Documentation
- Register:
- Go to the registration page.
- Fill in your details, including your email and password.
- Confirm your email address by clicking the verification link sent to your inbox.
- Confirm Your Account:
After clicking the verification link, log in to Dotify to complete the account setup. - Choose Your Subscription Plan:
- Once logged in, go to the Billing page.
- Select the plan that best fits your needs—whether it’s Free, Essential, Plus, or Ultimate.
- Start Managing Renewals:
After choosing a plan, you’re ready to add clients and automate renewal tracking with Dotify.
Follow these steps to get started, and enjoy stress-free renewal management with Dotify!
Setup Your Currency
To set up your preferred currency in Dotify, follow these steps:
- Navigate to Manage from the side menu.
- Select Change Your Currency.
- Enter the value you prefer. You can insert text or symbols (such as € or $). The value you enter will be used in emails sent to clients, so ensure it accurately represents the currency.
Set Deadline Statuses and Types
In this section, you define the statuses and types of deadlines. These elements are crucial for properly categorizing your deadlines. You can add as many statuses and types as you want. Follow these steps:
- Navigate to Manage from the side menu.
- Select Statuses and Types.
- Choose whether you are creating a Status or a Type.
- Enter the Order in which it should appear in the dropdown menu (lower numbers for more frequently used items).
- Fill in the Name (this will appear in the platform and in emails sent to clients).
- Choose a Color to help quickly identify the status or type within the app.
- Add an Internal Description for your own reference (this will not be sent to clients).
Email Template for Deadline Notifications
Every deadline can send an email notification to the client based on its settings.
In this section, you can customize the email templates sent to clients. Follow these steps to set up your email templates:
- Select the Associated Status: Choose the status associated with this email. This ensures that the right email template is used for the correct status of the deadline.
- Sender’s Name: Enter the name of the sender. This will appear as the sender in the recipient’s inbox, providing a familiar name for your clients.
- Reply-to Email Address: Enter the email address where replies should be directed. This is useful if clients have questions or need further assistance.
- Email Subject: Enter the subject of the email. This should be clear and concise, summarizing the purpose of the email to grab the client’s attention.
- Email Body: Write the content of the message. This is where you can provide detailed information about the deadline or renewal. Be sure to include all necessary details that the client needs to know.
In the body of the message, you can use two dynamic tags for personalization:
- [[customer_name]]: Inserts the name of the client associated with that deadline, making the email more personal.
- [[deadlines]]: Inserts the details of the deadline(s), providing the client with specific information about their upcoming renewals.
After completing the template, save it to ensure that Dotify will use this template for the selected status. Saving the template will:
- Store the template for future use, ensuring consistency in communication.
- Allow you to quickly update and manage email templates as your needs change.
- Ensure that all clients receive timely and accurate notifications according to the deadlines and statuses you have set.
Email Table Headers
When setting up the body of an email, you can use the tag [[deadlines]] to generate a table at the exact point where the tag is placed in the email.
This table will include a row of headers that the user can customize with text in their preferred language. It is mandatory to fill in all fields and save the changes. This ensures that every email is personalized in the user’s language.
To set up your table headers, follow these steps:
- Navigate to Table Headers:
- Go to Manage from the side menu.
- Select Table Headers.
Customize the Headers
- You will see fields for each column header in the table generated by the [[deadlines]] tag.
- Enter the desired text for each header in your preferred language. Make sure to fill in all the fields to ensure clarity and consistency in your emails.
Save the Changes
- Once you have customized all the headers, save your changes. This ensures that the table headers will be used in all future emails that include the [[deadlines]] tag.
By customizing and saving your table headers, you ensure that:
- The generated tables in your emails are clear and understandable to your clients.
- Every email is personalized and localized, enhancing communication and professionalism.
- All relevant information is conveyed accurately, as the headers will guide the clients in understanding the data presented in the table.
This feature allows for a high degree of personalization, making your client communications more effective and tailored to their specific needs and language preferences.
Adding a Customer
To add a customer in Dotify, follow these steps:
- Navigate to Customers:
- Go to the Customers section from the side menu.
- Add a New Customer:
- Click on the New Customer button.
- Fill in the customer’s name, email address, and any extra notes if needed.
- Save the customer to add them to your list.
By adding customers, you can start managing their specific deadlines and renewals, ensuring that all their information is up-to-date and easily accessible.
Modifying Customer Information
To modify the information of an existing customer, follow these steps:
- Select a Customer:
- Go to the Customers section from the side menu.
- Click on the View or Edit button next to the customer you want to modify.
- Edit Customer Details:
- Update the customer’s name, email address, or any extra notes as needed.
- Save the changes to update the customer information.
By keeping customer information up to date, you ensure accurate communication and effective management of client data.
The Button to Add Customers is Disabled
If you are unable to add new customers, it may be due to one of the following reasons:
- No Active Plan:
You do not have an active subscription plan. Please navigate to the Billing page to select and activate a plan. - Maximum Number of Customers Reached:
You have reached the maximum number of customers allowed by your current subscription plan. Consider upgrading your plan on the Billing page to add more customers.
By ensuring you have an active plan and monitoring your customer limits, you can effectively manage your client base within Dotify.
How to Add a Deadline
You can add deadlines from two different sections within Dotify: from the customer’s page or from the page listing all deadlines.
Adding a Deadline from the Customer’s Page
- Navigate to the Customers section from the side menu.
- Select the customer for whom you want to add a deadline by clicking on their name. The customer’s name will be preselected for the new deadline.
Adding a Deadline from the All Deadlines Page
- Navigate to the Deadlines section from the side menu.
- Click on the Add Deadline button.
Adding a New Deadline
Fill in the following fields to create a new deadline:
- Deadline Name: The name of the deadline.
- Due Date: The date the deadline is due.
- Associated Customer: Select the customer linked to this deadline.
- Status: The current status of the deadline.
- Type: The category or classification of the deadline.
- Amount: The amount associated with the deadline, displayed in your chosen currency.
- Payment Date: If applicable, specify the payment date.
- Public Note: A note visible to the client, included in email notifications.
- Private Note: An internal note that is not shared with the client.
- Email Notification Checkbox: Check this box to send an immediate email notification to the client. Make sure there is an email template linked to the status you are setting.
Save the deadline to add it to your list. Whether you add deadlines from the customer’s page or the all deadlines page, you ensure critical dates are tracked and managed efficiently, maintaining clear communication with clients and preventing missed renewals.
Modifying a Deadline
To modify an existing deadline, open the deadline details view and click the Edit Deadline button at the top right corner. This allows you to update any of the deadline’s fields. Whenever changes are needed, return to this section to edit the necessary information.
Deadline Tabs
Below the deadline details, there are three tabs providing additional management features:
- Deadline Change History
- Automatic Email
- Income
These tabs help track, automate, and monitor your deadlines effectively.
Deadline Change History
Every modification to a deadline, including status changes, is recorded. Each record can be reviewed or deleted if necessary. This audit trail ensures a comprehensive history of all deadline modifications.
Automatic Email
In this tab, you can configure email automations for each deadline. The table includes four key columns:
- From: The starting status.
- To: The new status after the change.
- Change Status When: Defines when the status change will occur, based on the number of days before the deadline. For example, if a deadline is on May 31st and an automation is set to trigger 20 days before, the status change and email notification will happen on May 11th.
- Send Email Notification: Indicates whether an email notification will be sent based on the new status.
You can add, edit, or remove email notifications as needed. Ensure that appropriate email templates are assigned to destination statuses to automate communications effectively.
Income Tracking
This section tracks financial records associated with a deadline. Only records with statuses configured in the preferences section will be considered for generating financial reports. This feature helps you monitor revenue linked to renewals efficiently.