All Guides

Guides

Practical guides for getting the most out of doconvoy.

Team security

Sharing Client Credentials Across an Agency Team

Scope access by client and role so each person sees only the accounts they work on, share individual secrets through encrypted expiring links, keep a record of who accessed what, and revoke and rotate when someone leaves. For standing team logins, use a password manager.

Client intake

How to Standardize Client Intake With a Reusable Request Template

Build the request once and reuse it for every client of that type. Define the set of documents or fields you always need as a template, then create each client's request from it, with the protection and branding set once at the project level.

Security

Is It Safe to Send Passwords Over Email or Slack?

No. Email and Slack were built for conversation, not secrets. A password sent in either sits in message history you don't control, where it can be exported, searched, or forwarded. Use an encrypted expiring link or a password manager instead.

Immigration

How to Stop Chasing Immigration Clients for Missing Documents

Remove the reasons clients go quiet: send one clear, organized request instead of scattered asks, tell each client exactly what's needed and by when, and let automatic reminders handle the follow-up so you're not writing 'gentle reminder' emails by hand.

Access control

How to Make Every External Link Your Team Sends Meet the Same Security Standard

Don't leave link security to whoever creates the link. Set a default standard for external links, who must authenticate, whether a passcode is required, and when it expires, and enforce it so every link starts protected instead of relying on someone to remember.

Access control

How to Revoke Access After You've Already Shared a Link or Credential

You can't un-send a message, but you can revoke the access it pointed to. Kill the whole link, cut off a single recipient, rotate a leaked passcode, and rotate the credential itself if the secret was exposed. Make revocation the last step of every project.

Home care

How to Onboard Carers Faster When You're Hiring Constantly

When you're hiring continuously, onboarding speed is the bottleneck, because a carer can't take shifts until their file is complete. Send every new carer the same structured request, let them upload from their phone, start checks early, and let reminders chase what's missing.

Nanny agencies

How to Collect a Nanny Candidate's Documents Without Email or WhatsApp

A candidate's ID, references, and certificates hold some of the most sensitive details a person has. Send one encrypted request instead of collecting them over email or chat: the candidate uploads each document from a link, with no account, and everything stays isolated per candidate.

Document collection

How to Collect Documents From Clients Without Email Attachments

Send clients one secure request instead of chasing attachments: a checklist of exactly the documents you need, uploaded through an encrypted page with no account to create, each file tied to its request, with reminders chasing anything still missing.

Home care

How to Collect a Carer's Documents Without Email or WhatsApp

A carer's ID and check documents are sensitive, awkward to gather from someone working shifts, and shouldn't linger in inboxes or chat. Send one encrypted request instead: the carer uploads each document from their phone, with no account, and everything stays isolated per carer.

Nanny agencies

How to Check a Nanny's References the Right Way

A reference is only worth as much as how you check it. Ask for two or three childcare-related references, contact each one directly using a number you find independently, speak by phone or video rather than trusting a letter, and ask open questions with specific examples.

Immigration

How to Build an Immigration Document Checklist for Clients

A good checklist is organized, clearly labeled, and reusable. Group items by category, mark what's required versus optional, flag anything that expires, and build the actual list from the official, current requirements for the visa, not from memory.

Nanny agencies

How to Build a Nanny Vetting Checklist

A vetting checklist is the set of documents and checks you gather for every candidate before you present them to a family. Group it by category, confirm which checks are required where you operate, and collect the whole folder in one organized request.

Home care

How to Build a Carer Onboarding Document Checklist

A carer onboarding checklist is the file you collect for every new carer before they start. Group it by category, confirm which checks are required by your regulator, and collect the whole file in one organized request instead of email attachments.

Credentials

How to Ask Clients for Passwords Securely

The safest way to get access is often not to collect a password at all. Ask clients to grant delegated access where they can, and when a secret has to be shared, use an encrypted expiring link or a password manager, never email or chat.

Freelancing

How to Look Professional When You Collect Files and Logins From Clients as a Freelancer

As a freelancer, how you ask for sensitive things is the trust signal. Skip WhatsApp and email. Send one clean, branded page that carries your name, lets the client upload without an account, and visibly protects what they send.

Trust & branding

How to Give Clients a Branded Handoff That Builds Trust

The page where a client hands over a passport or a password should look like your service, not a generic tool. Put your logo, colors, and your own domain on it, and for client work, show the client's logo alongside yours.

Compliance

Data Protection for Immigration Advisers: Handling Client Passports and Personal Data

Immigration advisers are custodians of some of the most sensitive data a person holds. Collect only what a case needs, secure it, keep it no longer than necessary, honour access and deletion requests, and be ready to report a serious breach to your regulator.