Want to know how the best structure their access levels? Or how often good site administrators review their assumption sets or update APLs?  Or maybe there is a system setting you've never quite worked out. This is your chance to ask the questions that matter to you most.

If it’s to do with running your practice, there’s a good chance Kenny can make Xplan more efficient for you. He's here to help!

Here are some topic areas to get you started: 

• Best hierarchy structures for Xplan?
• successful onboarding / off-boarding process examples
• Mastering user group management policies 

Join Kenny here on Thursday the 13th of November from 3pm -4pm AEDT

Start popping in your questions below and Ask Me Anything!

We all know efficient processes and smart tech use are non-negotiables for scaling your business and serving more Australians.

In Episode 2 of the Advisely Masterclass, I worked with Retire Aware’s Kylie Springall to lay the tech foundations for a high-volume advice model.

Whether you're just starting out, like Kylie, or growing your business, it can be easy to overlook the capabilities of the tech you already have.

If you’ve got a bold vision like Kylie and you’re building out your advice processes, trying to scale efficiently, or just need Xplan to do more of the heavy lifting, this AMA is your chance to ask. For example:

• How do I track which referrers bring in my best clients?
• What’s the best way to ensure my file notes meet compliance obligations in Xplan?
• How can I track my marketing efforts?
• Can I invoice my clients from Xplan?
• How can I utilise Visualise in the onboarding process
• When should I introduce the Client Portal into my fact-find process

Join me here on Thursday 31st July from 3pm to 4pm AEST.

I’ve worked with hundreds of practices to optimise processes and boost everyday efficiencies. If you have a repeatable process, there’s a good chance I can make it more efficient for you with Xplan. I’m here to help!

❗️This AMA is now closed for questions

?️ Let us know what you thought of the AMA and what topics you would like to see next here.

But are you following data best practices when it comes to Xplan?

For example, are you segmenting clients properly? Are file notes orderly and retrievable? Do you have zero client email bounceback?

If not, join me here on Thursday, 17 July from 3pm to 4pm AEST.

I’ve worked with many practices to optimise processes and boost everyday efficiencies. If it’s about establishing solid data foundations, there’s a good chance I can help you do so with Xplan. I’m here to help.

Don't miss out – post your questions in the thread now!

? Update: This AMA has now ended, but please continue to pop your questions in the discussion forums and make sure you tag me @"kenny.foo​" 

?️ Let us know what you thought of the AMA and what topics you would like to see next here.

Automation is one of Xplan workflows’ (i.e. tasks, threads, and cases) most useful features when it comes to running an efficient practice. You can kick off a new client workflow when you’re creating an Opportunity for a prospect, or have a review process start automatically when a client review is created.

There’s more than one way to skin a cat, and this phrase holds true if your proverbial cat is workflow automation.

Here’s a handy list of some of the ways (which you may not know about) to kick off a workflow:

Opportunities

Opportunities help you drive efficiency and visibility throughout the advice process.

They give you a clear view of where each client is in their advice journey, with the ability to trigger the right workflow at the right time. You can tailor Opportunities using different templates (e.g. new business vs ongoing advice), so the moment an Opportunity is created, the appropriate case workflow is automatically kicked off.

As tasks are completed, the workflow can be configured to seamlessly move the client to the next stage, keeping things progressing without manual effort and helping your team stay focused on delivering value, not managing admin.

Refer to this Opportunities micro-learn module in the Learning Centre to find out more.

Review

Are you using the reviews section to track client reviews? If not, then you definitely should! 

A lot of users may not know that you can also link reviews to a workflow (task, thread, or case) by type, so that when a review of a particular type is added, the linked workflow is automatically created. You can also have the workflow close off the linked review once completed, and to create a new review for the following period.

For more information and instructions, check out this handy Community article.

? Pro-tips: 

• Some practices use this feature to kick off non-review workflows. If you have tasks that need to be performed on a regular basis (e.g. send a quarterly newsletter or valuation report), you can use the review functionality for that purpose and kick off a relevant workflow.
• You can use base dates to kick off a thread prior to the review date by a specified number of days. Note that this is an advantage of using reviews linked threads vs scheduler.
  
  

Other workflows

Yes, you can use workflows to start other workflows! 

A common example for this is at the end of SoA workflows - say, if a client decides to proceed with the recommendations, completion of that workflow can trigger an implementation workflow.

This is done via the outcomes tab of a task, where you can specify the action of an outcome (“Add New Thread” in this case):

? Tip: Outcomes is super powerful for automating all kinds of actions, like creating a new file note, sending an email, creating a diary event, etc. Be sure to look through the list of available actions to see what’s possible! 

Diary

Similar to tasks, diary events have an Outcomes tab where you can trigger a workflow. This can be done either as a diary event template or as a once-off:

An advantage of using diary is the ability to activate workflows relative to the date of the event (via the use of base dates). For example, you can trigger a task to prepare for the appointment a couple of days beforehand.

File Notes

You can trigger either a thread or case template in the Workflows tab when creating a file note or file note template:

Another handy notes feature is the ability to create a follow-up task from an existing note via the “Actions” button in the note edit screen. This helps you ensure that nothing gets missed.

Scheduler

Scheduler allows you to schedule a series of pre-defined actions on either a once-off or regular basis. For example, you can set a scheduler to run every month to bring up a list of clients that have reviews due in that month, create a review workflow for each of those clients, and notify you of which clients these actions have been performed for.

Refer to this Scheduler micro-learn module in the Learning Centre.

Alerts

Alerts provide smarter, exception-based notifications that go beyond what Scheduler can do.

While Scheduler is useful for timing-based automation, Alerts offer deeper control by allowing you to define specific criteria, like portfolio-based triggers, that Scheduler doesn’t support. This makes Alerts ideal for proactive compliance monitoring or targeted marketing.

With an Alerts licence, you can automatically detect when key thresholds are breached, ensuring you're always on top of exceptions, not just running scheduled tasks.

For example, you can configure an alert to run daily and identify clients with an overdue Opt-In date. When the alert is triggered, it can automatically kick off a workflow to contact each client and renew their consent, helping you stay compliant without manual tracking.

Refer to this Alerts micro-learn module in the Learning Centre.

As you can see, there are myriad ways you can automate workflows. Deciding which one to use will depend on what makes sense for your own practice.

Do you use some of these already? Are you automating workflows in other creative ways? Let us know in the comments, we’d love to hear about them!