Know who: Because Business Is About People.
who by whY-us? is a people-first Business Management Platform
who combines CRM, your branded client portal and powerful operational tools into one flexible system.
who philosophy is simple: businesses succeed by understanding and supporting people.
Because Business Is About People
- Know who:
Build stronger relationships through a central CRM and customer database. - Connect who:
Provide a branded portal for clients, prospects, employees and partners. - Support who:
Automate everyday processes, communication and customer service. - Empower who:
Give your team the tools, information and confidence to work more effectively. - Grow with who:
Start with the features you need today and add more as your business evolves.
Connected Business Tools That Work Better Together
No long-term contracts. Scale when you’re ready.
who is Built for Businesses That Need Flexibility
who adapts to your business and gives you the option to grow.
Most CRM systems are built around fixed pricing models and disconnected tools. As your business grows, this often leads to multiple systems, duplicated work and limited visibility.
who is designed differently. It combines a CRM with your branded client portal, giving you a single, structured system to manage relationships, documents and workflows, without forcing you into features or pricing you don’t need.
A perfect business management platform.
- CRM, Client Portal & Employee Portal working together
- One place for client and employees documents and communication
- Flexible module choices that adapt to your business
Simple actions will improve your business...
Managing contacts, documents and communication across multiple systems, can quickly become inefficient as a business grows.
Emails, shared drives and multiple 3rd party disconnected tools can lead to lost information, duplicated work, reduced visibility and multiple subscription fees that soon get expensive.
who brings everything together into one structured system, combining a powerful CRM with your own branded client portal and employee portal in one place, with just one subscription.
This business management platform allows your business to manage contacts, share documents, capture data and streamline workflows in a secure, central environment, designed to adapt as your business evolves.
Learn more about CRM systems in our Business Software Explained In Simple Terms.
YOUR BRAND CLIENT PORTAL
More than just client access
Clients, prospects and partners can log in to view information, share documents and take action, creating a more professional and structured experience from first interaction.
OFFICE FINANCE SUITE
Structured financial workflow
Quotes, detailed proposals, subscriptions and invoices are created and managed in one system.
FOLDERS & FILES SHARE
Everything organised
Documents are stored and shared securely, so selected teams and clients always access the latest versions.
DOCUMENT GENERATOR
Generate documents faster
Create document templates that automatically pull through client data, reducing manual work and improving storage and accessibility.
DIGITAL E-SIGNATURES
Approvals without delays
Contracts and documents are signed electronically, allowing work to start without unnecessary delays or 3rd party software.
CALENDAR & APPOINTMENTS
Stay coordinated
Meetings, tasks, appointment booking links and deadlines are managed in one place, in sync with Microsoft/Google, keeping teams aligned and on schedule.
CUSTOM FIELDS
Built around your business
Capture the exact information your business needs, tailored to your processes and workflows.
AUTOMATION WORKFLOWS
Nothing missed
Tasks, emails, folders, subscriptions, documents, reminders and more are triggered automatically, ensuring processes run consistently.
MARKETING & DRIP CAMPAIGNS
Stay connected
Automated email sequences keep leads engaged and maintain regular communication with clients and prospects
FORMS DATA CAPTURE
Capture information efficiently
Enquiries and onboarding details are submitted through forms in your portal or external websites and feeding directly into your system.
PROJECT MANAGEMENT
Track work clearly
Projects are broken into tasks and timelines, giving full visibility of progress and responsibilities.
SUPPORT TICKET CENTRE
Support made simple
Client queries are logged, tracked and managed in one place, improving response times and accountability.
PORTAL & PUBLIC WEB PAGES
Structured information sharing
Create branded website pages within your portal to share updates, guides and key documents with clients and prospects.
LEARNING MANAGEMENT CENTRE
Support ongoing development
Provide free or chargeable structured training and resources to help clients or teams learn and stay informed.
EMPLOYEE PORTAL & ONBOARDING
Onboarding and ongoing team support
Guide employees through onboarding, capture key details, share company resources and manage secure access
Choose your who package...
Our unique pricing model means you can evolve your business management platform, CRM and your own branded portal with your company
Office
- CRM SYSTEM
Upto 2 user Licences - YOUR OWN BRANDED PORTAL
For Unlimited Contacts - OFFICE FINANCE SUITE
Quotes, Detailed Proposals, Invoices & Expenses - FOLDERS & FILES
Share System - DOCUMENTS TEMPLATES & GENERATORS
With Dynamic Fields - DIGITAL E-SIGNATURE COLLECTION
With Audit Trails - CALENDAR
With Office365 / Google WorkSpace Integration - CUSTOM FIELD CREATOR
- 500GB STORAGE
- USER GUIDES
Included On Page - AUTOMATION WORKFLOW PACK
- FULL AUTOMATION WORKFLOWS
Add-on £20 per month - MARKETING CAMPAIGNS & DRIP CAMPAIGNS
Add-on £30 per month - FORMS DATA CAPTURE
With Embed, Checkout & Stripe integration
Add-on £20 per month - PROJECT MANAGEMENT
Add-on £20 per month - PORTAL WEBSITE PAGES
Add-on £20 per month - CUSTOMER TICKET SUPPORT CENTRE
Add-on £20 per month - LMS CENTRE
Add-on £20 per month - EMPLOYEE PORTAL
Add-on £80 per month
Essentials
- CRM SYSTEM
Upto 10 user Licences - YOUR OWN BRANDED PORTAL
For Unlimited Contacts - OFFICE FINANCE SUITE
Quotes, Detailed Proposals, Invoices & Expenses - FOLDERS & FILES
Share System - DOCUMENTS TEMPLATES & GENERATORS
With Dynamic Fields - DIGITAL E-SIGNATURE COLLECTION
With Audit Trails - CALENDAR
With Office365 / Google WorkSpace Integration - CUSTOM FIELD CREATOR
- 2TB STORAGE
- USER GUIDES
Included On Page - AUTOMATION WORKFLOW PACK
- FULL AUTOMATION WORKFLOWS
- MARKETING CAMPAIGNS & DRIP CAMPAIGNS
- FORMS DATA CAPTURE
With Embed, Checkout & Payment Gateway integration included - PROJECT MANAGEMENT
Add-on £20 per month - PORTAL WEBSITE PAGES
Add-on £20 per month - CUSTOMER TICKET SUPPORT CENTRE
Add-on £20 per month - LMS CENTRE
Add-on £20 per month - EMPLOYEE PORTAL
Add-on £80 per month
Pro
- CRM SYSTEM
Upto 50 user Licences - YOUR OWN BRANDED PORTAL
For Unlimited Contacts - OFFICE FINANCE SUITE
Quotes, Detailed Proposals, Invoices & Expenses - FOLDERS & FILES
Share System - DOCUMENTS TEMPLATES & GENERATORS
With Dynamic Fields - DIGITAL E-SIGNATURE COLLECTION
With Audit Trails - CALENDAR
With Office365 / Google WorkSpace Integration - CUSTOM FIELD CREATOR
- 2TB STORAGE
- USER GUIDES
Included On Page - AUTOMATION WORKFLOW PACK
- FULL AUTOMATION WORKFLOWS
- MARKETING CAMPAIGNS & DRIP CAMPAIGNS
- FORMS DATA CAPTURE
With Embed, Checkout & Payment Gateway integration included - PROJECT MANAGEMENT
Project & Task Management - PORTAL WEBSITE PAGES
included - CUSTOMER TICKET SUPPORT CENTRE
Add-on £20 per month - LMS CENTRE
Add-on £20 per month - EMPLOYEE PORTAL
Add-on £80 per month
Complete
- CRM SYSTEM
Upto 100 user Licences - YOUR OWN BRANDED PORTAL
For Unlimited Contacts - OFFICE FINANCE SUITE
Quotes, Detailed Proposals, Invoices & Expenses - FOLDERS & FILES
Share System - DOCUMENTS TEMPLATES & GENERATORS
With Dynamic Fields - DIGITAL E-SIGNATURE COLLECTION
With Audit Trails - CALENDAR
With Office365 / Google WorkSpace Integration - CUSTOM FIELD CREATOR
- 2TB STORAGE
- USER GUIDES
Included On Page - AUTOMATION WORKFLOW PACK
- FULL AUTOMATION WORKFLOWS
- MARKETING CAMPAIGNS & DRIP CAMPAIGNS
- FORMS DATA CAPTURE
With Embed, Checkout & Payment Gateway integration included - PROJECT MANAGEMENT
Project & Task Management - PORTAL WEBSITE PAGES
included - CUSTOMER TICKET SUPPORT CENTRE
included - LMS CENTRE
included - EMPLOYEE PORTAL
included
Enterprise
- CRM SYSTEM
Upto 1000 user Licences - YOUR OWN BRANDED PORTAL
For Unlimited Contacts - OFFICE FINANCE SUITE
Quotes, Detailed Proposals, Invoices & Expenses - FOLDERS & FILES
Share System - DOCUMENTS TEMPLATES & GENERATORS
With Dynamic Fields - DIGITAL E-SIGNATURE COLLECTION
With Audit Trails - CALENDAR
With Office365 / Google WorkSpace Integration - CUSTOM FIELD CREATOR
- 2TB STORAGE
- USER GUIDES
Included On Page - AUTOMATION WORKFLOW PACK
- FULL AUTOMATION WORKFLOWS
- MARKETING CAMPAIGNS & DRIP CAMPAIGNS
- FORMS DATA CAPTURE
With Embed, Checkout & Payment Gateway integration included - PROJECT MANAGEMENT
Project & Task Management - PORTAL WEBSITE PAGES
included - CUSTOMER TICKET SUPPORT CENTRE
included - LMS CENTRE
included - EMPLOYEE PORTAL
included
Changing Plans, Users, Modules and Add-ons:
User Licences can be added or removed at anytime, but you will be charged the highest User Licence quantity in the any given month pro-rata. If removing a licence means changing Price Plan that does not contain a module you had, you can retain the module at the ‘Add-on’ price. Add-ons can be added or removed per month but you will be charged per month for the highest quantity modules in that month. Removal of an Add-On may affect automations or workflows you have created.
Included in every who plan...
Learn about each who module...
CRM ALL-IN-ONE SYSTEM
Manage and view details of all your Companies and Contacts, with full history and overviews and quick access to every active module, all on one central page.
- Sort all Company information records in one place
- Sort all Contact information natively or in Companies
- Record all notes, view all records of Companies and Contacts
- View all module Contact interactions within record
- Segment all Companies and Contacts for easy filtering
- Assign Companies & Contacts to internal staff / Co-Ordinators
OWN BRANDED PORTAL
Professionalise your business and impress all Contacts with your own branded portal, that’s accessible on mobiles, with comprehensive access and communication tools.
- Branded as your company for ultimate professionalism
- Login address on your subdomain e.g welcome.yourdomain.com
- Responsive on all device screen sizes with smartphone wallpaper app link
- Choose who to invite to access your free or chargeable access branded portal
- Choose which modules to share with individual Contacts and Companies
- Change wording and naming conventions to your preference e.g. Estimates to Quotes
OFFICE FINANCE SUITE
Manage your sales prospecting and internal finance, with a huge range of quotes, proposals, invoice and expense tools with integrated payments and payment gateways.
- Create and send Quotes with static and variable products / quantities
- Create and send high detail multi-page proposals with embeds media.
- Get notifications when Quotes are viewed, accepted or request more info
- Onlne click acceptance of Quotes and E-signature on detailed proposals.
- Create, send one-off invoices or recurring subscription invoices
- Multiple currency options with tax options by item line or full invoice.
FOLDERS & FILE SHARING
Share and receive files with any Company and Contact in controlled document spaces with protected and public links. No need for 3rd party software for large files searching in mailboes.
- Automatic folder structure for every Contact and Company
- Create bespoke folder structures per Contact and Companies
- Choose access privileges and Shared Folder access
- Create file request links and send in emails
- Automatic notifications when files uploaded and updated
- Send large folder file transfer secure links, password expiry dates.
DOCUMENT GENERATORS
Create internal HR documents and policies or contracts and agreements, Save as templates and insert placeholders for data merge and send for digital e-sign with audit trail.
- Create branded documents and save as templates in library
- Use dynamic placeholders to auto populate content from CRM fields
- Create content blocks to directory templates and insert on any document
- Create documents for digital e-sign by single or multiple Contacts
- Send links for Contacts to directly access documents within your portal
- Create internal documents to send too selected employees / users
DIGITAL E-SIGNATURE
Save paper, time and money getting all your documents electronically signed by staff and Contacts with individual or multiple signature requirements and full audit trail.
- 'Type name' and 'draw name' digital e-signature in documents and proposals
- Dynamic placeholder fields to auto-populate names or details.
- Full audit trial and timestamp with date and IP address
- Add digital e-signatures to detailed proposals, forms and contracts
- Add digital e-signatures to detailed proposals, forms and documents / contracts
- Fixed alert in client portal to advise there are documents waiting to be signed
CALENDAR & APPOINTMENTS
Your portal Calendar includes all your key dates including Follow-ups, Project Tasks* and Appointments. Includes 2-way sync integration with Office365 and Google Workspace on all devices.
- CRM / Portal calendar for meetings, follow-ups and appointments
- Share meetings, follow-ups and appointments in Contacts portal calendar
- Integrate with Microsoft Office365 and Google Workspace and across devices
- Set calendar appointment templates and make available to Contacts and staff
- Set availability rules for appointment duraction, time in between and block specific times / dates
- Integrates with Project Management to show task and project deadlines
CUSTOM FIELD CREATOR
Your CRM already includes a huge range of key data fields, but you can also create your own, in categories, and utilise across the modules to tailor to you business needs.
- Create your own custom fields in Contacts and Companies
- Create open text single, multi-line, WYSIWYG fields for module integration
- Create fixed response types including date, file uploads, dropdown, radio and more
- Create calculation fields and write custom formulas
- Use as placeholder fields to auto-populate as dynamic fields in documents and modules
- Create custom field categories to manage where custom fields show
AUTOMATION WORKFLOWS
A comprehensive automation platform to save time and administrative tasks across a range of modules including CRM, portal, documents, subscriptions, segmentation, folders and more.
- No coding needed automation configurations and generators
- Automate repetitive tasks to save time and remove administration costs
- Move Contacts and Companies to different status through automations on actions
- Generate documents and actions based on Contact and Company actions
- Create Folder and File libraries depending on actions, Contacts and Companies
- Create multiple automations from multiple actions across multiple modules
MARKETING & DRIP CAMPAIGNS
Create and send your marketing campaigns, sending to your CRM targeted audiences, including drip campaigns and automation rules, all in one platform.
- Send simple text or creative image email marketing campaigns within the platform.
- Create Marketing email campaigns using built-in content builder blocks and send
- Paste html design code from external builders into the content builder and send
- Send targeted email campaigns to segmented database using built in targeted audience lists
- Create drip campaigns to schedule and automatically send based on campaign rules
FORMS DATA CAPTURE
Capture and collate data in your CRM with forms embedded in your portal or on external websites. Create conditional formatting rules, QR Codes or customised URLs for quick access.
- Embed forms on external websites and capture data directly in CRM
- Embed forms in portal pages with pre-fill field options from existing field data
- Create forms with Conditional Logic to determine follow on capture fields / questions
- Send automatic portal invitations to CRM Contacts and Companies
- Sell products and services. Take immediate payment & set-up subscription payments
- Set workflows and automations* on completion of conditional logic settings
PROJECT MANAGEMENT
Integrated project management tool enabling you to manage all your tasks and any portal users tasks, with timers, invoicing, task files and approval functions.
- Manage Projects with Tasks and Sub Tasks assigned to staff and portal users
- Create Task dependencies, follow on Tasks and monitor progress with dashboard views
- Choose which staff or Contacts can view by Projects or individual Tasks
- Upload documents per Project or Tasks for complete working visibility
- Assign Tasks for portal users to view files for approval or provide feedback
- Create both staff project chat boxes and portal user chat boxes per Project
PORTAL & PUBLIC WEBSITE PAGES
Create website pages within your portal with restricted or open access by page or content rows on a page. Use for info pages, news updates, sales, onboarding processes and more.
- Create website pages within your portal and limit view by Staff, Contacts, Compnies and Segments
- Limit view of specific content rows within a page, to specific Staff, Contacts , Companies and Segments
- Create portal website pages using easy drag and drop content boxes
- Embed media including images, videos and forms
- Allow / restrict page views to portal users only, or allow to non portal users.
- Send notification emails to Contacts that have access to pages to inform of updated content
SUPPORT TICKET CENTRE
Integrated Customer Support Ticketing system that allows you to manage your complete business support from one place, assigning to any staff member with time/ stamps and status’.
- Manage all your support in one place with Tickets removing reliance on individuals from multiple mailboxes
- Ticket thread collates responses from all staff in one ticket with date / time stamp.
- Assign Tickets to any Staff member within designated teams
- Create your own Ticket status and priority settings
- Create your own tags for quick and easy sort and find
- Create multiple folders to sort and manage your inbox
LEARNING MANAGEMENT CENTRE
Your Learning Management Portal can be used for onboarding, staff development, paid or free learning modules with additional content resources .
- Create free or chargeable Learning products for people to access online
- Learning products for staff to complete through onboarding or continuous learning plans
- Create single course or multi course modules for staff and portal users
- Create course content using intuitive drag and drop content biuilders
- Set course goals with defined progress stages
- Require learners to watch specific content before progressing further
EMPLOYEE PORTAL & ONBOARDING
Welcome new and retain existing employees through a secure, branded portal that simplifies onboarding, improves communication and gives your team easy access to the information and tools they need.
- Branded as your company for a consistent employee experience
- Welcome new employees with structured onboarding and company introduction videos
- Capture employee profile information and digital forms securely online
- Share policies, handbooks, documents and company announcements in one place
- Control access to CRM, projects and other platform modules based on employee roles
- Give employees 24/7 access from desktop, tablet or smartphone with optional app shortcut
- Expand with additional modules such as Learning Management*, forms, approvals and internal communications as your business grows
* Requires module to be active on your account to function.
Not sure which who Plan to start with?
FAQs
Access to the portal is fully controlled by your business. While it is commonly used for existing clients, you can also provide access to prospects, partners or internal team members where appropriate.
This means the portal can be used at different stages of your business process, from initial enquiries and proposals through to ongoing service delivery and support.
Each user is given secure login, ensuring that information is only accessible to the right people at the right time.
Yes, you can choose to apply 2 Factor Authentification at User Level or Organisation level.
Yes your CRM and Client Portal is accessible on a wide range of devices including smartphones, tablets, laptops and desktop screens.
On iOs, simply go to your CRM URL (we create this for you), click the Share Arrow, then ‘Add to Home Screen’. This will save the link as an App icon on your Home Screen
Yes, this is an online, internet accessible system.
Yes, we simply work on a month to month contract so you only pay for one complete month at a time.
Payment is made by monthly subscription
If your payment fails on the first attempt, we will try and take the payment again on day two of the monthly renewal date. If day two fails, we will try and take the payment on day three of the monthly renewal date. If the third payment attempt fails you will not be able to access your account until the payment has been completed. You will receive notifications if a payment fails and how to resolve.
No, you are not charged per Client Portal end user
If you cancel a module add-on, you will lose data, functionality, and/or automations that are utilised with the cancelled module.
A Business Management Platform is a central system that brings together the essential tools a business needs to manage its day-to-day operations. Rather than using separate software for CRM, client communication, projects, documents, invoicing and automation, a Business Management Platform combines these functions into one connected environment.
Who by whY-us? is a people-first Business Management Platform that helps businesses manage customer relationships, streamline processes, improve collaboration and provide branded online experiences for clients and employees, all from a single, flexible platform.
A CRM is designed primarily to manage customer and prospect information. A Business Management Platform goes much further by combining CRM with additional tools such as client portals, project management, document sharing, digital forms, workflow automation, invoicing, employee onboarding and communication.
This means your business can manage people, processes and information in one connected platform, reducing the need for multiple software subscriptions and disconnected systems.
Automation Workflows Pack in the Office Plan includes:
- Convert To Client
- Send Email To Contacts, Internals and Externals
- Send portal access invitation
- Add/remove tags
- Deal Generator
- Manage subscriptions
- Create Deals
- Move Deal Stages
- Create note in Contact / Company profile
- Send SMS function – purchase SMS send credits separately)
Upgrading to Full Automation Pack includes over 40 Automation actions and flows
Want to understand how business software works?
Read more of our business technology ‘Simple Terms’ explained articles:
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