Help center
Step-by-step guides for everything in ProCharted. Can’t find what you need? Email support@procharted.com and we’ll get back to you.
New to ProCharted? Start here
Follow these steps in order to set up your firm and get your team working.
Getting started 3
Get started: your first week with ProCharted
A short checklist for your first week – set up your firm, bring in your clients, create your work, invite your team, then connect email, the client portal, time and billing.
Welcome to ProCharted: a quick tour
Find your way around ProCharted – the left menu, the Create menu, the search box, the Help button and your avatar menu – and see how clients, work, time and invoices fit together.
Set up your firm: a checklist
The steps to get your firm ready in ProCharted, in order – company details, work types, statuses, templates, team, email, billing and clients.
AI features 1
Settings 6
Create a status and add it to a work type
How statuses work in ProCharted, and the two ways to create your own status and make it show up on your work.
Work types: defaults, automations and statuses
Create a work type, set its defaults (template, assignee, role, budget, time billing) and automations, and choose its statuses.
Team members, access levels and permissions
Invite team members, and set each person's access level, permissions, hourly rate, avatar colour and assigned clients.
Your profile and notifications
Change your name and avatar colour, see your roles, and use the notifications bell, the Notifications page and notification emails.
Turn on two-step sign-in
Protect your account with a 6-digit code from an authenticator app or by email, and let admins require it for the whole firm.
Your ProCharted subscription: plan, users and payment
See your firm's plan, paid users and next bill, switch between monthly and yearly, and add or change the card - in Settings > Subscription.
Contacts 6
The client list – search, filter, bulk actions and importing
Find clients quickly, act on several at once (create work, archive, tag, export, email) and import clients from a spreadsheet.
Add or edit a client (individual or organization)
Create an individual or organization, update their details, emails, phones, addresses and custom fields, and merge duplicates.
The client profile page
Everything about one client in one place – contact info, work, time, files, notes, invoices and payments, emails and the client portal.
Client team: set a client owner and a client manager
Give each client a client manager who does the work and a client owner who is told when something goes wrong.
Find a client or a work item with search
Use the search box at the top of every page or the Contacts list to find a client or a work item by name, email or phone number.
Group clients with tags
Create tags in Settings, add them to clients one by one or in bulk, filter your client list by tag and create work for everyone with a tag.
Work items 10
Your Home page: what to work on today
Home shows where your work stands, what is overdue or due today, what's coming up this week, and queued work you can pick up.
"Your day": see what to do first today
A short daily plan at the top of Home, written by AI from your work, emails and client portal - what to do first, who you're waiting on, and what's at risk.
The Work page: find and manage your firm's work
How the Work page is organised (Active Work, My Work, Queued, Completed, Archived), what the cards mean, and how to filter and update several work items at once.
Create new work
Create a work item for one or many clients, assign it to people or a role, set dates and budget, and add a repeat schedule, automation or email sequence.
Inside a work item
A tour of a work item: the Summary page with details, time budget, subtasks and notes, what each tab is for, and how to set a reminder.
Subtasks and subtask templates
Break work into steps with subtasks, and save time with subtask templates that fill in the steps, assignees, budgets and automations for you.
Build a subtask template with AI
Describe a job, paste a checklist or learn from past work, and ProCharted builds the subtask template for you to check and save.
Notes on work items and clients
Write notes on a work item like a chat, reply to a note, mention teammates with @, attach files, and find notes on the Notes tabs.
Keep a client's files in folders
Upload files to a client or a work item, sort them into folders, and move, rename, share or delete them on the client's Files tab.
Find files across all clients: the Documents page
See every client's files in one list, check what clients sent you, restore deleted files from the recycle bin and set the folders every client starts with.
Recurring work 1
Roles & queue 1
Automation 1
Email 4
Email templates
Save emails you send often, with placeholders for the client's name, and reuse them when composing, in automations and in email sequences.
Connect your email and see client emails
Connect your Microsoft (Outlook / Microsoft 365) mailbox from Email so ProCharted can show your emails with each client and send emails and email sequences.
Email sequences: automatic reminder emails to clients
Send a client a series of emails (for example a document request and follow-up reminders) that stops by itself when the client replies.
The Email page: read, write and file emails
Read your mailbox inside ProCharted, see which emails are from clients, write emails with templates and checks, and save attachments to a client.
Time 1
Billing 1
Client portal 2
Share files and get documents signed through the client portal
Invite clients to a secure portal where they upload documents, download files you share, sign documents and download their invoices.
Ask a client for documents and answers with a request list
Send a client a checklist of files, questions and Yes / No items. They complete it in your client portal and ProCharted reminds them until it's done.