Welcome to Gatheroo! This guide walks you through everything you need to go from a brand new account to sending your first request to a client in under 30 minutes.

Step 1: Make Gatheroo Yours

Before you send anything to a client, take a few minutes to set up your account.

This ensures every request looks and feels like it’s coming from your business.

  • My Details: Add your name, phone number, and a profile photo. You can also set up your email signature here, which appears on request invitations sent to your clients. Go to My Account → My Details.
  • Company Details: Upload your company logo and add your business name. Go to Global Settings → Company Details.
  • Domain verification: Before you can set up your email address, your admin will need to verify your domain using these steps 
  • Email Settings: By default, Gatheroo sends notifications from noreply@gatheroo.io. Add your own email address so your clients recognise who the messages are from.  Go to My Account → Email Settings. Learn more
  • Local Timezone: Set your timezone so automated reminders are delivered at the right time. Go to Global Settings → Local Timezone.

Step 2: Understand the Basics

Gatheroo is built around requests.

A request is a collection of fields  (questions) you send to a client to gather information or documents.

Before you build your first request, it’s worth taking a few minutes to understand how a request is structured.

More about how a Gatheroo request is structured

Step 3: Add Your First Contact

You will need a contact to send your request to. Go to Contacts in the left-hand menu and add someone — even your own personal email address works perfectly for testing.

Your client will receive a magic link — they click it and go straight to your request. No account, no password, no login needed.

How to Add a New Contact

Step 4: Build and Send Your First Request

Bank statements are one of the most common documents shared over email and one of the most sensitive.

Let’s use that as your first request.

You’ll have something ready to send in just a few minutes.

  1. Go to Requests in the left-hand menu and click New Request (You’ll find this in the top right of the dashboard)
  2. Enter a Request Name, for example, “Bank Statement”
  3. Skip over the templates and CSV section for now
  4. Select the Client Contact you entered earlier
  5. Your name will be selected as the “Request Owner”, if not, select your name
  6. Pick a Due Date for this request (your client will received reminders based on this date)
  7. Click Add New Request.

The rest of this page can be ignored for now. Scroll down to the bottom of the page and click “Update Settings”, the move on to “Step 2 Request Builder” at the top of the page

  1. You will now be on the  Welcome page. Write a brief, friendly intro for your client. For example: “Hi, please use this secure link to share your bank statement with us. It only takes a moment.”
  2. Now select the “+” button
  3. Click Add Field and select File Upload. Name the field something clear, like “Please upload your bank statement here.”
  4. Click Preview to see exactly what your client will see when they open their link.
  5. When you’re happy, move on to Step “3 Publish“
  6. Publishing the request will create the magic link for your client, but it does not sent it yet.
  7. Scroll down past the email settings and select “Send Request Now”

Tip: Send your first request to your own email address so you can experience the client view yourself. It only takes a minute and is well worth doing.

Ready for More?

Once you’ve sent your first request, here are the best next steps:

  • Save it as a Template: So you never have to build this request from scratch again.
  • Explore all Field Types: File Upload is just the start. Gatheroo has a range of field types for collecting signatures, dates, dropdown selections, and more.
  • Set Up Automated Reminders: Gatheroo can automatically follow up with clients who haven’t responded yet.
  • Try Conditional Logic: Show or hide fields based on what your client selects.

Frequently Asked Questions

How do I know when my client has completed their Gatheroo request?

Gatheroo sends you an email notification when your client submits their responses.

You can also check the status of any request from the Requests view in your dashboard.

Make sure Automated Reminders → Admin Notifications is turned on under My Account to receive these alerts.

Can I send the same Gatheroo request to multiple clients?

Yes. Each time you send a request, Gatheroo creates a separate, unique link for each client.

You can send the same request to as many contacts as you need, each client’s responses are kept separate.

What happens if my client loses their Gatheroo link?

You can resend the magic link to your client at any time from the request view in your dashboard.

The original link remains active, so clients who still have it can continue to use it.

Also commonly searched

How do I collect documents securely from clients?

Gatheroo lets you request documents from clients through a secure, branded link, no email attachments, no shared drives.

Your client clicks their magic link, uploads the file, and you’re notified instantly. All data is encrypted in transit and at rest.

What is a magic link in Gatheroo?

A magic link is the unique URL sent to your client to access their request.

It requires no password or login, your client simply clicks the link and they are taken straight to their request. Each magic link is unique to that client and that request. We recommend setting up the Passcode requirement to secure the request further.