Practice Management / Operations

MyDocSafe includes Practice Management tools that help your team manage internal work, client tasks and day-to-day operations in one place.

The feature is designed to help you keep track of who is responsible for what, what needs to happen next, and which client or matter each task relates to.

You can use Practice Management to organise and monitor work such as:

Instead of tracking tasks in separate spreadsheets, emails or notes, your team can manage work directly inside MyDocSafe, alongside the relevant clients, portals, documents and workflows.

Tasks are the core building block of Practice Management.

A task can be created for a specific piece of work and assigned to a team member. Each task can include useful details such as:

This makes it easier to see what needs to be done, who owns it, and whether it is still outstanding.

Tasks can be assigned to specific users in your organisation.

This helps managers and team members understand responsibility clearly. Instead of relying on informal email chains or verbal instructions, each task has a clear owner.

Team members can use their task list to see what is assigned to them and prioritise their work.

Tasks can include comments, allowing team members to discuss progress, ask questions or record decisions.

This keeps the conversation attached to the task itself, rather than scattered across emails or messaging tools. It also creates a useful history of what happened and why.

If your team regularly performs the same type of work, you can use task templates to save time.

Templates help standardise common processes, such as onboarding a new client, preparing documents for signature, or completing internal checks.

Using templates helps ensure that important steps are not missed and that work is handled consistently across the team.

Practice Management may also include time tracking tools, allowing users to record time spent on tasks.

This can be useful for:

Tasks can also be assigned to clients and published in their client portal.

This is useful when you need a client to complete an action, such as uploading a document, filling in a form, reviewing information, signing a document, or confirming that something has been completed.

When a task is published in the client portal, the client can see what they need to do from their own portal view. This helps keep client-facing actions organised and reduces the need for separate reminder emails or manual follow-ups.

Client tasks can be used alongside internal tasks, giving your team a clearer view of both sides of the process: what your team needs to do, and what is currently waiting on the client.

Practice Management helps bring together the operational side of your work with the client-facing tools already available in MyDocSafe.

This means your team can manage tasks, portals, documents, forms, workflows and e-signatures from the same system.

The main benefits include:

A typical onboarding process may involve several steps:

Using Practice Management, each of these actions can be represented as a task, assigned to the right person, tracked to completion, and discussed internally where needed.

To get started, open the Practice Management or Operations area in MyDocSafe and create your first task.

You can then assign the task to a team member, add a due date, include any relevant instructions, and update the status as work progresses.

For repeatable processes, consider creating templates so your team can follow the same steps each time.