Log into the ImagineTime Portal using https://yourfirmname.imaginetime.com. Enter the email address and password associated with your “Firm” (figure 1). Select the “Sign in” button.

Figure 1 Screenshot of Portal Sign In page.

Figure 2 below is the login landing page for the “ACME Corporation”. This example is showing a single client and two firms. Your login landing page may only show your clients and a single firm. Select your “Firm Name”.

Figure 2 Screenshot of the firm login landing page.

Figure 3 below shows the “All workspaces” landing page. Here you would see all of your clients. To add staff, select the “Firm Settings” link from the sidebar menu on the left side of your screen.

Figure 3 Screenshot of the “Workspaces” All client Workspaces screen showing location of “Firm Settings” link.

Select the “Members” link below the firm name (figure 4). This will load the staff “Members” page showing your firm’s staff members (figure 5).

Figure 4 Screenshot showing the location of the “Members” link.

Figure 5: On the “Firm Settings: Settings::Members” screen you can select the Orange “Invite Staff” button to enter your staff information and send an “Invite” email for a new staff member to connect to the portal. Each staff member entered will require a separate license linked to a unique email account. The first account created should be the “Account Owner” entry. The example below shows the account owner’s name, the email address of the owner, which is directly linked to the account license, the permissions “Owner”, and the account status “Active”.

Figure 5 Screenshot showing account owner entry and additional workflow selections.

Figure 6: Selecting the “Invite Staff” button gives you the option of creating a single staff entry or performing a “Bulk staff upload” by downloading a “CSV” template.

Figure 6 Screenshot showing options for staff entry.

Figure 7: If as an owner you purchased only a single license, selecting the “Create new Staff” button will result in a notification box displaying “No remaining licenses”.

Figure 7 Screenshot showing “No remaining licenses available”.

Figure 8: Selecting “Invite Staff” with available licenses will display the “Invite staff members to ImagineTime” dialog box.

1. Who would you like to invite?

To “Add staff” enter a valid email address and the full name of the new staff member. Selecting the checkbox for “This staff member has owner privileges”, will authorize the new staff member full control. This allows the staff member to see and manage all files and folder actions. Leave this checkbox empty for standard staff permissions.

2. Add a personal note to the invitation email (optional).

3. Preview and send email.

Figure 8 Screenshot showing required and optional information to invite staff to use the portal.

Figure 9: You can select the “X” in the upper right corner of the screen to close the email preview. You may make any corrections needed, or select the “Send now” button to complete inviting staff.

Figure 9 Screenshot of email preview

Figure 10: Clicking on the “Bulk Staff Upload” selection will load the dialog shown below indicating “Step 1 of 3”.

Step 1 of 3: Select the colored text “Click here to download a CSV template”.

Figure 10 Screenshot “Step 1 to download CSV template” for “Bulk Staff Upload”.

Figure 11: Using the Windows operating system the template download should show on the download bar at the bottom of your screen.

Figure 11 Screenshot of the download bar showing the CSV template downloaded on Windows OS.

Figure 12: The file “staff_bulk_import_template_csv” is a Microsoft Excel template file. The actual file location for the newly download file should be the default download folder setup on your computer system. If you are not sure what this location is, you can click the “Show in folder” selection to open the Windows “file explorer” app. The file explorer app will open to the location of the newly downloaded template and highlight the CSV file. Once in the file explorer, you can “double click” the highlighted file to open in Excel. If you are sure of the default download folder, simply Mouse “click” on the small up arrow and select “open”.

Figure 12 Screenshot showing Windows OS download bar with staff_bulk_import_template_csv file options dialog.

Figure 13: Selecting open or double-clicking the CSV file in file explorer will open the “staff_bulk_import_template_csv” file in Excel.

Fill in the staff information and save the template to your local machine.

Figure 13 Screen shot of empty “Staff_bulk_import_template_csv” Excel template.

Figure 14: The following example shows an image of the Excel CSV template with several staff entries added. Note that the “Samual Ball” entry has been granted “Owner” privileges within the portal, while the others receive standard permissions. Once you have entered your staff save the file to your local machine. This should be the location it was downloaded to originally.

Figure 14 Screenshot showing Excel CSV template with staff members entered for bulk upload.

Figure 15: Return to the “Upload your CSV file dialog” where you downloaded the CSV template from. You can drag the completed CSV template file from a file explorer window and drop it in the “CSV Upload box” depicted below or click in the “grey” area of the “CSV Upload box” to open a file explorer window to navigate to the folder the saved template file is in. Double click the template file or single click it and select open to start the upload process of the template file.

Figure 15 Screenshot of “Upload your CSV file” dialog to upload the completed CSV template.

Figure 16: The “Review Import” dialog box shown below with staff from the CSV file accepted for importing. Select the “Cancel” or select the “Continue Importing” to import the new staff.

Step 2 of 3:

Figure 16 Screenshot showing the “Review Import” dialog.

Figure 17: Selecting the blue “Continue Importing” button will display the “Invite staffs” verification dialog. You can select the white “x” or the red “Never mind” to cancel this dialog without completing the upload at this moment. You can select the “Upload only” button to upload the new staff to the portal without sending the invite to the new staff or select the “Yes, upload and send invites” to all new staff uploaded to the portal with the CSV template.

Figure 17 Screenshot “Invite staffs” verification dialog.

​Figure 18: Selecting “Upload only” or “Yes”, “upload and send invites” will display the “Step 3 of 3” Import Results dialog shown below. If you discover this information contains errors you can still upload and correct the errors in the portal. Otherwise, you can press the “x” button in the upper right of the dialog to cancel the upload. If the information is correct select the “Okay” button to complete the upload to the portal.

Figure 18 Screenshot “Step 3 of 3” Import Results dialog.

Figure 19 below shows the new staff uploaded and active in the portal. If you selected “Upload only” you can select the orange “Resend Invite” button to the right of the staff information to send the invite when needed. The orange “Reset Password” button will send an email to the staff member allowing them to change their password.

Figure 19 Screenshot showing new staff uploaded to the portal.

Figure 20: There are two additional selections you can click on in the “Settings: Members” dialog that we have not discussed. Selecting the blue “Staff member name” will open a “Context Menu” on the right side of your screen – Figure 21. Selecting the small blue “Gear icon” will load the “Settings: Member::Update Staff” page Figure 22.

Figure 20 Screenshot showing the location of two additional configuration settings.

Figure 21 shows a “Context Menu” opened on the right side of the “Staff Details” screen. This dialog shows information about the selected staff member and allows the “Owner” to edit this information. Using the mouse cursor to hover over the different fields will make visible additional selections for each field you would like to edit.

Figure 21 Screenshot showing Staff Member information context menu on right side of the screen.

Selecting the “Gear Icon” shown in Figure 20 loads the “Settings: Members: Update Staff” dialog Figure 22. In this dialog, you can change the staff member to “Active or Inactive” using the dropdown box. Selecting the “checkbox” for “This staff member has owner privileges” will allow “Owner” privileges, while not checking or removing a checkmark will assign “Standard” privileges. You may also turn “on” or “off” E-Signature Access for this staff member. You can “Save” or “Cancel” changes, either will return you to the “Setting: Members” screen.

Figure 22 Screenshot of Settings: Members: Update Staff dialog screen selected from Gear icon (figure 20).