Help centre
Everything you need to set up That’s Done and run a round of client feedback, plus a guide to send your clients.
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How it works
That’s Done lets clients leave feedback directly on the website, and lets your team track every item through to sign-off, all inside WordPress. A typical round goes like this:
- You invite a client with their own personal link.
- They open the site in review mode, pick a screen size, and click anything to comment on it or draw on it. Each comment saves a screenshot and the technical details of their browser.
- Your team assigns the item, works on it, and sends it back for review. An "after" screenshot is taken automatically.
- The client approves the change, or asks for more, from review mode or straight from the email.
- When a page is right, the client approves the whole page. You download a PDF sign-off report as the record.
This guide calls the plugin "That’s Done", its default name in the WordPress menu. If you've white-labelled it, the menu shows your own label instead.
Getting started
Install the plugin on each site you want reviewed, then set the email address for client activity. Everything else is optional.
- In WordPress, go to Plugins → Add New → Upload Plugin, choose the zip file from your purchase email and click Activate. You'll need WordPress 6.0 or later and PHP 7.4 or later.
- Go to That’s Done → Settings → General and check Email client activity to. New client comments, replies and sign-off decisions go there.
- Optional: add your logo and colours under Branding, and connect Slack or webhooks under Slack & webhooks.
- Paste your licence key under That’s Done → Settings → Licence. Without one, the plugin runs as the free version (up to 10 comments).
- Add your first client under That’s Done → Clients. They'll get an email with their link.
Install an SMTP plugin (such as WP Mail SMTP) if the site doesn't already have one. Without it, many hosts send email that lands in spam.
Licences and updates
A licence unlocks unlimited comments, updates and support on the sites it's activated for.
| Situation | What happens |
|---|---|
| No licence | The free version: every feature, for up to 10 comments (pins and drawings; replies don't count). Then clients are asked to contact you. |
| Licence active on this address | Everything, unlimited, with updates |
| Licence expired or cancelled | Review mode, sign-off links and new feedback pause. Clients see a note asking them to contact you. Your team can still see all feedback and download reports. |
| Site's address changed | The licence moves itself to the new address if your plan has a free site (staging addresses are always free). Otherwise review pauses until you free one up. |
Nothing is ever deleted, and if our licence server can't be reached, nothing changes.
Activate a site
- Find your licence key in your purchase email. It starts with
TD-. - In WordPress, go to That’s Done → Settings → Licence, paste the key and click Activate.
Updates then appear in Dashboard → Updates like any other plugin's, and you can turn on automatic updates on the Plugins screen.
How sites are counted
Solo covers 1 site, Studio 5 and Agency unlimited. Staging and local sites are free: addresses such as localhost, .local and .test sites, and subdomains starting staging., dev. or test., along with common hosts' staging addresses. A site with and without www. counts once.
Your licence page
The link in your purchase email opens your licence page. It shows every site using your licence, and lets you:
- Free up a site when a project ends or a site moves, so the place goes to another site. (You can also click Remove from this site in the plugin's Licence tab.)
- Renew for another year, on the same plan or a different one. Renewing early adds a year to your current end date, so you don't lose any time.
- Upgrade to a bigger plan, paying only the difference for the rest of your year.
- Download the latest version.
Lost the email? Go to your licence page and enter your email address, and we'll send the link again.
When a licence expires
We email you 30 and 7 days before your licence ends, and on the day. If it runs out, review mode pauses on your sites until you renew. As soon as you renew, click Check now in the Licence tab (or wait up to a day) and everything switches back on.
Who can do what
| Person | How they get in | What they can do |
|---|---|---|
| Administrator | WordPress login | Everything, including Settings |
| Editor | WordPress login | Review mode, Comments, Board, Approvals and Clients, but not Settings |
| Client with a personal link | Their link, no account | Review and comment as themselves; can be @-mentioned; gets sign-off emails |
| Client with a Client Reviewer account | WordPress login | Review and comment; can be @-mentioned |
| Guest on the shared link | The shared link | Review and comment; types their name; can't be @-mentioned |
Clients can only approve or close their own feedback. Your team can act on anything.
Inviting clients
Give each client their own personal link. It's the only way their feedback is attributed to them, they can be @-mentioned, and sign-off emails reach them.
Add a client
- Go to That’s Done → Clients.
- Enter their name and email.
- Choose how long the link works: until you turn it off, 30 days, 90 days, or until a date.
- Leave Email them their link now ticked to send the invitation, or untick it and copy the link to send yourself.
Manage client links
| Action | What happens |
|---|---|
| Copy | Copies their link to paste into your own email or chat |
| Email link | Sends the invitation again |
| New link | Their old link stops working immediately; send them the new one |
| Turn off / Turn on | Blocks or restores access without deleting anything |
| Remove | Deletes the client record; their feedback stays, under their name |
The shared guest link
The shared link on Settings → General works for anyone who has it. People type their name, and optionally an email, when they comment. It's handy for a quick review with a group, but weaker for sign-off because nobody's identity is checked.
Your team
Team members don't need a link. Open any page while logged in and click Review this page in the admin bar.
Review mode
Review mode shows the page at a chosen screen size, with a toolbar across the top and the feedback in a panel on the right.
| Tool | Key | What it does |
|---|---|---|
| Browse | B | Use the site normally. Links you click stay in review mode |
| Comment | C | Click any part of the page to pin a comment to it |
| Ruler | R | Hover to see sizes and distances; drag to measure (hold Shift for a straight line); add guides |
| Draw | D | Pen, arrow or box, then Save drawing and add a note |
Esc cancels what you're doing. Ctrl + Enter (Cmd + Enter on a Mac) posts a comment or reply.
Screen sizes
Pick a size from the menu next to the logo; phones and tablets can be rotated. Every comment belongs to the exact screen size it was left at. The panel lists feedback at other sizes and on other pages; click any of them to jump there.
Pins
Pins stay attached to what they were left on, even when content moves, animates or scrolls under a sticky header. A pin is hidden while its element is hidden. A pin with an amber ring means its original element can't be found, so it shows where it was first placed.
Attachments
Click the paperclip, drag files onto the text box, or paste an image straight into it. Up to 10 files per comment, each up to 10 MB or your server's upload limit if lower.
On my phone
On my phone shows a QR code for the page you're on. Scanning it opens the page in review mode on a real phone. Clients are signed in automatically; team members need to log in on the phone.
Working through feedback
Every item moves through five statuses, and each change is recorded in its history.
| Status | Meaning |
|---|---|
| New | Just left, or sent back by the client |
| In progress | Someone is working on it |
| Ready for review | Sent to the client with an "after" screenshot; waiting for their answer |
| Approved | The client (or your team, on their behalf) approved it |
| Resolved | Closed by the team without sign-off, such as a duplicate or an answered question |
Assigning and priority
Assign an item to a team member and set its priority from the review panel or the Comments screen. The assignee gets an email unless they assigned it to themselves.
The Comments screen
That’s Done → Comments lists every item across the site with its screenshot, status and history. Filter by status, page, screen size, person, assignee or "Mentions me", or search comments and replies. Expand a row to see its history and reply, with files.
The Board
That’s Done → Board shows items as cards in four columns. Drag a card to change its status, or use its Move to menu. Dragging to Ready for review opens the page in a new tab, because the "after" screenshot needs the page loaded.
Technical details
Each new comment records the reviewer's browser, operating system, screen and window size, language and time zone, the page's template and theme, and any page errors. Your team sees them under Technical details; clients never do.
Getting sign-off
- Fix the issue, then click Send for review on the item (from the Comments screen it opens the page with the form ready).
- Add a short note saying what changed. The client sees it.
- Click Take screenshot and send.
An "after" screenshot is taken at the same size and framing as the original, and the client gets an email with a before and after and a Review and approve button. That opens a sign-off page, with no login needed, where they choose Approve or It needs more changes. Either way your team is emailed.
Each sign-off link works once. Send again creates a new link and the old one stops working. If the client has no email on file, they see the request next time they open review mode.
Page approvals and the PDF
When a page is finished, the client clicks Approve page at the top of the review panel. They choose every screen size or just the current one, and can add a note. If comments are still open they're told how many, and can approve anyway.
If new feedback arrives afterwards, the approval shows as outdated until someone approves again. The person who approved, or your team, can withdraw an approval.
That’s Done → Approvals lists every page's status. Click Download sign-off report (PDF) for the whole site, or PDF for this page on a row.
The PDF can only show Western European characters. English and Afrikaans are fine; other scripts will be approximated.
Emails and @-mentions
| Goes to | When | |
|---|---|---|
| You're invited | The client | You add them, or click Email link |
| New comment or reply | Your client-activity inbox | A client comments or replies |
| Mentioned you | The person mentioned | Someone types @ and their name |
| Assigned you | The assignee | Someone else assigns them an item |
| Ready for your review | Whoever left the item | Your team sends it for review |
| Approved / More changes | Your inbox and the assignee | The client decides |
| Page approved | Your client-activity inbox | A client approves a page |
Type @ in any comment or reply to mention someone. Your team can mention team members and clients; clients can only mention your team.
Slack and webhooks
Slack
- In Slack, create an incoming webhook for the channel you want.
- In Settings → Slack & webhooks, paste its URL into Webhook URL.
- Tick what to post, then click Save and send a test message.
Slack only shows screenshots it can download, so a site behind a password gets text-only posts.
Webhooks
Add an https URL, tick the events and use Send test to check it. Each request has an X-SRO-Event header naming the event and an X-SRO-Signature header: sha256= followed by the HMAC-SHA256 of the raw body using the webhook's secret.
Events: thread.created, reply.created, status.changed, review.requested, review.approved, review.changes_requested, thread.assigned, thread.deleted, page.approved, page.approval_withdrawn.
White-labelling
Under Settings → Branding (administrators only) set your brand name, a logo for light backgrounds, an optional light logo for the dark review toolbar, your accent colour, the email sender name and address, and the admin menu label. They apply to everything clients see, including emails, the sign-off page and the PDF.
Use a sender address on a domain your mail service is allowed to send for, or emails may be marked as spam.
Troubleshooting
| Problem | Cause and fix |
|---|---|
| Review mode shows a blank page | A security plugin blocks the site from framing itself. Allow X-Frame-Options: SAMEORIGIN instead of DENY |
| Changes don't show in review mode | Page caching. Exclude URLs containing sro_review or sro_frame from the cache |
| Emails don't arrive | Install an SMTP plugin and use a sender address your mail service may send for |
| A client's link doesn't work | It has expired or been turned off. Check Clients |
| A client can't approve an item | Clients can only approve their own feedback. Your team can approve on their behalf |
| An editor can't see Settings | Settings are for administrators only |
| A pin has an amber ring | The element it was left on has changed or gone |
| Images are missing from a screenshot | They come from another domain that doesn't allow it |
| A sticky header is missing from a screenshot | Headers made sticky with CSS alone only appear near the top of the page. Elementor's sticky option is fine |
For anything else, open the browser's developer console in review mode and look for messages starting with "That’s Done:", then contact us.
For developers
- Set
SCRIPT_DEBUGtotrueto load readable scripts. After editingassets/js, runbin/build.shto rebuild the minified files. - Filters:
sro_devices,sro_draw_colors,sro_attachment_types,sro_attachment_max_bytes,sro_guest_rate_limit,sro_screenshots_enabled,sro_mentionable_users_args,sro_webhook_payload. - Actions:
sro_comment_created,sro_status_changed,sro_thread_assigned,sro_thread_deleted,sro_page_approved,sro_page_approval_withdrawn.
Guide for your clients
Send this section to clients, or link them straight to it. It doesn't mention the plugin's name, so it works if you've white-labelled it.
Getting started
Open the link in your invitation email. There's nothing to install and no account to create. The website opens in review mode: the page in the middle, a toolbar across the top, and a panel of comments on the right. The link is personal to you, so please don't forward it.
Leaving feedback
- Comment: choose Comment, click the spot on the page, type, then Post comment.
- Draw: choose Draw, draw an arrow, box or line, click Save drawing and add a note.
- Send a file: click the paperclip, drag a file onto the comment box, or paste an image.
- Look around: choose Browse and use the site as normal.
A screenshot is saved with every comment. Be specific: "Make the phone number bigger and bold" helps more than "fix this". One point per comment is easiest to track.
Phones, tablets and computers
Use the menu at the top left to see the page as it looks on a laptop, tablet or phone. A comment left on the phone view only appears on the phone view. Click On my phone and point your phone's camera at the code to check it on your own phone.
Approving
When a change you asked for is ready, you'll get an email with before and after pictures. Click Review and approve, then Approve if it's right, or It needs more changes. When a whole page looks right, click Approve page at the top of the comments panel.