As you're getting familiar with our tool, it's important to understand the terminology used in the software to be able to use it easily.
A Template is a blueprint, a master copy of your process requirements that you need a stakeholder to go through.
It’s like the general steps and information that you require people to complete in order to start working with you. Very similar to what you likely already have in an excel, a pdf doc, on your written down on your website for example.
Using a template you can require many things:
- a list of tasks to be completed,
- forms to fill out, documents to send,
- contracts to be signed,
- payments etc (Or a combination of all of that).
There are 2 types of templates in Clust:
- Your own template that you can create from scratch
- Ready-to-use template that you can import from the Templates library and edit
An Application is a live sequence of steps being taken by a recipient. It's similar to a client dossier or client record.
A Clust application would be for example:
- a new client Onboarding started by client ABC,
- an RFP started by vendor XYZ,
- a hiring process joined by candidate John,
- a claim process for your clients
Applications leverage the process what you pre-defined in a template. Applications are also called 'Client applications' although the recipient can be anyone you work with. In a nutshell, a recipient starts an application once they join the secure interface or once you invite them to from your account.
One user can start multiple times an application.
A line item is one of the elements composing your template. It can be 'Past 3 payslips' or 'Form to be filled out' or whatever item you need to collect and have completed.
These are basic elements of your application that a recipient or a team member needs to provide in order to finalize the process and keep things moving.
You can drag and drop line items based on your needs and for better readability.
A line item can also be called a 'Block' such as 'File upload ', 'task' for example. The list of line items is called a Checklist.
Online forms are questionnaires allowing you to collect information from recipients.
They can be imported into a Checklist as part of your process. They are part of the different Resources you can use to build your process.
An application portal or Client portal if you prefer, is a secure (and mobile-friendly) place where you recipients (clients, tenants, providers, suppliers, hires) can log in to access the things you need them to provide.
An application is issued for a single recipient and a single process.
Although a recipient can log back into a previous application, they will not find in their application portal past applications. Each application is a new process being ran.
As a matter of fact the same recipient can create many applications for the same process.
Eg: Mrs Smith can create multiple times a Claim application.
Team members are people you work with who need to have access to a Clust account either to manage or work on client applications.
They can be employees or contractors for example.
They will have access their own workspace based on different permissions you define.
Third parties or Guests are not necessarily team members. However these are people you still need to engage with on a regular basis and/or get approval from. (Eg. A landlord)
They do not need to have access to their very own workspace but are still involved in the decision-making process. You'll be able to invite them using the collaboration feature.
External members are usually not part of your team, or your organization. However, they're key contacts who work with you.
An external member could be the HR manager who need to create applications on behalf of the Staff members at your client's company.
They do not need to have their own workspace, but they need to the central point of contact for your team members.
They have the same access as final recipients.
A Recipient is the person whom information needs to be submitted through your application portal. Depending on your activity and process, a recipient may be
A new hire, a candidate, a supplier, a tenant, a borrower, a company, a client or an attendee....
If you're an agency or Partner
You may refer to a client as an actual Clust user (We call this kind of client a Corporate client). This user will have management capabilities and his own team, logo, look and feel. You may be the owner of this team or may be a member of this team whether you've been invited to onboard clients like any employee would or just to maintain the account like an agency.