To begin, log into your portal (using your specified domain name and password provided in your welcome email. If you do not have this information, please email Shannon at sdavis@imaginetime.net).

Figure 1 shows the “All Workspaces” landing page. When a “Staff Member” logs into the portal for the first time, this page should not have any “Clients” listed.

Figure 1 Screenshot from ImagineTime Portal showing the “All Client Workspaces landing page”.

When the “Account Owner/Admin” signs in for the first time. They should take a few moments to setup their “Firms” settings.

Figure 2: Select “Firm Settings” from the sidebar menu on the left side of the screen. This will load the “Firm Settings: Settings::Overview” dialog screen. Our customer support team will setup the account with the “Company Name” as specified by the account owner. Select the blue “Update firm logo” text to the right of the “Logo” box to paste in your firm logo – Figure 3.

Figure 2 Screenshot of Settings: Overview screen for customizing new firm settings, such as firm Logo.

Figure 3: You can upload or paste in a new logo. You can replace an old logo by selecting “Update Firm Logo” below the existing logo.

Figure 3 Screenshot showing the updated “Firm Logo”.

In Figure 4: You may enter your primary address, as well as a secondary address if required by selecting “+Add address” below the “Primary Address“.

Figure 4 Screenshot showing new primary address added and location of + Add address.

On the right side of the “Firm Overview” screen (figure 3), you will see your Firm’s “Subscription status:” (Figure 5), the number of “Staff Licenses:“, and the “Total active staff”. Located below the “Total active staff:” is the “Add licenses” icon. At this time self-managed subscriptions are not activated. Please be aware, a separate license is required for each active staff member. If you need to add more licenses, please contact “sales@imaginetime.net“.

Figure 5 Screenshot of the Subscription status screen area.

Figure 6: Located below “Subscription status:” you will see the “Clients & Contacts” info section showing “Total Clients” and “Total Contacts”.

Figure 6 Screenshot of “Clients & Contacts info section”.

Figure 7: From the “Firm Settings: Settings::Overview” screen, select the “Members” button above the “Firm Name”.

Figure 7 Screenshot of Firm Settings: Settings: Overview screen showing “Members” button location.

Figure 8: 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 8 Screenshot showing account owner entry and additional workflow selections.

Figure 9: 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 9 Screenshot showing options for staff entry.

Figure 10: If as an owner you purchased only a single license, selecting “Create new Staff” button will result in a notification box displaying “No remaining licenses”.

Figure 10 Screenshot showing “No remaining licenses available”.

Figure 11: 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 the email.

Figure 11 Screenshot showing required and optional information to invite staff to use the portal.

Figure 12: 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 12 Screenshot of email preview.

Figure 13: 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 13 Screenshot “Step 1 to download CSV template” for “Bulk Staff Upload”.

Figure 14: Using the Windows operating system the template download should show on the download bar at the bottom of your screen.

Figure 14 Screenshot of the download bar showing the CSV template downloaded on Windows OS.

Figure 15: 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 15 Screenshot showing Windows OS download bar with staff_bulk_import_template_csv file options dialog.

Figure 16: 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 16 Screenshot of empty “Staff_bulk_import_template_csv” Excel template.

Figure 17: 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 17 Screenshot showing Excel CSV template with staff members entered for bulk upload.

Figure 18: 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 18 Screenshot of “Upload your CSV file” dialog to upload the completed CSV template.

Figure 19: The “Review Import” dialog box shown below with staff from the CSV file accepted for importing. Select the “Cancel” or select “Continue Importing” to import the new staff.

Step 2 of 3:

Figure 19 Screenshot showing the “Review Import” dialog.

Figure 20: 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 20 Screenshot “Invite staffs verification dialog.

​Figure 21: 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 21 Screenshot “Step 3 of 3” Import Results dialog.

Figure 22 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 22 Screenshot showing new staff uploaded to the portal.

Figure 23: 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 24. Selecting the small blue “Gear icon” will load the “Settings: Member::Update Staff” page Figure 25.

Figure 23 Screenshot showing the location of two additional configuration settings.

Figure 24 shows a “Context Menu” opened on 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 24 Screenshot showing Staff Member information context menu on right side of the screen.

Selecting the “Gear Icon” shown in Figure 23 loads the “Settings: Members: Update Staff” dialog Figure 24. In this dialog (figure 25), 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 25 Screenshot of Settings: Members: Update Staff dialog screen selected from Gear icon (figure 23).

Figure 26 below is a screenshot of the “Custom Tags” screen. Each item in the vertical column labeled “Name” represents a custom file folder. Tag’s with a lock icon, in the last column to the right side of the screen can’t be deleted or modified. These are global tags created by the system itself.

You can create your own “Custom Tags” to organize client files and folders. Folders within folders are allowed. Custom “Tags” once created can’t be deleted.

Figure 26 Screenshot of “Settings:: Members:: Update Staff” dialog screen.

You can create two different folders “Types” shown below (figure 27) and (figure 28) as “year” or “other”.

Once a custom folder is created a “gear icon” will show in the column with the “Lock icons” below. You can select the new “gear icon” to edit the folder details, name, or type. You cannot delete the new customer tag.

Figure 29 Screenshot of “Custom Tags” dialog with a new tag showing “gear icon”.

Figure 30 shows a screenshot of the “Firm Settings:: Advanced Settings” landing page by selecting the blue “Advanced Settings” link shown underlined below. This information dialog shows the current settings for the items listed in the left column under the “Settings:: Advanced Settings” section. You can customize these settings for your firm by selecting the blue “Update” button at the bottom of this section.

Figure 30 Screenshot of “Advanced Setting” current settings dialog.

Figure 31 is a screenshot of the “Advanced Settings:: Update Settings” dialog box. The first four configuration items have drop-down selection boxes for available options. The last two selections use the slider button to toggle on or off the desired setting. You can any changes you need for your firm, then “Cancel or Save” your changes.

Figure 31 Screenshot of “Advanced Settings:: Update Settings” dialog box.