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.

1. Practice profile and template setup

• 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.

2. Recording client conversations

• 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.

3. Monitoring compliance and ROI

• 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.

4. Continuous improvements

• 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.

5. Go beyond file notes - automate documents

• 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.

6. Continuous review and optimisation

• 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.

Next steps

1. Check your practice profile is complete.
2. Invite your team to Claras.
3. Install a document template, then create one for a client.

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

Updated on: 14/06/2025