saved automatically as you go
   
5. The template will remain as a Draft until you publish or archive it

Sending Pre-Work

1. Navigate to Work Items from the Main Manu.
   
2. Select the Work Item you have created for your client or create a new one.
   
3. Navigate to Step 1 - Meeting Preparation.
   
4. Select the Send, receive and review client pre-work task.
   
5. Check the document template and ensure you have selected the version you wish to use.
   
6. Then click start task.
   
7. Review the pre-work template and make any changes as needed by clicking on the edit button.
8. Click on the Recipients field to choose from your existing client contacts. Or click create contact to add a client on the fly.
   
9. Add in a personalised message to accompany your pre-work email to the client (optional).
10. Set a due date using the calendar tool.
    
11. Add an automatic reminder to trigger an email to the client if their pre-work is not returned on time.
    
12. Attach any documents or link to the pre-work if required.
13. When you are ready, click Send. This will send an email to your clients, prompting them to complete the pre-work by the set due date.
    

Note

1. The Gap's document template for that particular service will be selected by default - you can change the template by clicking on the drop down menu and choosing from any published templates you have created and saved
   
2. Any changes made on-the-fly to a pre-work template at this stage of the process, will only apply to that single meeting - if you wish to make permanent changes, you will need to create a new version of the pre-work under Document Templates
   

Client Completing Pre-Work

1. Accessing their email notification (they will also receive an in-app Notifications in The Gap) and clicking Complete Pre-work.
   
2. The relevant pre-work document will open immediately.
3. Clients will be prompted to complete several answer fields.
   
4. Once the client has finished a section, clicking the Done button will complete the section.
   
5. When ready, the client clicks Submit to send their pre-work responses directly to their advisor.
   
6. A pop-up notification will then be displayed in The Gap confirming a successful submission.
7. The advisor will also receive a notification via email and in The Gap, confirming pre-work has been submitted.

Note

1. Clients can navigate pre-work sections via the sidebar
   
2. The pre-work document will autosave
3. If a client wishes to come back to a pre-work section later, they can navigate through the sections using the arrow buttons instead of clicking the Done button
   
4. Client can also reverse a section from being Done by hovering over the button again and clicking Undo
5. A view-only copy of the pre-work responses will automatically be added to the Clients Area 
   
6. If a client has not yet created an account, they will remain as a Guest user and will only be able to view their own responses using that link received in the pre-work email

Managing Pre-Work Responses

1. Continue from the above steps.
   
2. Click on the Send icon.
   
3. Click on the Recipients field to view the status of clients' pre-work.
   
4. If a client is yet to submit their pre-work and the due date has expired, you can extend the date and resend the pre-work by following the above Sending pre-work process.
   
5. Once your recipients and extended due date have been chosen, click Send. This will send an email to your clients, reminding them to complete the pre-work by the new due date.
   

1. Select your client using the drop-down menu or search bar.
   
2. Select your date range.
   
3. Click Fetch emails.
   
4. Click on the email of interest to view more details.
   
5. To resend an email, click the arrow button or ellipses > Resend.

Note

1. Re-sending pre-work will not impact any partially complete pre-work responses that a client has been working on, it just resets the due date and sends the client a new notification. 
   
2. Only users with Admin access can view the Email Log from the Org settings