Overview Unified Inbox

The Unified Inbox in TheraSaaS is a centralized feature that helps you manage communications and interactions with your contacts efficiently. This guide provides a clear process for navigating and utilizing the Unified Inbox effectively.

1. Accessing the Unified Inbox

1. Log In:

   • Sign in to your TheraSaaS account.

2. Navigate to Contacts:

   • Go to the Contacts page, which can be accessed directly or via the Opportunities section by clicking on a contact's name.

3. Select a Contact:

   • Search for and select a specific contact to view their Unified Inbox (e.g., Tony Stark).

2. Understanding the Layout of the Unified Inbox

The Unified Inbox is divided into three main columns:

1. Left Column - Contact Information:

   • Displays general and additional information about the contact.

   • Includes custom fields and folders corresponding to settings in Custom Fields.

   • Shows tags associated with the contact, with options to add or manage tags.

2. Middle Column - Unified Inbox:

   • Contains all conversations and interactions with the contact, including text messages and automated responses.

   • Shows the Owner Assigned for accountability (e.g., intake coordinator).

   • Allows adding followers for shared oversight of the contact.

3. Right Column - Activity Log:

   • Records actions taken by the client, such as form submissions and appointment scheduling.

   • Provides the ability to add tasks, notes, and manage documents related to the contact.

3. Managing Contact Information

1. Tags:

   • You can create new tags or manage existing ones under Settings > Tags.

   • Use tags to categorize contacts (e.g., “Referral Source”).

2. Hiding Empty Fields:

   • To declutter the view, utilize the Hide Empty Fields option, which will only show filled-out fields.

3. Do Not Disturb (DND):

   • Mark contacts as Do Not Disturb if they request not to receive communications. This applies to emails, texts, voicemails, and calls.

4. Utilizing the Unified Inbox Features

1. Communication Options:

   • SMS: Send and manage text messages, including sending templates or snippets.

   • Email: Compose emails, add carbon copy (CC) or blind carbon copy (BCC), and schedule sends. Attach files and use email templates for consistency.

   • Phone Calls: If a TheraSaaS phone number is set up, you can make calls directly from the inbox.

2. Filtering Conversations:

   • Use the filter options to view specific types of interactions (e.g., SMS, emails, opportunities) for streamlined communication management.

5. Tracking Activities and Tasks

1. Activity Log:

   • Monitor actions taken by the client, such as submitted forms or scheduled appointments.

2. Adding Tasks and Notes:

   • Create tasks with descriptions and assign them to team members for follow-ups.

   • Add or amend notes about the contact to keep the team informed.

3. Managing Appointments:

   • View and manage appointments scheduled with the contact, ensuring efficient scheduling and follow-up.

6. Final Tips

• Custom Fields Access: Quickly access custom fields and folders related to the contact from the Unified Inbox.

• Utilize Snippets: Create text snippets for common messages to save time and ensure consistency in communication.

• Leverage Payments: If applicable, track payments received from the contact within the payment section.

Conclusion

The Unified Inbox in TheraSaaS is a powerful tool for organizing communications with your clients. By following the outlined processes, you can ensure effective management of contact interactions, streamline workflows, and enhance client relationships. If you have further questions or need assistance, consult TheraSaaS support.