6 smart data collection tools for remote teams

Table of Contents

How many days had you worked remotely BEFORE the pandemic?

Let me guess– unless you are a tech-savvy person working at a pretty flexible digital company, you don’t even remember working remotely back then.

Before the pandemic, nearly 50% of workers had never worked remotely for a single day in their entire work life.

But then came COVID-19 which changed our lives and pretty much everything that we did.

Social distancing was nothing like a breeze.

But to be honest it really wasnt’.

Long story cut short– we were forced to transition into working digitally from our homes.

But now we realize that it was actually a great move and moving back to the office is no longer needed.

Even studies show that remote working improves employee productivity, lowers costs, and improves the individual experience.

A study by Prodoscore shows that remote teams were able to increase productivity by 47% in 2020.

And on top of that, you are no longer limited to hiring employees from your local place. You can hire anyone from anywhere in the world if their skill set matches your company’s requirements.

However, remote working is not a bed of marshmallows. 😍

We all know how difficult it gets to bring everyone in a digital team together.

Let me know how many times you have had to reschedule a client meeting because the file or data your colleague sent over email got corrupted or was missing, incomplete or lost.

Data sharing is the real pain when it comes to remote working. You surely don’t want to compromise the security of client information by sharing it over email.

And there are so many data collection software in the market, finding the one best for you is so confusing.

In this article, I’ll share with you six must-have data collection tools that will help you share quality and accurate data in your remote teams.

I’ve split the resources below into 2 groups: the best tools for collecting data as a one-off versus what you could use to collect data in a systematic way.

Remotely Collect One-off Information with Forms

Forms can be easily accessed, filled out, and completed by remote teams which will accelerate data collection and processing for your company. In fact, web forms are used by 74% of companies for lead generation.

Digital forms can help create a transparent data collection and communication process. With traditional paper forms, you need to copy information into your system increasing the chances of errors and data loss.

For remote teams, digital forms offer both mobility and digitalization. Your remote employees can access online form data regardless of their location with a decent internet connection.

Jotform can help you collect and share information through its customized forms.

Jotform

Jotform is an online form platform where you can build customizable online forms. You can say it’s an alternative to Google Forms or Microsoft forms.

This simple yet powerful data collection tool offers a flexible, collaborative, and easy-to-use platform.

This form tool has a huge template library that can be customized to match your requirements and branding. These templates can help you easily design your forms and make them even more appealing with non-standard designs and colorful backgrounds.

Jotform also offers useful tools that you can utilize to make online forms and fillable PDFs to conduct surveys as well as manage and share collected data.

Your clients can share files of up to 1GB through Jotform. You can store submitted files on your cloud storage space or Jotform account.

Adding collaborators to your forms is simple. As a team manager, you will only need to share a link to the form with your collaborators. They don’t have to create an account on Jotform to access the forms.

By having an online form builder like Jotform, you can efficiently create new forms for data collection in less time. This tool can speed up your tasks as a remote team.

Key Features:

  • Drag-and-drop form builder
  • Huge template library
  • Integration with payment gateways and online drives
  • Encrypted forms protected with 256 bit SSL

Pricing:

Jotform has three paid options: Bronze, Silver, and Gold. When you opt for the Bronze plan, you get 25 forms with 1000 monthly submissions, 10GB of space, and other features at the rate of $29 every month.

For the Silver plan, Jotform charges $39 every month. You get 100 forms, 10,000 monthly submissions, and 100GB available space along with other features.

You get unlimited forms, 100,000 monthly submissions, and 1TB of available space with the Gold plan at the cost of $99 every month.

Get Raw Data When You Need It Using Sheets

You deal with huge amounts of raw data that you need to collect, record, and organize to fit your team’s needs.

The sets of information collected using spreadsheets can be used to analyze them. Furthermore, these data help businesses to hold group discussions, analyze documents and business parameters, conduct in-depth research, and more.

With the raw data collection tools, you can collect real-time business data, share it with your remote team, and run comprehensive analysis that fuels your decision-making process.

Data collection sheets, mainly Microsoft Excel and Google Spreadsheets are easily accessible to gather information, conduct further study, or use in decision making.

Microsoft Excel And Google Sheets

Spreadsheet tools like Microsoft Excel and Google Sheets are commonly used to collect data. They are filled with features that make data collection and analysis a breeze.

You can use these tools to import data and manipulate it according to your needs.

You can handle small sets of data manually but for large volumes of data, you can use these tools to simplify the complex process for you.

These tools provide a frictionless collaboration and information sharing feature for your remote teams to work together in real-time.

Google Sheets is a cloud-based tool that allows you to access it from anywhere without having to save it on your device.

Microsoft Excel stores data on the device unless you work on the web version of Excel. The web version stores data on OneDrive. However, not all the features of Excel are available in the online version.

Key Features:

  • Create, edit, and collaborate in real-time
  • Popularly used for raw data collection
  • Data Loss Prevention to keep sensitive data safe
  • Easy to analyze, visualize, and get insights

Pricing:

Microsoft Excel comes as part of Microsoft 365 which starts at $5 per user every month.

While Google Sheets can be accessed by anyone with a Google account at no cost. However, if you want to get a Google Workspace premium plan, it starts at $6 monthly per user.

Receive and Share Files Easily

Document circulation, invoice approvals, taking follow-ups from clients, and similar tasks are everyday jobs in your company.

As the manager of a remote team, you need to find a way to request files from clients easily, efficiently, and remotely.

Cloud storage solutions will provide you with online storage space to save and share your files online. So, you can keep all your files on the internet saving them from any physical damage or losing files to accidents.

There are many available tools that you can use to collect and share information using File Request features.

Box Relay

Box Relay is a cloud content management software to help you get work done faster with workflow automation.

With Box Relay, you can automate complex business processes like contract approvals, content collaboration, budget approvals, and employee onboarding to provide a seamless experience to your clients.

You can send file requests, approve submissions, and add workflow triggers to streamline the document collection process.

You also get Box Relay automation workflow templates to automate recurring tasks like contract reviews, budget approvals, contract or employee onboarding, and more.

Key Features:

  • Event-triggered Actions
  • Pre-built workflow templates
  • Activity Tracking
  • “If this then that” trigger (Conditional logic)

Pricing:

Box Relay is available in the business plans of Box.

You can choose between the Business plan starting at $20 per user every month, the Business Plus plan which will cost you $33 for every user per month, and the Enterprise plan for which you will have to pay $47 per user every month.

App to Receive Payments From Stakeholders

Business becomes easier if you can receive online payments from clients especially in a remote team. You don’t want money to be stuck in bank processing for days when globally you can receive payments from clients within seconds.

Payment apps allow companies to receive payments online directly into their account without using any traditional payroll methods. These payment apps also allow you to connect back accounts or credit card accounts to the payment app.

PayPal

PayPal is one of the first digital payment platforms. With PayPal, you can send and receive money from any US bank account as well as international users.

On PayPal, you can transfer money from a PayPal account or bank account for free. However, for making payments from credit cards or converting currencies, Paypal charges a fee.

This app provides a seamless payment option between parties. With high-security standards and 24/7 monitoring, payments on Paypal are safe and secure.

Key Features:

  • Extremely user friendly
  • Simple and free to set up an account
  • Encryption technology keeps accounts secure

Pricing:

It is free to set up and use a Paypal account. Users have to pay a fee of 2.90% to send money via credit card and debit card. To send money internationally, Paypal charges 5% for transactions from PayPal balance, bank account, or cards.

Tool to Get E-signatures On your Documents

Paperwork consumes most of the working days in companies: contracts, agreements, and other documents that require filling and signature. Traditionally online documents are also signed in the same way as paper documents. Signatures are either scanned or drawn on the screen with the mouse or touch screen.

An e-signature can be effectively equivalent to a handwritten signature, depending on its kind, and confer a legal obligation to the files.

Today companies and professionals often use electronic signatures to save time and reduce costs, as electronic documents are sent to customers much faster.

DocuSign

DocuSign is an intuitive and simple-to-use electronic signature application. It also integrates with many other third-party tools to increase its benefits.

It is easy to keep track of documents at different stages in the signing process with DocuSign.

With this e-signature application, all you need to do is upload a file, add a signature and other information fields, save it, and invite your clients or new hires to sign the document.

DocuSign maintains a high level of security while storing files and also for the e-signature process.

Key Features:

  • Integration with cloud storage apps like Dropbox, Box, Google Drive, and more.
  • Extensive File Support
  • Reusable templates
  • Automated email reminders for signers

Pricing:

DocuSign offers four different pricing plans.

For a Personal plan, you will have to pay $15 per month. Standard and Business Pro plans come at $45 and $65 per month respectively.

Best to Build and Run
Routine Data Collection Workflows

Clustdoc is a data collection powerhouse that does much more than only collecting client documents and automating one action after another.

It makes document-centric processes and managing online submissions more efficient than ever and is ideal for speeding up application processes from clients, tenants, suppliers, and more.

Clustdoc is designed to help you request, collect, approve and share your clients’ documents professionally.

This all-in-one onboarding tool takes the pain out of document collection with a secure and easy-to-use interface and great features.

Clustdoc eliminates the need for constant back-and-forth emailing and direct calls. Instead, your clients get to upload all necessary loan documentation in a flash. It even sends out regular reminders if a client accidentally lets something slip.

Let’s look at some unique document collection features supported by Clustdoc.

Clustdoc’s List of Unique Features

Simple Triggers and Actions for Easy Automations

You don’t have to do much to automate your workflow. It is simply choosing the right trigger for your desired action.

Clustdoc comes with a complete library of automation rules you could use to put your work on autopilot:

  • Reminder emails and SMSes? Super easy.
  • Automated approval of submitted files? No problem.
  • Notifications to various stakeholders, whether external or internal? Alright.
  • Want to build form automation and auto-populate data? Yes, we can.

You get a list of automation triggers on Clustdoc, you can select your desired trigger from them.

You can combine our triggers to create various automated actions based on your needs and create unlimited rules for your workflows.

And It’s done, see it’s simple to automate your workflow without any mumbo-jumbo.

Online Form Builder, Smart Checklist, Files Request, Client Messaging 

With these top-of-the-line features, Clustdoc provides you with complete control over your business workflow.

You don’t have to share manual forms to collect information. Your clients can now fill forms online interactively with speed and accuracy.

Using the form builder tool, Clustdoc makes it simple to collect information from clients and remote employees.

The online form builder feature on Clustdoc is the easiest way to create interactive forms to collect data.

You can build online forms or customize anyone from a huge library of Clustdoc templates.

You can guide clients’ submission process with a smart built-in checklist. You can create a step-by-step checklist to efficiently and seamlessly collect documents.

With Clustdoc, you can use a white-labeled document collection platform tailored to your business needs.

Depending on document requirements, you can include a variety of different items in your checklist.

Clients can now submit files in their own time. And Clustdoc saves their information for their next visit.

You can easily request a list of files or documents, or share your own.

With Clustdoc’s client messaging, you can send and receive messages to/from recipients and team members on the same platform.

 Files Approval/Denial, Automated Reminders

With Clustdoc’s automated file request, you can quickly request clients to submit files. Your customers can submit them easily on the platform.

Once your clients have submitted their documents, you can review the files Clustdoc has organized for you and approve or deny files easily.

Using Clustdoc’s Reminder feature, you can schedule and customize automated emails and SMS follow-ups for the pending documents.

Our application will send file received notifications, reminders and keep track of the document submission for you.

You don’t have to call or email the clients to notify them about wrong file submission or pending documents like you had to do without Clustdoc.

You can now easily exchange all of the information and get on top of the paperwork.

E-Signature and Online Payments

Previously, you had to print, sign, and then copy or scan your legal documents. The e-signature function in Clustdoc allows you to sign all of your papers in a matter of minutes.

You can obtain legally binding e-signatures using Clustdoc instead of printing, signing, and scanning documents.

Once documents are electronically signed, any changes made to the document will void the document safeguarding you from any fraud and legal implications.

Clustdoc allows you to:

  • automatically collect legal signatures from clients and your management for each new process
  • remove the verification code and decide if they should receive the signed document or not.

Your clients can pay from the same platform using their favorite credit cards from anywhere in the world.

Built-in Compliance features

When you collect client data, it is crucial to comply with security regulations and leave no stone unturned when it comes to client data safety.

Clustdoc is  compliant with GDPR security measures. Clustdoc follows the rules that the regulation defines to ensure that the company complies with them.

Using the Clustdoc e-signature platform enhances both the security and accountability of your data and transactions.

Integrate With Other Tools

You can integrate Clustdoc with your favorite cloud storage solution and store your documents directly into your favorite cloud space.

You can integrate Clustdoc with project management tools and other business tools to make your work even easier.

Clustdoc’s Pricing and Plans:

Clustdoc offers three different plans

The Gold plan starts at $33 per month per user (three users minimum)

The Platinum plan comes at $70 per month per user (five users minimum)

The Enterprise plan comes with unique features such as a dedicated database, customer success manager, and custom configuration. You will have to contact our sales team to get more information on this plan.

Easily Collect Client Information with Clustdoc

Now you don’t have to switch between apps trying to collect information and share it with your remote team.

Clustdoc makes it easier for clients to share information without missing any necessary documents. Clients can now easily share their information on a more safe and secure platform and your team can easily access information from the client user portal without any hassle.

With Clustdoc, your remote can collect information faster and efficiently saving time that can be utilized on other useful activities.

Now is the time to get started with Clustdoc and make work easy for your remote team.

Give Clustdoc a try and book a quick demo call with us – we’d be happy to help you to find the best solution to automate your onboarding workflows.

Clustdoc — Best plug-and-play onboarding automation for small business. Try it out today.​


Start 7-day free trial

Now that you’re here

Clustdoc is a client onboarding orchestration platform used by modern teams around the world. With Clustdoc, you can run automated workflows for requesting, reviewing and verifying new customers’ data, documents and contracts – without juggling between tools. 

If your team is managing new customers using emails, spreadsheets and PDFs, you’ll probably love using Clustdoc.

How useful was this post?

Click on a star to rate it!

Average rating 3.1 / 5. Vote count: 17

No votes so far! Be the first to rate this post.

We are sorry that this post was not useful for you!

Let us improve this post!

Tell us how we can improve this post?