Ignite Spot x Ping

Hey, guys. How's it going? Uh, super excited to spend some time with you today talking about one of the coolest tools that we just added to our firm, uh, which is called Pink. Uh, Pink has been a really great tool for us in helping us to understand

what's going on in all of our communication and and connections with our clients, but also at the same point, helping to, uh, service and and and surface a lot of different insights

that are going on with our firm that happen in regular communication.

So what I wanna do is talk you guys through or share a little bit of the insights that we found that were super valuable,

walk through some of the great features that we have, uh, found and used within the platform as well, and kinda give you a little bit of a a context on why we feel like it's been valuable for our firm. So first things first, of course, as you guys can see, this is the homepage.

Coolest part about the homepage here is that it is starting with letting you know what meetings you have coming up. You can also decide if you wanna send a notetaker to those meetings, confirm, and see if we need to prepare for those meetings as well. Just a lot of really great features for surface context to help you understand what's going on. Also, we can see down here below a list of the voice recordings that we've had along with, uh, what we have from all of our meetings and historical details going along with that as well. So lots of really good detail just to help us to be able to understand what's happening. Now as you can see here, I clicked into the, uh, build agenda for us, uh, which dives us right into this actual session that's going to be coming up, uh, in our coming week, uh, or this coming week. What we can do also along with this too is bring in here and actually generate and create a note or a memo that goes along with it as well. Gives us some great detail, helps us to understand what's happening with the client, and really just makes it much more professional for us and what we're doing is sending out to the client.

Along with this as well too is it gives us the chance to add additional people, connect with them, or also link them to specific clients that we're gonna be interacting with. So lots of really awesome

feature sets right available for you at the beginning of your experience.

Before we dive in, uh, to a lot of the other features, I think it's critical for us to just to talk through some of the functionality that comes in, uh, with our, uh, settings.

Now one of the the good things or interesting things about settings with this as well is we have the ability to actually set what our tone is going to be like for the generated emails

and communication that Ping is going to help us create.

What we can do within here when we click on that settings option is select the colors that we wanna associate here. If we do,

specifically

pick and decide the length of our communication,

also diving into our specific style. And then there's this feature which is available, is generate my tone. What this does is actually goes in and looks at your historical emails and communication style and brings a tone built directly back in here for you so that it can be used for all of the other presets or all of the other

drafts that it's going to create in the future for your communication.

Of course, as you can see here, it's gonna analyze those, tell us what our writing style is.

Gonna dive through that process here as it builds that analysis.

As we continue on down while that's building it out for us, what we can do is also add specific things like our email features.

You can see that it's already generated

that custom style for us. If we want, we can add any

additional information that we want along with it as well up here too.

With this though, what we get to pick and choose is how the emails are going to come like are going to show up or the email signature that's gonna show up as it sends directly out of, uh, Pink. So if you want to create a specific email signature or import that in there, if you're using this to send drafts or notes or memos to your clients. All of that's available directly in here. Um, and then also we have our restart option down here below. Now when it comes to our meeting assistant, this is actually what is going to be logging and tracking our communications within our Zoom or Google Meets

meetings.

This is what's going to be tracking

that detail for us, creating the scripts and information so that we can store that within the Ping platform

so that it can actually give us details and insights into what's going on with

what's going on with each of our client meetings.

Now we also get to pick and choose what we want it to be named. As it relates to here, we can update and change that any way we like. We can also add or change the image so that you can customize it to your particular firm.

Also, along with this as well is we have the ability for this to auto join the meetings, uh, giving us the ability to be able to come in and directly attack those meetings that were or or directly

added to each of the meetings that we have going on. We also have the ability to add meeting tags, which allow us to be able to organize

some of the meeting types for us to do searching with in the future. And so if there are particular types of meetings or particular types of, uh, items that you wanna track, you can go ahead and customize

those any which way you like.

The email assisting feature, which is coming to be which is going to be customizable in the future, allows Ping to start auto crafting emails for you. As you can see, it creates these, uh, custom labels here already directly connected to your inbox,

um, allowing you to be allowing Ping to start building specific

things for you or coding them so that you can have them prepared and ready for you to review or work on in the future.

Um, as you can see up here, we also have the ability for us with that tone that we set up in our general settings for it to draft

automatically draft responses to particular emails that have come into our inbox,

giving us the ability to

quickly send out responses to communications to our clients, but also start preparing

those emails to be able to go out so that if there is something that's just a standard simple enough response that we need to navigate through, it can go ahead and do that for us as well. Now one of the things that I really like about this

about this new labeling feature is actually that you can skip the inbox.

What that means, of course, with that is is that it's going to auto start coding these items specifically into these labels that have been connected to your to to your

email.

We specifically use Google in our organization.

And so what this does, of course, is create these labels. You can set it up to where it skips the inbox, automatically notes each of those areas so that when I come in to my inbox, I'm not overblown with a whole bunch of specific information that may not be critical. I can

this time, I can come back and review each of those items or take care of the necessary things. Specifically,

you see or look at things that we need to respond to, specific items that require us to be actionated or actioned

or specific things that just potentially require us an FYI.

We may wanna keep those in our inbox and leave those as primary communications, whereas everything else we may want to skip.

This, of course, just makes it a little bit cleaner for you as a part of your organization to to navigate and and work through it. Now there are a lot of different types of integrations that you can set up. In this instance, we have it set up with Google Calendar

as well as Gmail.

Again, it's fully integrating each of those tools, recognizing when your meetings are, and of course, bringing in preparing those email assistance available for you in your, uh, in your Gmail account as well. There are several other integrations that are available, uh, right now as well.

Connect direct connections into multiple project management tools, giving you the ability to not only create,

uh, update and upload meeting notes, but also being able to create actionable items,

Specifically,

uh, the notification of working in tasks directly from the communication or the meetings that you've been working on. So really awesome features there. Along with this as well, you can see that there's direct, uh, connections to CRM or to a CRM or CRMs

for you to be able to track or log this also for your sales team.

We'll have the ability, of course, to directly connect it into some potential contract management tools in the future that will allow us to

allow us the ability to start auto creating

proposals

from the sales calls and interactions we have, which is gonna be a really great feature. Looking forward for that coming out. Also, with this too, we have the ability to log and track the the phone calls that are going on. As you can see down here below, we have RingCentral,

Quo, and Dialpad.

All of these are going to integrate those calls directly back into Ping. So again, we have a single source of truth for all of our communication that is going on within each of our clients. Not only is it email, not only is it video calls, but we're including voice calls in there as well. Just making it that much easier for us to be able to navigate through everything.

Next up, of course, is we have our firm organization where we can designate specific seats or people to be invited to it. And then we have our billing detail, allows us to be able to update and make those specific changes there. So lots of really good context and really good information available in the settings. It's not just something that's really easy or not something that's really basic when it comes to setting up. This is an AI tool. And so it's allowing us to customize what those interactions are going to be like for us in our particular firm, which I think is great. Um, really like also that custom tone if you want to. You can standardize that across your entire firm. Um, we've made it, of course, available so it's customized to each individual employee so that our

customers actually feel like it's us responding to them or preparing that information.

Um, when you can use that customer based tone, it creates or or specific tone that's customized to each of us. It does give a greater feel when that preparatory process. So it's less items we have to modify when it comes to us preparing to send those items out.

Let's go ahead and dive into the client section. There's so much that we can talk about specifically when it comes to the client section. Um, as you can see here, there's things or there's details directly on which specific client and their name that's associated with them, all of the contacts that we've set up and direct connection with them so that we can quickly log

in to one or we can close it out. It also associates what specific team they're in within our organization.

So against, we can have visualization into who's assigned, who's working on, and how we're going through there. It also gives us the, visualization

as to what specific clients,

uh, we last interacted with. And so if there's a client that, uh, you as a firm are looking at or wondering when the last time that we reached out to them, that last interaction screen is going to really help or column is gonna really help us to be able to see who and what we've contacted or communicated with. It also has a notification on which specific project management tool, uh, that these are connected to. And so if we have some information that's built into maybe our HubSpot instance that hasn't been moved over into client status within Double or within

or within Carbon,

it's going to show us what specific tools are connected to it at this time so you can be able to see all detail that are going on with it. So you can see there's a really long list. It can be as long as you absolutely need.

Remembering back to some of those setting pages, some of the project management tools have the ability to actually directly import your clients as you're working on them as well, which is, again, is gonna cut down on the amount of time. It'll bring their contacts and details in for you, um, very easily. So let's go ahead and dive into one of the client examples. We can look at what this experience is going to be like, uh, for our particular firm. So first things first, of course, we have details regarding who this customer is, what it is that they're doing or that we're doing with them, or also who they are as a company. And so, uh, as you can see, it builds out specific, uh, descriptions based on what's what it is that they do. Also, starts to highlight particular information regarding their their goals that they have as an organization.

We can, of course, put these in, which will be referenced as a part of the AI in the future. But those client goals are going to help us to be able to make sure that we're recognizing and remembering what the critical needs are for our client. In this example, a lot of it is focusing on tax deductions, making sure that we're optimizing what's going on for the benefit of the organization or that client.

It also gives you the detail of, again, who we are particular who is particularly

we are working with at the client,

and we have the ability to add in particular information regarding what

specific details are associated with this client. We can build particular

portals for it. Is there an accounting system, a revenue model that they follow, cash versus accrual?

Also, is there particular types of meeting preferences?

I know that we store these in a lot of different places, a lot of different note capturing pieces, or potentially in Google Docs or Drive folders that are just sitting out there. Being able to put it in one single spot does make it a lot easier for us to make sure we have a profile, make sure we have good understanding of who these clients are. We can also log a bunch of other key details that directly associate with it as well so we can be able to come back and see who these clients are and help support them later on.

Let's go ahead and dive down into the digital footprint. I think this is a really great or really cool tool that comes up with this as well.

Ping, of course, is directly connected

and

into AI. So what it's doing is actually going out or we can actually have it go out and particularly search for information around these companies.

So it can do a lot of different things where it can go out and search Yelp. It goes out and search specific

details on the around

websites or things along those lines for these clients, and allows it to be able to come back and really create a detailed summary of who these clients are. Now, of course, in some situations, you're gonna have a handful of clients that have multiple

multiple contacts or multiple potential websites that are associated with them out on the Internet. And so you have the ability to pick and choose who it is that you're working on or working with and help to make sure that that detail is is correct. So we're gonna go ahead and select that and have it actually confirm and finish building that digital footprint for us. While it's initiating that research, I wanna highlight this particularly over here as well, which of course is the ability for us to, for it to see what the last interactions were or what potential items were changed most recently with this client. So as you can see here, we have not only changes and adjustments to the customer profile here, but we also have records and details regarding the particular client communication.

It documents what day it was that we worked with them or talked with them. It also tells us if it was a voice recording or something along those lines and gives us a lot of really good context as to when the last time we actually spoke or worked with each of these individual clients. It also, um, particularly

brings some highlighted information on what's most critical to it.

Specific items like this where it's like also things that we need to do about confirming categorizations.

Like, it's bringing that critical detail right into that summary for us so that it's nice and easy for us to quickly reference without having to dive into a whole bunch of other pages.

Now as it's continuing, you can see that it's going through and pulling up and creating this analysis

of what your client is and who they are. It's doing a full step function where it's actually going in and creating

just a profile for you as an organization to be able to understand what's happening, what's going on in the client's business, and of course, how their interactions are with the, uh, with the outside world.

Next piece I wanna show up, uh, to go to pull into, of course, is this timeline. The timeline is a list of all of the communications that have happened

with that client in the most recent period.

Um, as of course, you can see there's been 18 total in, uh, contacts with particular client. It shows you copies or what types of communications they particularly are. In these situations, we have a bunch of voice recordings.

Down here, we also have some additional meetings or particular notes that we've added for those clients. There's just a lot of really good detail that's now being profiled for us that if we're just looking to understand what's going on with the client, whether you're a manager or whether you're getting prepared to to reach out to the client,

all of this information is going to be right at your fingertips, really easy for you to start scanning through. Now, of course, you also have the ability to be able to filter by different meeting types. So if we wanted to come through and start looking at the email detail,

all of that is directly in here based on the direct connections that were going on within the

that are through the email connection. You can see that there is particular details or items that came in here for our communication back to the client and the client to us. Lots again lots of really good context. It just, again, gives good

consolidation

of of interactions with our clients. On the meeting side, of course, it does the same thing where it starts to bring in all that detail referencing that these, of course, were Zoom meetings with those clients.

But get again, giving us the context of what's happening. We can also create, download these. We can go to the meeting page. We can also see if there's any additional notes that are associated with it. The other part that go that's great with this, and we haven't highlighted this particularly yet, is the ability to sync it directly to your project management tool. If your project management tool has, uh, through

the ping connection,

has the ability for you to be able to go in and

update

particular information over there such as summaries of meetings or notes or things like that, Clicking on the sync, uh, sync, uh, button to those platforms is gonna push that information over to that. So again, it's stored in multiple places.

If your team is always working or poor people on your team are always working in the project management tool, this is a way for them to to inform them of what's going on and things outside of those interactions.

In our organization,

we have people that don't always necessarily work or interact with the clients via phone calls or may not be interacting with them 100%

through tools such as Ping. But then we want them to see all the detail that's going on with those meetings. So if there's particular items that need to be updated within the books or just specific communication

things, this gives us the ability to sync that information over and push it into being an actionable option.

Along with this as well too, it does create some action detail from the meetings that we have with our clients, again, giving us the ability to be able to create

or push tasks directly into our project management tool that allows us to be able to actually assign specific things, um, directly from our meetings to,

uh, the project management tool, which, of course, cuts down on the amount of manual work that's going back and forth, but also gives the detail as to what's going on with those meetings and interactions.

Going into our meeting section, this is where we get to see the list of all of the interactions that we've had historically

with those particular clients.

This, of course, as you can see, gives us a full visualization of those meetings when they happened, what time it was, who are the people who attended,

allowing us to quickly jump into each of these items, noting

who were the speaker, who were the people that we're interacting with. Uh, again, just giving us really great context as to what's happening with the organization where we can filter and navigate through more information there. It also allows us to add specific things to our up and coming meetings.

When it comes to our action items, as you can see before, we had a couple of particular items that we had assigned to people or that were potential pending that we're going through. This is again that full list of those items that are available for us to look at. Again, this intent is not for it to replace your project management tool. This is just again tasks and items that are being brought to the surface based on the the communication we have with our clients, which again cuts down on the amount of time that we have of

taking notes by hand and then having to communicate

them or report to someone else.

Again, it just makes it really nice and easy and simple for us to to be able to work through.

Now I wanna come back to the client's profile because I think there's some really cool things here that I wanna reference as well with it. Not only is Ping doing a good job on gathering and aggregating information

for us about these particular clients

interactions that we have. It also has gives us the ability to be able to search that information. So down here, we can create an or or open the ping chat, which gives us the ability to start actually asking the AI bot what is going on with particular things. So in this situation, you can see we have the client selected

that we want to navigate through, and we can ask them any particular questions that are critical. So first things first, we may wanna come in here and say, hey, we have a new meeting coming up with big

big big w construction.

Let's go ahead and ask it what are the critical items that we need to make sure that we bring up on our next call.

As soon as we type that in and go ahead and click send, it's gonna start doing research into everything that's going on with each or all the communication that's happened with the particular clients

and bringing that information to the surface. Now, again,

we wanted to know what we need for our next coming up and coming meetings so that we can be best prepared for it. As you can see, it brought up specific documents

that are required that we need to make sure we gather from them. And it also references time stamps on the particular meetings that this was extracted from.

And so, again, that's super helpful for us to be able to know how to best prepare for our next meeting. Also gives us the ability to confirm specific items or a list of things that we need to confirm on our next call

and what things we need to bring to the surface level. Of course, getting access to Gusto so that our can be able our team can be able to work on the payroll review. Critical piece with it as well as it also gives us a section of what potential items we need to get clarification from the bookkeeping side. All of this, of course, is just really making this easier for us to not have to remember everything, go back and look at all of the notes and details from potentially two or three phone calls that have happened, but surfaces that information right at our fingertips. It also lets us a bit gives us the ability to turn these items into specifically,

like, for example here, a short agenda for our next call.

We can go ahead and ask it to be able to create this short agenda and give us the context of what needs to be covered. And so, again, we're getting just really nice and frames out what we need to cover in these interactions.

We may not share this stuff directly with our clients as we're going through, but, it's just really good information for us internally to make sure we don't miss anything when we go into those calls and we're not flying blind, um, as we're navigating through them.

Again, Ping has been a really great resource for us as an organization.

And the reason why is because it's not only creating profile and detailed specific information for us to understand what's happening with our clients, but it's also allowing us to be able to get back to what we do best, which is the accounting and the services, uh, and then the consulting services that are directly related to our clients. It's cutting down on the manual work that we're doing by going in and adding notes and handwriting and preparing for different items because it's actually aggregating that information for us and pushing it to the the specific tools that we use on a regular basis. I'm really excited that our firm implemented Ping into our organization because, again, it really is just creating a better visualization of what we need to do in order to help our clients navigate forward, but also for us as leaders in our firms to be able to get more insight as to what's going on with our clients

and our particular teams.