## Keywords
`Software Update` `Widgets` `Engagement Letters`
## Key Learnings
1. Software Update and Widgets: The session discusses a software update related to widgets used in practice management tools. The update includes new features for managing job deadlines and holdups.
2. Letters of Engagement Tracking: The system allows tracking of when a letter of engagement was signed but not when it was opened due to privacy settings in web browsers.
3. Issuing Disengagement Letters: Disengagement letters can be issued regardless of whether the original engagement letter was created in the Engage system.
4. Signing Letters of Engagement: The system requires only one person to sign the letter of engagement, representing the company.
5. Professional Clearance Letters: The system allows customization of professional clearance letters, but only one template is available.
6. Email Communication and CC Functionality: The system allows adding CC recipients manually in email communications.
7. Adfin Payment Portal: Adfin is a payment portal that integrates with the system to handle various payment methods.
8. Engager Mobile Access: Engager can be accessed on mobile devices, but it is optimized for larger screens like tablets.
9. Engager Event Floor Plan: The floor plan for the Engager event includes a main stage and two smaller theatres, the Buddy Theatre and the Zenon Theatre, each with their own list of speakers.
10. Company Secretarial Developments: Developments on the company secretarial side are on hold due to pending updates from Companies House.
11. Capacity Planning and Reporting: Current focus is on time tracking, admin integration, sales Kanban boards, and sales process proposals.
12. Venue Accessibility: The venue is approximately a 10-minute walk from the nearest train station.
13. Companies House Registration: Voluntary registration with Companies House is available from the end of the month, with mandatory implementation to be advised.
14. Dress Code for Engager Labs: Participants are advised to dress comfortably for the Engager Labs event.
15. Recurring Events and AML Practices: Best practices for setting up recurring events and AML reviews within a firm.
16. Client Catch-Up Service: A service to maintain regular communication with clients by offering quarterly catch-up meetings.
17. Development Team Expansion: The development team is expanding to improve system performance and feature development.
## Explanations
### 1. Software Update and Widgets
- **Key Points**
- Introduction of two new boxes in widgets.
- Ability to ignore internal deadlines in job widgets.
- Recalculation of job priorities based on statutory deadlines.
- Option to ignore holdups in 'my jobs' widget.
- **Explanation**
The update allows users to manage their job priorities more effectively by ignoring internal deadlines and focusing on statutory deadlines. This helps in identifying which tasks are due soon and which are okay. Additionally, the 'ignore holdups' feature in the 'my jobs' widget allows users to filter out tasks that cannot be acted upon immediately, thus streamlining workflow management.
- **Internal Deadlines vs. Statutory Deadlines**
> When internal deadlines are ignored, the system recalculates job priorities based on statutory deadlines. For example, initially, there are three jobs due very soon and one due soon. After ignoring internal deadlines, there are two jobs due very soon and none due soon.
1. Initially, jobs are prioritized based on internal deadlines.
2. Ignoring internal deadlines recalculates priorities based on statutory deadlines.
3. This helps in identifying the actual urgency of tasks.
- **Ignoring Holdups in 'My Jobs' Widget**
> The 'ignore holdups' feature allows users to filter out jobs that cannot be acted upon immediately. This feature remains active once turned on, ensuring that only actionable tasks are highlighted.
1. Users can activate the 'ignore holdups' feature in the 'my jobs' widget.
2. This filters out tasks that are not yet actionable.
3. The feature remains active, ensuring a focus on current tasks.
### 2. Letters of Engagement Tracking
- **Key Points**
- The system shows when a letter of engagement was generated and signed.
- Tracking when a letter is opened is not possible due to privacy settings in web browsers.
- The feature to track opening was not built due to low demand and technical limitations.
- **Explanation**
The inability to track when a letter of engagement is opened is due to the increasing privacy settings in web browsers, such as private windows, VPNs, and cookie restrictions. These settings prevent tracking, making the feature ineffective and not widely requested.
### 3. Issuing Disengagement Letters
- **Key Points**
- Disengagement letters can be issued even if the engagement letter was not created in Engage.
- The system pulls necessary information from the client record to populate the disengagement letter.
- **Explanation**
Users can issue disengagement letters without having initially used Engage for the engagement letter. The system uses existing client information to generate the disengagement letter.
### 4. Signing Letters of Engagement
- **Key Points**
- Only one signature is required for a letter of engagement.
- The signer represents the directors and shareholders of the company.
- **Explanation**
The system is designed to have one primary contact sign the letter of engagement on behalf of the company, including its directors and shareholders. This simplifies the process and ensures accountability.
### 5. Professional Clearance Letters
- **Key Points**
- Only one template for professional clearance letters is available.
- Users can customize the content within the template.
- **Explanation**
The professional clearance letter template is designed to be generic, with customizable sections to fit different services. Users can add or remove points as needed.
### 6. Email Communication and CC Functionality
- **Key Points**
- CC recipients must be added manually for GDPR compliance.
- The system prefers sending individual emails to each recipient.
- **Explanation**
For GDPR compliance, the system is designed to send individual emails rather than using CC. Users must manually add CC recipients to ensure privacy.
### 7. Adfin Payment Portal
- **Key Points**
- Adfin handles credit card, debit card, direct debit, and open banking payments.
- Payments via open banking are instant, while card payments take three days.
- **Explanation**
Adfin provides a comprehensive payment solution, allowing clients to pay invoices through multiple methods, including Apple Pay and Google Pay. This integration aims to reduce bad debts and streamline payment processes.
### 8. Engager Mobile Access
- **Key Points**
- Engager is not optimized for mobile browsers but can be accessed on tablets.
- The system is being tested for a mobile app version.
- **Explanation**
While Engager can be accessed on mobile devices, the interface is not optimized for small screens. A mobile app is in development to improve accessibility.
### 9. Engager Event Floor Plan
- **Key Points**
- Main stage for all listed talks.
- Buddy Theatre and Zenon Theatre with separate speaker lists.
- Exhibitors include Ask the Accountant podcast, Armalytics, Free Agent, Buddy Payroll, Nexus, Client Engager, RQ, Outbooks, Client Windows, Arma, Zenon, Tax Calc, Apron, ICB, Profitable Firm, and Adfin.
- **Explanation**
The event is organized on one big floor with three different theatres to facilitate various talks and exhibitions throughout the day.
### 10. Company Secretarial Developments
- **Key Points**
- Waiting for Companies House to finalize requirements.
- Registration as agents and proofreaders required by the end of the month.
- Proof of AML supervision needed.
- **Explanation**
The company is pausing developments until Companies House provides concrete plans to avoid unnecessary rebuilding.
### 11. Capacity Planning and Reporting
- **Key Points**
- No current work on capacity planning.
- Focus on time tracking and admin integration.
- Sales Kanban boards and process proposals are being developed.
- **Explanation**
The company is prioritizing tasks based on public demand and current needs, with no immediate plans for capacity planning.
### 12. Venue Accessibility
- **Key Points**
- 10-minute walk from the train station.
- Use train websites to find the closest station.
- **Explanation**
Attendees are advised to use train websites to determine the nearest station and plan for a short walk to the venue.
### 13. Companies House Registration
- **Key Points**
- Voluntary registration starts at the end of the month.
- Mandatory implementation date to be advised.
- Possible date for mandatory registration is 23rd February.
- **Explanation**
The company is waiting for further instructions from Companies House regarding mandatory registration and modernization of forms and APIs.
### 14. Dress Code for Engager Labs
- **Key Points**
- No strict dress code, but comfort is emphasized.
- Participants should wear comfortable shoes and bring water.
- **Explanation**
The event is a long day, so attendees are encouraged to prioritize comfort in their attire.
### 15. Recurring Events and AML Practices
- **Key Points**
- Set up recurring services for AML risk policy reviews.
- Use internal services for AML reviews without client visibility.
- Adjust review frequency based on client risk level.
- **Explanation**
Firms can standardize AML review processes by setting up recurring internal services and adjusting frequencies based on client risk assessments.
- **AML Review Process**
> A firm sets up a recurring service for AML risk policy reviews, checking newsletters for updates, and tracking team training statuses.
1. Create a recurring service for AML reviews.
2. Assign tasks to team members for policy updates and training checks.
3. Adjust review frequency based on client risk level.
### 16. Client Catch-Up Service
- **Key Points**
- Service scheduled every three months.
- Automated emails invite clients to book meetings.
- Less than 10% of clients book meetings, but all are contacted.
- **Explanation**
The service ensures clients feel attended to by offering regular opportunities for meetings, with the responsibility on clients to book.
### 17. Development Team Expansion
- **Key Points**
- Two new developers starting next Monday.
- Development team has quadrupled since July.
- Focus on maintaining system reliability while increasing development pace.
- **Explanation**
The expansion aims to enhance the system's performance and accelerate the development of new features.

> **AI Suggestion**
> - The core of this lesson is understanding Software Update and Widgets. It's recommended to start with exploring the new features in practice management tools to grasp Software Update and Widgets through hands-on practice.
> - Core content of Software Update and Widgets: The session discusses a software update related to widgets used in practice management tools. The update includes new features for managing job deadlines and holdups.
> - Additionally, here are some extracurricular resources:
> - Practical application of Software Update and Widgets: [https://www.techrepublic.com/article/how-to-use-widgets-in-practice-management-software/](https://www.techrepublic.com/article/how-to-use-widgets-in-practice-management-software/)
> - Alternative perspective on Software Update and Widgets: [https://www.forbes.com/sites/forbestechcouncil/2023/01/10/the-future-of-widgets-in-business-software/](https://www.forbes.com/sites/forbestechcouncil/2023/01/10/the-future-of-widgets-in-business-software/)
> - Other resources: [https://www.capterra.com/practice-management-software/](https://www.capterra.com/practice-management-software/)