Getting Started
Welcome to LifecycleEase! This guide will help you get up and running quickly, even if you're not technically savvy.
What is LifecycleEase?
LifecycleEase is an automation platform designed for IT companies and service businesses that need to onboard and offboard clients efficiently. Instead of manually tracking paperwork, sending emails, and following up with clients, you can create automated workflows that guide clients through the process step-by-step.
Your First Steps
1 Create Your Account
Sign up for a free account at signup.html. No credit card required for the 14-day free trial.
2 Explore the Dashboard
After logging in, you'll see your dashboard with several sections:
- Managed Clients: View and manage all your clients
- Workflows: Create and manage workflow templates
- Templates: Use pre-built workflow templates
- Team: Invite team members (Professional plan and above)
3 Create Your First Client
Click the "+ Create Client" button in the Managed Clients section. Fill in the client's name, email, and company information. This creates a client record in your system.
Pro Tip: You can import multiple clients at once using the "Import CSV" feature, or use "Bulk Create" to add several clients quickly.
Creating Workflows
A workflow is a series of steps that guide your clients through the onboarding or offboarding process. Think of it as a checklist that clients can complete at their own pace.
Understanding Workflow Steps
Each workflow consists of multiple steps. You can create different types of steps:
📝 Form Steps
Collect information from clients (name, address, preferences, etc.)
📎 Document Upload
Clients upload required documents (contracts, IDs, certificates)
✓ Approval Steps
Require internal team approval before proceeding
📧 Email Notifications
Automatically send emails at specific points in the workflow
🔗 External Links
Direct clients to external systems or resources
📋 Information Display
Show important information or instructions to clients
Step-by-Step: Creating a Workflow
1 Navigate to Workflows
Click on "Workflows" in the sidebar navigation, then click the "+ Create Workflow" button.
2 Name Your Workflow
Give your workflow a clear, descriptive name. Examples:
- "New Client Onboarding"
- "Employee Offboarding Process"
- "Project Kickoff Checklist"
3 Add Steps
Click "Add Step" to create your first step. For each step:
- Choose the step type (Form, Document Upload, etc.)
- Give it a title that clearly describes what the client needs to do
- Add instructions to help clients understand what's needed
- Configure settings (required fields, file types, etc.)
4 Organize Steps
Drag and drop steps to reorder them. Steps are completed in order, so put the most important or foundational steps first.
5 Assign Team Members (Optional)
For approval steps or steps that need team oversight, assign them to specific team members. They'll receive notifications when action is needed.
6 Save Your Workflow
Click "Save Workflow" when you're done. You can always come back and edit it later.
Best Practice: Start with a simple workflow (3-5 steps) to get familiar with the system. You can always add more steps later as you refine your process.
Managing Clients
Your clients are the companies or individuals you're onboarding or offboarding. Each client can have multiple workflows assigned to them.
Creating a New Client
1 Click "Create Client"
In the Managed Clients section, click the "+ Create Client" button.
2 Fill in Client Information
Enter the following information:
- Client Name: The primary contact's name
- Email: Their email address (used for notifications)
- Company Name: The organization name
- Phone: Contact phone number (optional)
- Notes: Any additional information you want to remember
3 Save the Client
Click "Create Client" to save. The client will appear in your client list.
Bulk Client Creation
If you need to add multiple clients at once:
- Click "Bulk Create" in the Managed Clients section
- Enter client information in the format shown (one per line)
- Or use "Import CSV" to upload a spreadsheet with client data
Viewing Client Details
Click on any client card to see:
- Their contact information
- All assigned workflows
- Progress on each workflow
- Documents they've uploaded
- Activity history
Filtering Clients
Use the "Filter by Assignment" dropdown to:
- All Clients: See everyone
- My Assignments: See only clients assigned to you
- Unassigned: See clients that need assignment
Assigning Workflows to Clients
Once you've created a workflow and a client, you need to assign the workflow to the client. This creates a unique link that the client can use to complete the workflow.
Assigning a Single Workflow
1 Find Your Client
Go to the Managed Clients section and find the client you want to assign a workflow to.
2 Click "Assign Workflow"
Click the "Assign Workflow" button on the client card (or click the client card to open details, then click "Assign Workflow").
3 Select a Workflow
Choose the workflow you want to assign from the dropdown menu. You can only assign workflows you've already created.
4 Get the Shareable Link
After assigning, you'll receive a unique shareable link. This link is what you send to your client. They don't need to create an account—they just click the link and start completing steps.
Sharing the Link
You can share the link in several ways:
- Copy Link: Click "Copy Link" to copy it to your clipboard, then paste it in an email or message
- Send Email: Click "Send Link" to email it directly to the client
- Open Portal: Click "Open Portal" to see what the client sees (useful for testing)
Security Note: Each link is unique and secure. Only people with the exact link can access that client's workflow. Keep links private and don't share them publicly.
The Client Portal
The client portal is what your clients see when they click the shareable link. It's designed to be simple and intuitive, requiring no technical knowledge.
What Clients See
When a client opens their link, they'll see:
- Welcome Message: A greeting and overview of what they need to do
- Current Step: The step they're currently on, with clear instructions
- Progress Indicator: A visual progress bar showing how far along they are
- Navigation: "Next" and "Previous" buttons to move between steps
Completing Steps
For each step type, clients will see different interfaces:
Form Steps
Clients fill out a form with the required fields. They can save progress and come back later. Required fields are clearly marked.
Document Upload Steps
Clients click "Choose File" or drag and drop files. They'll see which file types are accepted and any size limits. After uploading, they can preview or remove files before submitting.
Approval Steps
Clients see that this step requires approval from your team. They can add comments or notes for the approver. They'll be notified when approval is granted.
Progress Tracking
Clients can see:
- Which steps they've completed (marked with a checkmark)
- Which step they're currently on
- Which steps are coming up
- Overall completion percentage
Saving Progress
Clients don't need to complete everything in one sitting. Their progress is automatically saved, and they can return to the same link anytime to continue where they left off.
Pro Tip: Test your workflow by clicking "Open Portal" before sending it to clients. This helps you catch any confusing instructions or missing information.
Managing Multiple Workflows Per Client
Clients often need multiple workflows. For example, you might have separate workflows for onboarding, offboarding, project setup, and annual reviews. LifecycleEase supports assigning multiple workflows to the same client.
Why Multiple Workflows?
Common scenarios:
- Onboarding + Offboarding: Different processes for different lifecycle stages
- Project-Based: Each project gets its own workflow
- Service Types: Different workflows for different services you provide
- Timeline-Based: Initial setup, quarterly reviews, annual renewals
Assigning Multiple Workflows
1 Assign First Workflow
Follow the standard workflow assignment process (see "Assigning Workflows" section above).
2 Assign Additional Workflows
Click "Assign Workflow" again on the same client to add another workflow. Each workflow gets its own unique link.
3 Manage All Workflows
Click "Manage Workflows" on a client card to see all assigned workflows. You'll see:
- Workflow name and type
- Status (pending, in progress, completed)
- Progress percentage
- Creation date
- Actions (copy link, open portal, send link, remove)
Workflow Status Indicators
Each workflow shows its status:
- Pending: Assigned but not started by the client
- In Progress: Client has started but not completed
- Completed: All steps finished
- Abandoned: Marked as no longer needed
Removing Workflows
If you need to remove a workflow from a client:
- Click "Manage Workflows" on the client card
- Find the workflow you want to remove
- Click "Remove"
- Confirm the removal
Note: Removing a workflow doesn't delete the client or the workflow template. It only removes that specific assignment. The client can no longer access that workflow link.
Best Practice: Use descriptive workflow names so you can easily identify which workflow is which when managing multiple workflows for the same client.
Using Templates
Templates are pre-built workflows that you can use as starting points. They save time and ensure consistency across your organization.
Available Templates
LifecycleEase comes with several built-in templates:
- Standard Onboarding: Basic client onboarding workflow
- Employee Onboarding: For onboarding new team members
- Client Offboarding: Process for ending client relationships
- Project Kickoff: Initial project setup checklist
Using a Template
1 Go to Templates
Click "Templates" in the sidebar navigation.
2 Choose a Template
Browse available templates and click on one to preview it.
3 Create from Template
Click "Use This Template" to create a new workflow based on the template. You can then customize it to fit your specific needs.
Creating Your Own Templates
Once you've created a workflow you like, you can save it as a template:
- Open the workflow you want to save as a template
- Click "Save as Template"
- Give it a name and description
- It will now appear in your templates list for future use
Pro Tip: Create templates for your most common workflows. This ensures consistency and saves time when onboarding new clients.
Team Collaboration
LifecycleEase supports team collaboration, allowing multiple team members to work together on client onboarding (Professional plan and above).
Inviting Team Members
1 Go to Team Settings
Click "Team" in the sidebar navigation.
2 Invite a Member
Click "Invite Team Member" and enter their email address. They'll receive an invitation email with instructions to join.
3 Set Permissions
Assign roles to team members:
- Admin: Full access to all features
- Manager: Can create workflows and manage clients
- Member: Can view and complete assigned tasks
Step Assignments
When creating workflows, you can assign specific steps to team members:
- They'll receive notifications when their assigned steps need attention
- They can see all their assignments in the "My Assignments" section
- Approval steps can be assigned to specific team members
Shared Workflows
Team members can:
- View workflows created by other team members
- Use shared templates
- Collaborate on workflow design
Note: Team collaboration features are available on Professional and Enterprise plans. Starter plans are limited to a single user.
Best Practices & Tips
Follow these tips to get the most out of LifecycleEase:
Workflow Design
- Start Simple: Begin with 3-5 essential steps. You can always add more later.
- Clear Instructions: Write step instructions as if explaining to someone who's never done this before.
- Logical Order: Put foundational steps first (e.g., collect basic info before requesting documents).
- Required vs. Optional: Only mark fields as required if they're truly necessary. Too many required fields can frustrate clients.
Client Communication
- Send Welcome Emails: When you assign a workflow, send a friendly email explaining what to expect.
- Set Expectations: Tell clients how long the process typically takes.
- Follow Up: Check in if clients haven't completed steps in a while (use the progress tracking feature).
- Be Available: Let clients know they can contact you if they have questions.
Organization
- Consistent Naming: Use clear, consistent names for workflows (e.g., "2024 Client Onboarding" vs. "Onboarding").
- Use Templates: Create templates for workflows you use frequently.
- Document Everything: Add notes to client records for important context.
- Regular Reviews: Periodically review and update workflows based on feedback.
Efficiency Tips
- Bulk Operations: Use bulk create or CSV import when adding multiple clients.
- Reuse Workflows: Don't recreate workflows from scratch—use templates or duplicate existing ones.
- Track Progress: Regularly check the dashboard to identify bottlenecks or stuck clients.
- Automate Where Possible: Use email notifications and automated reminders to reduce manual follow-up.
Common Mistakes to Avoid
- Too Many Steps: Overwhelming clients with 20+ steps can lead to abandonment. Break complex processes into manageable chunks.
- Unclear Instructions: Vague instructions lead to confusion and support requests. Be specific.
- Forgetting to Assign: Creating a workflow and client isn't enough—you must assign the workflow to generate the link.
- Not Testing: Always test workflows yourself before sending to clients.
Frequently Asked Questions
General Questions
Do clients need to create an account?
No! Clients simply click the shareable link you send them. They don't need to sign up or create an account. This makes the process much easier for them.
Can clients save their progress?
Yes! Progress is automatically saved. Clients can close the browser and return to the same link later to continue where they left off.
What happens if a client loses their link?
You can always find the link again by going to the client's details and clicking "Manage Workflows." From there, you can copy or resend the link.
Can I edit a workflow after assigning it?
Yes, but be careful. Editing a workflow template will affect all future assignments. If a client has already started, their progress is saved, but new steps you add won't appear in their existing workflow.
Workflow Questions
How many steps can a workflow have?
There's no hard limit, but we recommend keeping workflows to 10-15 steps for best results. Very long workflows can be overwhelming for clients.
Can steps be conditional (if/then)?
Currently, workflows are linear—steps are completed in order. Conditional logic may be added in future updates.
Can I duplicate a workflow?
Yes! When viewing a workflow, click "Duplicate" to create a copy. This is great for creating variations of existing workflows.
Client Management Questions
Can one client have multiple workflows?
Absolutely! This is a key feature. You can assign as many workflows as needed to the same client. Each workflow gets its own unique link.
How do I see which clients haven't completed their workflows?
In the Managed Clients section, you can see progress indicators on each client card. Click on a client to see detailed progress for each workflow.
Can I archive or delete clients?
Yes, you can archive clients that are no longer active. Archived clients are hidden from the main list but can be restored if needed.
Team & Permissions Questions
How many team members can I invite?
This depends on your plan:
- Starter: 1 user (account owner only)
- Professional: Up to 6 users total
- Enterprise: Unlimited users
Can team members see all clients?
This depends on their role. Admins and Managers can see all clients. Regular Members can only see clients assigned to them.
Technical Questions
What file types can clients upload?
Common file types are supported: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, etc. You can specify allowed file types when creating document upload steps.
Is my data secure?
Yes! All data is encrypted and stored securely. We follow industry best practices for data security and privacy.
Can I export client data?
Yes, you can export client information and workflow progress. Look for the "Export" option in the client details view.
Billing & Plans
What's included in the free trial?
The 14-day free trial includes full access to all features. No credit card required. You can cancel anytime during the trial.
What happens when my trial ends?
You'll need to choose a paid plan to continue using LifecycleEase. Your data is preserved, so you won't lose anything.
Can I change plans later?
Yes! You can upgrade or downgrade your plan at any time from the Settings section.
Need More Help?
If you can't find what you're looking for in this documentation:
We're here to help you succeed with LifecycleEase!