## Keywords
`HMRC 648` `Agent Authorization` `System Integration`
## Key Learnings
1. Engage Alive Session Introduction: Introduction to the Engage Alive session, including participant greetings and instructions for asking questions.
2. Updates on HMRC 648 and Progress Bars: Discussion on updates related to HMRC 648 and the introduction of progress bars in the system.
3. HMRC 648 Agent Authorization Feature: Introduction of the HMRC 648 agent authorization feature, the first of its kind in the UK for practice management tools.
4. Client Authorization and Code Entry: Process for client authorization and entering authorization codes for HMRC 648.
5. MTD IT and Agent Authorization: Discussion on MTD IT agent authorization and its integration with the system.
6. Feedback and Future Developments: Participant feedback on the updates and discussion on future developments.
7. Engager System Setup and Integration: Discussion on setting up and integrating various functionalities within the Engager system, including agent authorization, progress bars, and Xenon integration.
8. ADFIN and BIPA Report Development: Current development projects include ADFIN and a BIPA report in time and billing, with additional features being added.
9. Client Window and Email Integration: Efforts to enhance the Client Window with email integration and make it more accessible at a lower price point.
10. Microsoft 365 and Engager Email Integration: Challenges and solutions for integrating Microsoft 365 subscriptions with Engager emails.
11. WhatsApp Integration for Client Communication: Using WhatsApp for client communication and its impact on sales.
12. TimeLogs Development: Ongoing development of TimeLogs for better reporting and budgeting.
13. Automated Email Customization: Challenges in customizing automated emails and potential solutions.
14. Service Scheduling and Engagement Letters: Discussion on how each service has its own scheduler service and the process of generating a letter of engagement by pulling in each service's letter of scheduler service.
15. Client Communication Options: Options for receiving client communications via email or the client window app, which replaces the WhatsApp business app.
16. Client Window and Group Chats: Discussion on the difficulties of using group chats within the Client Window application.
17. Updates on 648s and Progress Bars: Introduction of new updates including 648s and progress bars in Kanban cards.
18. FAB Event Participation: Announcement of participation in the FAB event with opportunities to showcase updates and answer questions.
19. Kanban Board Features and Feedback: Discussion on the potential for drag-and-drop features and task deletion on Kanban boards.
20. Self-Assessment and Client Portals: Process of sending self-assessment questionnaires to clients and encouraging portal usage.
21. Company Secretarial and HMRC Integration: Updates on company secretarial timing and HMRC integration for self-assessment and VAT.
22. Client Portal Document Uploads: Discussion on the practicality of uploading documents to the client portal versus using specialized tools.
23. Document Preview and Server Capacity: Explanation of the limitations of document preview capabilities in the client portal.
24. Recording and Transcribing Meetings: Suggestions for recording and transcribing meetings to save time on note-taking.
## Explanations
### 1. Engage Alive Session Introduction
- **Key Points**
- Participants are greeted and asked to confirm visibility and audio through comments.
- Instructions are given to use the Q&A box for questions to ensure they are addressed.
- **Explanation**
The session begins with [Speaker 1] greeting participants and confirming that the session is visible and audible. Participants are encouraged to use the Q&A box for questions to ensure they are addressed during the session.
### 2. Updates on HMRC 648 and Progress Bars
- **Key Points**
- Updates related to HMRC 648 are being prepared for rollout.
- Progress bars are introduced to show job progress, not checklist progress.
- Progress bars can be hidden if desired.
- **Explanation**
[Speaker 1] discusses two updates: HMRC 648 and progress bars. The HMRC 648 update is tied to agent authorization codes, with 218 letters currently in the Royal Mail system. Progress bars are introduced to visually represent job progress, with options to hide them if not needed.
### 3. HMRC 648 Agent Authorization Feature
- **Key Points**
- The feature allows requesting HMRC 648 agent authorization for MTD VAT.
- Users must authorize themselves with their MTD portal using government gateway credentials.
- The system provides status updates for authorization requests.
- **Explanation**
The HMRC 648 agent authorization feature allows users to request authorization for MTD VAT. Users must authorize themselves with their MTD portal using government gateway credentials. The system provides status updates for authorization requests, including code requested, code awaiting issue, and code issued.
- **Authorization Process Example**
> Users enter their government gateway ID, password, and agent reference number. They can manage different accounts for corporation tax, self-assessment, PAYE, and CIS. The system checks HMRC every two hours for updates on authorization codes.
1. Enter government gateway ID, password, and agent reference number.
2. Manage different accounts for various tax services.
3. System checks HMRC every two hours for updates on authorization codes.
### 4. Client Authorization and Code Entry
- **Key Points**
- Users can enter tax references and VAT registration details for clients.
- Authorization codes are requested and entered into the system.
- The system verifies codes with HMRC.
- **Explanation**
Users enter tax references and VAT registration details for clients. Authorization codes are requested from HMRC and entered into the system. The system verifies the codes with HMRC, updating the authorization status accordingly.
- **Code Entry Example**
> Once a code is issued, users can enter it into the system. The system verifies the code with HMRC, updating the status to authorized.
1. Request authorization code from HMRC.
2. Enter the code into the system once received.
3. System verifies the code with HMRC and updates the status.
### 5. MTD IT and Agent Authorization
- **Key Points**
- MTD IT agent authorization is integrated with the system.
- Users can request MTD IT agent authorization for clients.
- The system provides a simple process for client authorization.
- **Explanation**
MTD IT agent authorization is integrated with the system, allowing users to request authorization for clients. The process involves sending an authorization link to clients, who then log in to their gateway and authorize the request.
- **MTD IT Authorization Example**
> Users send an authorization link to clients. Clients log in to their gateway and authorize the request. The system updates the authorization status once confirmed.
1. Send authorization link to client.
2. Client logs in to gateway and authorizes request.
3. System updates authorization status.
### 6. Feedback and Future Developments
- **Key Points**
- Participants provide positive feedback on the updates.
- Future developments include help sheets and potential WhatsApp integration.
- **Explanation**
Participants express positive feedback on the updates, noting time-saving benefits. Future developments include creating help sheets and exploring WhatsApp integration for client communication.
### 7. Engager System Setup and Integration
- **Key Points**
- Setting up the Engager system can be fiddly but works well once configured.
- Xenon integration is underway, expected to take 4 to 10 weeks.
- Integration involves pricing, job cards, and priorities.
- **Explanation**
The Engager system requires careful setup, particularly for agent authorization and progress bars. Xenon integration is a significant project involving multiple areas of the system, with two developers working on it. The timeline for completion is estimated between 4 to 10 weeks.
### 8. ADFIN and BIPA Report Development
- **Key Points**
- BIPA report in time and billing is 80% complete.
- New feature allows marking jobs as one-time on the service detail page.
- **Explanation**
The BIPA report development is nearing completion, with 80% of the work done. A new feature is being added to allow marking jobs as one-time directly on the service detail page, streamlining the process.
### 9. Client Window and Email Integration
- **Key Points**
- Email integration is being developed for Client Window.
- Aim to make Client Window more accessible with lower pricing.
- **Explanation**
The team is working on integrating email functionality into the Client Window to enhance its accessibility and reduce costs. This development is in response to user feedback and market demand.
### 10. Microsoft 365 and Engager Email Integration
- **Key Points**
- IT providers may restrict permissions, causing integration issues.
- Users should ensure permissions are not altered by IT providers.
- **Explanation**
Integration issues arise when IT providers restrict permissions on Microsoft 365 subscriptions. Users are advised to maintain control over their subscriptions to avoid such issues.
### 11. WhatsApp Integration for Client Communication
- **Key Points**
- WhatsApp integration led to a 20% increase in inquiries.
- Generated over £10,000 in sales since January.
- **Explanation**
Integrating WhatsApp into client communication channels has proven effective, resulting in a 20% increase in inquiries and generating over £10,000 in sales since January.
- **WhatsApp Button on Website**
> A WhatsApp button was added to the website, leading to a 20% increase in inquiries and over £10,000 in sales since January.
1. The button allows clients and new inquiries to contact the business directly via WhatsApp.
2. This integration has been beneficial in increasing client engagement and sales.
### 12. TimeLogs Development
- **Key Points**
- Development focuses on reporting and budgeting based on planned time.
- Users are encouraged to submit ideas for further development.
- **Explanation**
TimeLogs is being developed to improve reporting and budgeting capabilities. Users can contribute ideas for additional features through the Sleep Plan ideas list.
### 13. Automated Email Customization
- **Key Points**
- Custom fields can be used to manually input specific dates.
- Automated emails can be edited in the queue before sending.
- **Explanation**
Automated emails can be customized by using custom fields for specific data, such as payment due dates. These emails can be edited in the queue to ensure accuracy before sending.
### 14. Service Scheduling and Engagement Letters
- **Key Points**
- Each service has its own scheduler service.
- Only one schedule of service per service is allowed.
- Break down service offerings into appropriate amounts.
- **Explanation**
The process involves having a distinct scheduler service for each service offered. When generating a letter of engagement, the system pulls in the scheduler service for each specific service. This requires breaking down the service offerings into manageable parts to ensure clarity and organization.
### 15. Client Communication Options
- **Key Points**
- Choice between email and client window app for receiving messages.
- Option to link messages to Engager client records.
- **Explanation**
Clients can choose to receive communications either through email or the client window app. This app replaces the WhatsApp business app and allows for automatic linking of messages to Engager client records, enhancing organization and efficiency.
### 16. Client Window and Group Chats
- **Key Points**
- Group chats are found to be difficult to manage.
- No personal experience with group chats was shared.
- **Explanation**
The speaker acknowledges the challenges faced by users in managing group chats within the Client Window application, although they have not personally tried using group chats.
### 17. Updates on 648s and Progress Bars
- **Key Points**
- 648s update includes a 20-minute content segment.
- New progress bars will show job completion percentages.
- **Explanation**
The 648s update, which includes a significant amount of content, will soon be available. Additionally, new progress bars will be introduced in Kanban cards to visually represent the percentage of job completion, aiding in task management.
### 18. FAB Event Participation
- **Key Points**
- Participation by Marcus, Andy, Tyrell, Katie, and the speaker.
- Opportunity to introduce practice management with 648s.
- **Explanation**
The team will be present at the FAB event to engage with attendees, showcase recent updates, and answer any questions. This event serves as an opportunity to introduce and demonstrate the effectiveness of practice management with the 648s update.
### 19. Kanban Board Features and Feedback
- **Key Points**
- Drag-and-drop feature is a large development task.
- Current order is dictated by date, priority, and period end.
- **Explanation**
The potential for implementing a drag-and-drop feature on Kanban boards is acknowledged, but it is considered a significant development task. Currently, the order of tasks is determined by factors such as date, priority, and period end. Feedback and ideas for improvements are encouraged through the feedback area.
### 20. Self-Assessment and Client Portals
- **Key Points**
- Questionnaires can be sent to all clients, even if not registered on the portal.
- Encouragement through persistent reminders.
- **Explanation**
Self-assessment questionnaires can be sent to all clients, regardless of their portal registration status. The portal exists for each client, and they are encouraged to sign up through persistent reminders, emphasizing the necessity of completing tasks like tax returns.
### 21. Company Secretarial and HMRC Integration
- **Key Points**
- Waiting for Companies House decisions on agent IDs.
- HMRC integration involves different pipelines for information.
- **Explanation**
The development of company secretarial features is on hold pending decisions from Companies House regarding agent IDs. HMRC integration is complex, with different pipelines for various types of information. Current focus is on agent authorization and VAT, with plans to expand integration capabilities.
### 22. Client Portal Document Uploads
- **Key Points**
- Client portal not designed for bulk document uploads.
- Recommendation to use tools like Acron, AutoEntry, or Dext.
- **Explanation**
The client portal is not optimized for uploading large volumes of documents, as it lacks OCR technology. It is recommended to use specialized tools like Acron, AutoEntry, or Dext, which can efficiently process and integrate documents into bookkeeping tools, saving time and effort.
### 23. Document Preview and Server Capacity
- **Key Points**
- Preview button available for PDFs and images.
- Limitations due to server capacity and Microsoft licensing costs.
- **Explanation**
The client portal offers a preview button for PDFs and images, but not for Excel or Word documents due to high licensing costs from Microsoft. Implementing a scrolling preview feature would require significant server and browser resources, making it impractical.
### 24. Recording and Transcribing Meetings
- **Key Points**
- Use devices like plod note or software like Otter AI.
- Ensure to inform participants about recording.
- **Explanation**
To save time on note-taking, it is suggested to use recording devices like plod note or transcription software like Otter AI. These tools can record and transcribe meetings, allowing for easy documentation. It is important to inform participants that the meeting is being recorded.

> **AI Suggestion**
> - The core of this lesson is understanding the integration and application of the HMRC 648 Agent Authorization Feature. It's recommended to start with setting up a mock client authorization process to grasp the HMRC 648 Agent Authorization Feature through hands-on practice.
> - Core content of HMRC 648 Agent Authorization Feature: Introduction of the HMRC 648 agent authorization feature, the first of its kind in the UK for practice management tools.
> - Additionally, here are some extracurricular resources:
> - Practical application of HMRC 648 Agent Authorization Feature: [Link to a tutorial or guide on setting up HMRC 648]
> - Alternative perspective on HMRC 648 Agent Authorization Feature: [Link to an article or discussion on the implications of HMRC 648]
> - Other resources: [Link to a webinar or video on HMRC 648 updates and features]