Tools Our Team Uses

At In2itive Biz Solutions, we use a core set of tools to communicate, manage client work, track time, create deliverables, and keep projects moving.

You are not expected to know every tool perfectly on your first day. You are expected to learn the systems required for your role, use them consistently, and ask questions when you are unsure.

One of the most important parts of working successfully on a 100 % remote team is making sure information lives where the rest of the team can find it.

If work only exists in your head, inbox, or private messages, the team cannot effectively manage it.


Our team is 100% Remote.

Canva

Used for: Design, graphics, presentations, social media content, and creative assets

Canva is one of the primary creative tools used by our team.

Depending on your role, you may use Canva to create or work with:

  • Social media graphics

  • Carousels

  • Reels and video

  • Presentations

  • PDFs

  • Client marketing materials

  • Ad creative

  • Website graphics

  • Brand assets

  • Templates

Team Expectations

When working in Canva:

  • Use the correct client folder and brand assets.

  • Follow the client's established fonts, colors, logos, and visual style.

  • Use existing templates when appropriate.

  • Name files and designs clearly.

  • Keep client materials organized.

  • Do not permanently alter master templates unless instructed.

  • Double-check spelling, dates, phone numbers, URLs, and other details.

  • Make sure you are working inside the correct client's materials before editing.

Pretty is not enough. Accurate matters.

GoHighLevel / Build Beautiful

Used for: CRM, funnels, websites, forms, calendars, automation, email, and marketing systems

GoHighLevel is the underlying platform used for many of the marketing and operational systems we manage for clients, including our Build Beautiful platform.

Depending on your role, you may work with:

  • CRM records

  • Contact information

  • Pipelines

  • Forms

  • Calendars

  • Websites

  • Landing pages

  • Funnels

  • Automations

  • Email campaigns

  • Newsletters

  • Workflows

  • Social scheduling

  • Lead tracking

  • Client communication systems

Team Expectations

Changes inside a client's account can affect real leads, customers, appointments, websites, and communications.

Before making significant changes:

  • Make sure you are in the correct client account.

  • Understand what you are changing.

  • Test forms, links, workflows, and automations.

  • Do not delete existing assets unless specifically authorized.

  • Be particularly careful when modifying active automations.

  • Ask before making changes that could affect a client's live customer journey.

When in doubt, ask before clicking the button that cannot easily be un-clicked.

Clockify

Used for: Time tracking and understanding project profitability

Clockify is our time-tracking system.

Team members are expected to accurately track the time they spend working on assigned client projects and internal company work.

Time tracking helps us understand:

  • How long work actually takes

  • Whether projects are properly scoped

  • Whether client accounts are profitable

  • Where our team is spending its time

  • Whether workloads are reasonable

  • Where processes may need improvement

Team Expectations

Track your time accurately and consistently.

Whenever possible:

  • Track time as you work rather than reconstructing it later.

  • Select the correct client or project.

  • Use clear task descriptions.

  • Separate unrelated activities when appropriate.

  • Do not inflate or estimate hours unnecessarily.

  • Do not intentionally underreport time to make work appear faster.

We want accurate information.

If a task takes significantly longer than expected, that is useful information. It may mean the scope, training, process, or expectations need to change.

Accurate time tracking is not about catching people doing something wrong.

It helps us run the company intelligently.

Slack

Used for: Internal team communication and collaboration

Slack is our primary internal communication platform.

We use it to communicate about:

  • Client work

  • Projects

  • Questions

  • Updates

  • Deadlines

  • Team announcements

  • Problems

  • Approvals

  • Internal collaboration

Team Expectations

Use the appropriate Slack channel whenever possible so information remains visible to the people who need it.

When communicating:

  • Give enough context for someone to understand your question.

  • Tag the appropriate person when action is required.

  • Avoid sending multiple fragmented messages when one clear message will work.

  • Communicate problems early.

  • Do not assume silence means approval.

  • Keep confidential client information within approved company systems.

  • Be professional and respectful.

Most importantly:

Do not hide problems.

If something is late, broken, confusing, missing, or going wrong, tell the appropriate person.

We can solve problems we know about.

Gusto

Used for: Payroll and team administrative information

Gusto is used for payroll and certain administrative functions related to working with In2itive Biz Solutions.

Depending on your employment or contractor arrangement, you may be asked to use Gusto to provide or manage information related to:

  • Payroll

  • Payment information

  • Tax documentation

  • Personal information

  • Employment or contractor documents

  • Other administrative requirements

Team Expectations

Please make sure the information you provide is accurate and current.

Because Gusto contains sensitive personal and financial information:

  • Protect your login credentials.

  • Use a secure password.

  • Do not share your account.

  • Review your information carefully.

  • Notify the appropriate team member if something appears incorrect.

Where Does Something Belong?

A simple way to think about our systems:

Creating something?
Start with the appropriate production tool, often Canva, GoHighLevel, or another role-specific platform.

Talking about something?
Use Slack.

Tracking how long it took?
Use Clockify.

Managing a client's leads, funnels, website, automations, or marketing systems?
Use GoHighLevel / Build Beautiful.

Managing payroll or administrative information?
Use Gusto.

A Few Important Rules

Use Company Systems

Whenever possible, company and client work should remain within approved company systems rather than personal accounts.

Protect Passwords and Access

Never send passwords through unsecured messages or store client passwords in personal documents.

Use approved password-management and access procedures.

Keep Things Organized

Naming conventions, folders, channels, and project structures exist for a reason.

Use them.

A file called:

FINAL-FINAL-v2-USETHISONE-REALLYFINAL

is a cry for help, not a file-management strategy.

Document Your Work

Another team member should be able to understand:

  • What you did

  • What still needs to happen

  • Whether something is complete

  • Whether there is a problem

  • Where the relevant files live

Ask Before Making High-Risk Changes

If an action could affect:

  • Client money

  • Client data

  • A live website

  • Leads

  • Advertising

  • Automations

  • Customer communications

  • Account access

  • Billing

  • Reputation

and you are not absolutely sure what you are doing:

Stop and ask.

The Goal

These tools exist to help us work together effectively.

We do not use software for the sake of having more software.

Each system should help us create visibility, accountability, organization, and consistency.

The goal is simple:

The right work.
In the right place.
Visible to the right people.
Completed accurately and on time.