Welcome to Moxo! We’re excited to transform how you manage your customer, vendor, and partner projects - with maximum efficiency and seamless interaction. Get ready to streamline your client business processes!
This article will guide you through the basics to help you get started quickly, including:
- Setting up your portal
- Using Moxo workspaces for external projects
- Building workflow templates for repeatable processes
Customize Your Portal
You’ve signed up and created a Moxo portal. What’s next?
First, customize your portal to match your brand colors and logo by setting up your branding.
Next, finish setting up your own profile by updating your avatar and job description.
Create Workspaces
Workspaces are the core of Moxo, blending powerful workflow automation with seamless collaboration and interaction. Whether it's with clients, vendors, partners, and/or team members, create workspaces tailored to specific projects or processes. You can create workspaces from scratch, build your own workspace template, or customize a pre-built template from our template gallery.
To create a new workspace from scratch:
- Click on +New in the top right of your portal.
- Select Flow Workspace, 1:1 Workspace, or Group Workspace, based on your requirements and Moxo package.
- If you select Flow Workspace, click on new flow workspace or use an existing template.
- For a 1:1 workspace, select the member to start the direct chat workspace with.
- For a Group Workspace, add a workspace name and workspace members to start the group chat workspace with.
To build or use a template:
If you have a repeatable process or don’t want to start from scratch, visit the Templates section through clicking Library in your top navigation bar. You can build and use one of your own templates, or start with a template from our template gallery. Explore 50+ ready-made templates across a variety of industries and departments to help you get started.
While creating Instant Flow Workspaces, you can also set up roles without assigning specific users to these roles. You can choose to assign these roles to users at a later stage, once the flow workspace is live.
To start a new instant Flow Workspace:
- Click on +New in the top right of your portal.
- Click Flow Workspace, then select New Flow Workspace.
- When adding workspace participants, you can either add a participant or select Add Roles, mention the role name - for example project leader or client, then click Next to proceed.
- Drag and drop actions into the flow using the flow builder, then click Next.
- Customize and preview your workspace before your create it. Fill in details such as Workspace Name, Description, and Welcome Message. You can also add a Cover and Icon image for a more customized workspace.
- Preview your desktop and mobile workspace interface. Then click Start to create the workspace.
To assign an existing role and it's associated actions to a user:
- Click on the User Role icons on the top right of the Flow section.
- Click on the Assign button for each role created, then add a full name and email of the user you wish to assign to each role.
- You can also customize the invitation by adding a private message welcoming the user.
- Once completed, click on Assign to assign a user to this role.
Invite New Clients to a Flow Workspace
Now that you’ve set up a workspace, invite members into the workspace who need to participate in this process.
Add client users; they can be anyone external to your organization, including vendors or partners. Read more about your client's experience in Moxo.
To invite members:
- Navigate to the desired workspace, click on the "..." ellipses icon, and select Members.
- Click on + Invite Members to invite external users.
- Invite clients or internal users using their email address, or via phone number if enabled. Select Customize Invitation under the '...' ellipses icon to send a personalized message alongside the invite.
- Click Invite after adding workspace members to send your invitation.
Alternatively, you can copy the Workspace Link and share the unique workspace invitation URL on whatever channel you prefer.
Invite an Internal User
For admin users to invite internal users to the portal:
- Go to the Admin portal.
- Click on the Internal Users tab on the left side menu.
- Next, click the Invite button in the top right hand corner.
- Fill in the details of the internal users, like their name and email address, then click Send Invitation. Alternatively, click on Share Invite Link, copy the invite link, and share the link.
- Click + Advanced Options to assign clients or grant admin access to this new internal user.
Invite a Client
To invite a client from +New:
- Click on +New.
- Select Client.
- You can either fill in the client details, like name and email address. Next select a client group if you have any created, then click Next.
- Alternatively, click on Share Invite Link, copy the invite link, and share it with the client.
- Next, select a workspace to add the client to - either a new workspace or an existing workspace.
- If you select New Workspace, use the drop down menu to select the type of workspace you want to create.
- If you select Existing Workspace, user the search bar to select which workspace you would like to add the client to. Then click Send.
- If you select New Workspace, use the drop down menu to select the type of workspace you want to create.
Invite Users via Magic Links
Leverage Moxo's Magic Links to invite clients or internal team members to engage in a workspace without needing to create an account for streamlined collaboration.
How It Works
When a user is invited to a workspace via email or SMS, they will receive a Magic Link that lets them join the workspace without having to sign up or download the app. After joining, they can view the workspace, complete their assigned actions, and optionally sign up to join your portal.
Configuring Magic Links
New to Moxo? Magic Links are enabled by default for your organization, so you can start using them right away. For existing organizations, Magic Links are not automatically enabled for internal users but your Moxo support team can turn this on upon request.
By default, a Magic Link is valid for 72 hours. If it expires, a new link is automatically sent to the user attempting to access it.
Use Flow & Actions
Flow is the heart of your workspace. Flow guides users through a process, nudging them to take action and driving client projects to successful completion. Add and assign actions in the flow to collect documents, complete tasks, gather signatures and more. Users will be notified (via email or app) when it is their turn to act.
Start Interacting
Looking to support your clients, offer guidance, or engage in discussions? With Moxo workspaces, you get a dedicated interaction panel to interact seamlessly within the project or process. Send messages, share documents, and initiate video meetings - all in one place. No more sifting through emails or making phone calls. Drive client workflows with Moxo!
Build Workflow Templates
Unlock the full power of Moxo with workspace templates, using our drag-and-drop builder to create workflows and automate your process. Workflows can include actions such as forms, file requests, e-signatures, to-dos and more.
Manage With Reports
Manage your workspaces and measure your process efficiency with reports.
All internal users can view and manage their open workspaces. Admins get oversight across their team or all portal users. Track key KPIs, such as completion rates.
How Moxo’s Organized
Workspaces, Templates, and Actions are the most fundamental concepts in Moxo.
- Portal: Create a portal for your team or organization. This is what you create when you first sign up.
- Workspaces: Inside a portal, create workspaces to work with others on a process - e.g. onboarding a client or delivering a service.
- Templates: Templates make it easy to manage multi-step, repeatable processes inside a workspace. You can easily drag and drop actions to create an automated workflow.
- Actions: Create actions inside a workspace or a template for the different steps required to complete your process - e.g. collecting a document or requesting an approval.
- Users: Invite external users or internal users to be members inside workspaces. Learn more about user types and what external users see.
Download the Mobile App
Download the Moxo mobile app to receive instant notifications and take action across all your devices.