In this Supercharged! Masterclass Jordan looks at another one of those core Podio structure conundrums: should you build a Podio app to track all of your users/team members or should you simple use their Podio user accounts?
It’s a tricky subject and has a potentially huge impact on how your system is designed and how your users interact with it.
Jordan looks at the best practices he employed building hundreds of different Podio systems around the world, and deeper into WHY you would want to use a Podio app to track your users as a default approach.
In this masterclass you’ll learn:
- How there can be a massive increase in “system noise” by putting Podio users directly onto an app
- The massive improvement in visibility you get when you use a Podio users app (you can see everything that the user is connected to and create much better reports)
You’re watching another supercharged masterclass with Jordan, Samuel Fleming your opportunity to learn the ins and outs of Podio design and development from one of the top Podio partners in the world. Hey, it’s
Jordan Fleming 0:14
Jordan Fleming here with another supercharged masterclass. Now, today, I’m gonna dive into something that I care a lot about when I develop Podio systems. And that is whether I use a Podio sort of user field, or whether I have my users in the app, and I link to that app on an item to instead of like linking to a poor user, I actually link using a relationship field to a another app. So instead of having the Jordan Fleming Podio user, I’m linking to a Jordan Fleming item in a user’s app. This is actually, there’s a lot of really fundamental things around this subject. So I’m gonna dive in to Podio right now, and I’m gonna show you what I think. Let’s take a look.
Okay, so here we are in Podio. Now, let me explain what I mean by do I use a Podio user or do I link. So here I am, in my little test workspace, I got this app, very simple app. And you can see here, I’ve got two reports, two, and then I’ve got a Podio user. And these are what they call members of this workspace members of my organisation, these are Podio accounts here.
Now, most often, I see people building apps. And of course, when they’ve got a, you know, this is assigned to or this account is managed by I see them use this member fields, this is what I call the Podio user field, I see them essentially put Podio users on to an item as a way of denoting an ownership or something like that. And that’s fine. But of course, there are some problems with it. And it’s also lacking a certain amount of opportunity. So when you use a Podio user, in this case, I want to assign my supercharged podcast user, that’s that user, this is my user now assigned on this item. That means that any sort of updates to this item, unless I’ve silenced the app with notifications, it’s going to notify my user.
And of course, I can use this as filtering. I can say, Okay, well, which which person, I can filter down this app and say, Okay, well, which Podio user? Is it? Is it myself or any of these users? So there are those capabilities in there. But it can be noisy unless I shut down those notifications. Is there a better way? Well, I think there is. And that is where you actually create another app. And you keep your users there.
And to do this, I’m going to pop over to my assigned force real estate system that I have used for so many years, and I’ve built. And so here we have, what we have a user’s app, and you can see you’ve got the name, and you’ve got, you know, all sorts of information, stuff you can’t necessarily get in a Podio user, I can put all this stuff in here, I can put what phone number they used to call or text from their email addresses a signature permissions group, I have a lot of opportunity here. But there’s another reason that this is a really good way to go.
And, in fact, there are two key reasons I do this more often than not, and that is number one. The noise by linking to a relationship field, I can use Citrix PWA, to create notifications when I want them. And I don’t really have to silence anything as much. That’s number one. But the second is an even deeper one. And that’s if I scroll down a little, Hey, are you using Podio to manage your real estate investment business Wait, click the link to find out why 1000s of real estate investment professionals are using Podio plus smartphone to make more calls, send more text and close more deals, click the link. You can see I’ve got Podio account here. So I know which Podio account to use. But it’s actually just an app.
But here’s the key thing. At the bottom, we have all these related items. And that’s the key bit because with the Podio user, I am very limited in my ability to see the whole picture. But as we’ve already talked about another masterclasses, one of podiums great strengths is the fact that you can use relationship fields to build this complicated web and to see the whole picture. And this is the same by linking to a user who is actually an item in my users app. I’m able to see all the context all the documents, all the tasks, all the offers, I’m able to see everything that this user is attached to I could build tables using calculation fields, I can have that whole picture. And that’s actually having that centralised is a really, really big deal. It really, really helps.
So for me when I’m building a new Podio system, or when I certainly when I used to, I don’t do it very much anymore. But I will always build a user’s app. And that users app will, I can have all the fields in there that I need to, you know, shirt size and date of birth and all that stuff, I need to track my people. But by linking to that, from the different apps around my Podio, I am making sure there’s one single point where all the ownerships point to and whether it’s tasks or properties, whether it’s calls or texts, or emails, or contacts I own or opportunities or sales, whatever it is, they’re all points that one user.
And that means I have a phenomenal opportunity to see that whole view. And of course, I can create views. And I can create tables to make it easier to visualise. And that’s something you can’t do efficiently by using the Podio user field. So if it’s me, I’d always recommend build that users app, you can track lots more information, and then use relationship fields to link in. Well, there you have it. I hope that explained it. As I say this is kind of one of those fundamental things that you only really learn when you’ve built a lot of systems. And that just ability to have every part of your system linked to a user in as an item in an app.
And as opposed to that Podio contact. It gives you so much better visibility. It cuts down on the noise. It gives you great opportunities to use information in the users app using Citrix PWA. So you can kind of look for things or if this user has that do this, you can create automations around assigning that is much more detailed and based on the information in that app. So you can have skill sets or something and look for all people within this and assign. There’s just a lot more opportunity. And Podio is about getting those opportunities. S
o I recommend you take a look at that I recommend that you look at how this would fit into your Podio ecosystem. And as always, of course head over YouTube, give the subscription Bell a bang, subscribe to the channel. Do make sure you check out the podcast on all your podcast platforms. And please give it a like share or review. It does help spread the gospel of Podio now, you saw something in this video you didn’t like you want to talk to me about something you want to argue or get me to review something get me to talk about something, head over to the website. We are game changes.com Or the YouTube channel drop a comment. I’ll do my best to respond as quickly as possible. And of course, do make sure if you are interested on being a guest on the podcast, check over there as well. Thanks for watching.
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