Best practice setup guide: Getting the most from Claras

Claras handles the admin, but a smart setup makes the difference between good and great.

Use this step-by-step guide to tighten your workflow, lift the accuracy of notes and documents and scale quality across your team.

Create a complete practice profile (Under Settings > General). It feeds every document with details like fees, accreditations and address.
Add your team and set roles (From the Team page). Advisers, Practice Manager and Assistants all working from the same page.
Review your meeting and document templates before you invite the wider team. Consistent outputs start with good templates.

Record every client conversation. Make it a habit - phone, video or in-person. Accurate transcripts start with a clean audio source.
Use Claras’ built-in recorder for in-person meetings, instead of third-party tools like Otter. One click, one platform, zero uploads.
Connect Microsoft Teams so every meeting lands in Claras automatically.
Only have your mobile? Record a Voice Memo, then share to Claras using our mobile app.
Use a Bluetooth mic in the middle of the table for face-to-face meetings. It picks up everyone clearly.
Wrap up your meetings with a verbal summary - or add a note to your meeting in Claras - so actions and deadlines are rock solid.

Check the meetings-to-notes ratio on the Analytics page. A 1:1 ratio is the gold standard.
Monitor usage and adoption, see who on your team needs support or training.
Measure ROI. Analytics show you who's creating notes and documents, to understand value creation and time savings.

Start with Claras’ default templates, then tweak them to fit your requirements and wording.
Refine each template as you spot improvements and gaps. The system learns and your output keeps getting better.
Use section prompts (eg. “strategy rationale”) to nudge advisers towards clear, compliant language.

Start creating documents once your notes are humming. Engagement letters, Paraplanner Requests, ROAs and client updates come together in minutes.
To get started, copy a document template from the Claras library. You'll find it under Templates > Documents. Then create a document from the client profile page.
Once you're comfortable creating documents, try building your own. Just tell Claras what you need, then refine using the flexible editor.

Keep client profiles tidy, removing unwanted documents or attachments. Clean data means better summaries and fewer edits.
Task your CSO/Assistant to schedule your meetings in Claras, then do the post-meeting admin. This gives you more client time, and nothing slips through the cracks.
Run short refresher sessions - 10 minutes in a team meeting keeps habits sharp.

Take some time to set Claras up, and you'll wonder how you ever worked the old way!

Updated on: 14/06/2025

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