How Simploy cut client meetings from 90 minutes to 20 minutes with Tallyfy

What problem were you trying to solve?

The problem we had was a good problem to have - a blessing and a curse in that we were bringing on many new clients. When we do that, it involves work from several different departments internally. Sometimes that work happens in parallel. Other times, task A needs to be completed before task B can begin.

Our old system often resulted in inefficiencies, tasks being done twice, poor communication internally.

We were always trying to fix it. Email, internal communications, tapping people on the shoulder - we tried Google Sheets at one point. But every solution created new problems rather than eliminating the original one.

What happened when you tried Google Sheets?

It inspired a whole new challenge. We had to have conversations about what a Google Sheet was. I know it sounds simple, but ensuring everyone interacted with it correctly was like trying to row a boat in the same direction.

And it never reminded anyone to do anything. You had to be constantly, almost subconsciously thinking about updating it. If someone does not update it, the next person does not know what happened. The whole thing falls apart.

What processes do you run on Tallyfy now?

Client onboarding was our immediate priority. Since then, we have kept stumbling into other ways to use the software. Some colleagues use the individual task function as a personal to-do list outside of automated workflows.

We also run our workers comp policy renewals through Tallyfy. Our clients have insurance policies that renew at different times throughout the year. When a renewal approaches, it triggers a series of tasks for different team members.

There is a liability reduction. If those policies lapse in coverage, the insurance carrier will inflate the premium. You pay a penalty. That dollar amount is not something we could pass on to our client. Tallyfy has eliminated the opportunity for that to occur.

What features do you like most about Tallyfy?

For me, it is the tracker screen. It might seem simple, but I have Tallyfy set up as a favorite in Chrome. I am two to three clicks away from the tracker at any time.

Gone are the days of hey Katie, where are we with this? Hey Susan, where are we with that? It passively updates itself so I do not have to ask my colleagues the same question over and over anymore.

And they probably like that too.

How has this impacted your internal meetings?

On Tuesday afternoons, we have a new client meeting. That used to be an hour and a half at least of everyone updating the team on where they are with different new clients.

Now it is a 20 minute conversation and we use the tracker page as the agenda. It keeps that conversation flowing. We do not go down tangents and ramble. We can speak to specific new clients that are showing as overdue. If they are red, we talk about it.

Sometimes we discover the task did get done but it was not checked off. Then we have conversations about using the tool properly. But at least we recognize issues and can jump on them immediately.

Do you use Tallyfy with external clients?

With the right clients, yes. If I feel confident that the guest I am inviting will get it and it will make sense to them, we will go that way. If someone is self-confessed that they do not like computers and preferred phone calls throughout the sales cycle, that is a trigger that maybe they are not right for our guest-facing Tallyfy uses.

For clients who are digitally savvy, it allows them to better understand where we are in the process. Like tracking a pizza on the Dominos website or a Postmates delivery - I find value in tracking things. Tallyfy lets our clients have that same experience with employee onboarding.

What would happen if Tallyfy went away?

Simploy would be fine but my average heart rate would probably go up. I found a gray hair the other day for the first time. I would probably find more if Tallyfy went away.

In conclusion, you are not allowed to go away. It is purely hypothetical, but that tells you how much we rely on it.

Would you recommend Tallyfy to others?

Absolutely. The level of communication and support has been huge. We came to them with a challenge we could not even describe properly - like going to a doctor and saying “I do not feel right.” But they helped us define the problem and implement a solution.

The whole team has a make-it-work attitude. I have never requested something and been told it is just not possible. That kind of support matters when you are trying to transform your operations.