Theme
The session concluded with plans for ongoing updates, emphasising improvements in integrations, time-tracking efficiency, and streamlined processes to enhance client and internal workflows.
## Takeaways
1. Live Show Introduction and Q&A instructions
2. Detailed explanation of HMRC agent and client authorisation
3. Emphasis on correct manual entry to avoid postcode errors
4. Overview of current VAT data integration and future API enhancements
5. Companies House integration with nightly data sync and updates
6. Use of widgets and dashboards for job board management
7. Implementation of digital checklists aligned with job phases
8. Announcement of upcoming releases and user interface improvements
9. Introduction and demonstration of the progress bar feature
10. Enhancements in time tracking and job reporting for internal deadlines

Highlights
- ` "Good evening, everybody; welcome to Engager Live, your weekly live show talking all things Engager."-- Johann `
- ` "Please do not copy and paste. Please, please, please enter it manually and press save."-- Johann `
- ` "Nine out of ten times, the reason a self-assessment authorisation fails is because you've got the wrong postcode."-- Johann `
- ` "There are a lot of lenders who are offering a free offer for you to link all your clients so you can see their VAT liabilities and who's behind and who's not, which could lead to a horrible payday loan overdraft type loop."-- Johann `
- ` "Whether I agree or disagree with Companies House, that's what's gonna be setting the, that's what I'm gonna get penalized for."-- Johann `
- ` "It just means they haven't sent us any records back yet."-- Johann `
- ` "A checklist is a dumb bit of paper but digital so create the checklist sections in line with the phases of the job you're creating."-- Johann `
- ` "Help buttons moving so it was under here get help it's now here so you can see it more prominently."-- Johann `
- ` "Integrations never want to be satisfied and always wanting to push you guys to improve and move on."-- Johann `
- ` "We set a higher standard of work with our internal deadlines."-- Johann `
- ` "Because that way it knows the team member. It knows the client. It knows the job. It knows the phase of the job, It's so so efficient."-- Johann `
- ` "Stop wasting my time."-- Johann `

Chapters & Topics
1. **Live Show Introduction**
> The lecture began with a warm welcome from the host, confirming audio and video functionality with the audience. Instructions were provided regarding the use of the Q&A box for important questions during the live show, and greetings were extended to multiple participants.
- Welcome to the Engager Live show.
- Confirmation of audio and video with participants like Marcus, Cheryl, Paul, Amanda, and others.
- Instruction to use the Q&A box for important questions to ensure they are not missed.

2. **HMRC Agent Authorization Features**
> The host detailed the release of HMRC 648 which introduces two new widgets: a letter-based widget and an HMRC-based widget. The process for agent authorization was explained, emphasizing manual entry of the MTD agent reference number to avoid errors caused by spaces.
- Introduction of HMRC 648 with two new widgets (letter-based and HMRC-based).
- Clear instructions to manually input the MTD agent reference number without copy-pasting.
- Overview of the steps required for HMRC authorization including logging in with a digital agent account and entering reference details for self assessment and PAYE CIS.

3. **Client Authorization and HMRC Data Issues**
> The session explained that once a client is on MTD Itza, agent authorization can be transferred or newly requested through the system. A key area of concern was the entry of the postcode, as incorrect postcodes frequently cause self-assessment authorisation failures.
- Agent authorisation works similarly for self-assessment, VAT, and clients on MTD Itza.
- Clients' postcodes are not auto-populated due to multiple possible sources (home address, trading address) and need manual entry.
- Emphasis on the fact that nine out of ten failed authorizations are due to incorrect postcodes.

4. **Future API Data Integration**
> Currently, only VAT balance data is available through the API. However, there is a roadmap to include self-assessment balances, corporation tax, PAYE and other tax details over the next five to ten years.
- Presently, the system can pull VAT balance data for clients.
- Plans are in place to incorporate self-assessment balances, corporation tax, and PAYE data in the coming years.
- Warning about third parties linking client data, which could lead to problematic loans.

5. **Companies House Integration and Updates**
> The host discussed the Companies House integration where data is synced nightly. There is now a visible column showing which client manager is responsible, and it is stressed that the address information must match Companies House records to avoid compliance issues.
- Companies House data sync occurs every night.
- A new column displays the responsible client manager for each company.
- Importance of having the correct address and filing deadlines as per Companies House records.

6. **Job Board and Widget Usage**
> The dashboard and job board functionalities were explored, showing how widgets filter jobs by due dates and job type. The self-assessment widget was specifically detailed, and examples provided illustrate how internal deadlines can be set.
- Widgets can display self-assessment, payroll, CS01, and other job types filtering by upcoming deadlines.
- Users can adjust the look-ahead period (e.g., 300 days for self-assessments, 30 days for payroll) for filtering jobs.
- Dashboard filters change dynamically based on widget selections and saved settings.

7. **Checklists and Service Phases**
> The use of digital checklists to mirror the phases of a job was described. By naming checklist sections according to job phases (for example, 'collect records', 'preparation', 'approval', 'filing'), firms can digitally manage and track the progress of each job.
- Checklists serve as digital replacements for paper-based tracking systems.
- Each checklist section should correlate with a specific phase of the service (collection, preparation, filing, etc.).
- Facilitates monitoring of the progress of self-assessments and other services.

8. **Next Week's Releases and Updates**
> Several updates scheduled for release on Monday night were announced, including a rearrangement of the help button for better visibility and new placeholders in message templates for annual fees and due dates. These improvements aim to streamline user experience and assist with clearer communications in letters of engagement.
- Help button relocation for increased prominence and ease of access to the help center.
- New placeholders in message templates, such as annual fee periods and due dates, are being introduced.
- Additional user-facing improvements and background performance enhancements are planned.
- CSV download functionality for HMRC client data was also discussed.

9. **Progress Bar Feature**
> Introduced a progress bar feature that is live and configurable via the card layout by ticking the checklist progress bar option. The lecturer demonstrated turning the feature on and off, and referenced a help article explaining its usage.
- The progress bar can be enabled/disabled in the card layout settings.
- A help article exists to explain setup and usage.
- The progress bar is fully live and was demonstrated being toggled on and off during the session.

10. **Jobs Tab and Task Reassignment**
> The lecturer explained how to efficiently use the jobs tab to view all jobs for a firm, filter by staff member, and manage tasks including reassigning work when a team member is unavailable due to reasons like sickness. Examples such as handling tasks for staff members like Marcus and Johan were given, along with grouping information by week.
- Jobs can be filtered by staff member to view tasks specific to team members.
- Grouping of tasks by week allows for clear visibility on each employee's workload.
- The process includes reassigning tasks and adding comments or converting them into tasks with assigned deadlines.

11. **Self Assessment and Bulk Form Requests**
> The lecturer described using the platform's filtering options to view self assessments by status and deadlines. He demonstrated bulk sending of self-assessment forms by filtering active individual and sole trader clients, resulting in sending forms to exactly 64 clients. The example included pre-populating fields such as name, address, UTR, national insurance number, and date of birth.
- Self assessments can be filtered by status, with examples showing 13 jobs pending and 81 jobs overall.
- Bulk action is used to create form requests for self-assessments.
- Pre-population of client details streamlines the process for annual self assessment tax returns.

12. **Team Catch-Ups vs Client Communication**
> It was clarified that Engager does not record team catch-ups but focuses solely on client records and client work. If a team catch-up is desired, users could implement a repeating task or associate a service, though it is not standard practice.
- Team catch-ups are not recorded in Engager as they are considered irrelevant to client work.
- Client catch-ups are logged in the communication log.
- Users have the option to set up repeating tasks if they wish to record team meetings.

13. **Integration Roadmap and Future Features**
> The lecturer discussed ongoing developments, including integration with Adfin for improved time and budget reporting, expected by a week on Monday, and the upcoming admin integration planned to be ready by the end of May. Future integrations such as a pension regulator and a calendar integration were mentioned, with features being prioritized on the open ideas list based on vote counts.
- Admin integration is underway and is hoped to be completed by the end of May.
- There are 107 votes for calendar integration and 60 votes for pension regulators on the ideas list.
- The roadmap differentiates between short-term (2-3 months), long-term (3-9 months), and open ideas with no ETAs.

14. **Bulk Editing and Client Payments Widget**
> A demonstration on using the bulk edit function was provided for updating client statuses. The lecturer explained the existence of outdated widgets such as the manual agent authorization widget, which can be hidden rather than removed. He also touched on the client payments widget, clarifying that Go Cardless does not integrate with it, and suggesting the admin integration as a better alternative for managing payments.
- Bulk editing of client status (e.g., from active to prospect or archived) can be performed easily.
- Manual agent authorisation widget remains for legacy reasons but can be hidden by editing the code.
- The client payments widget is tied to Cresco via the admin integration, not to Go Cardless.

15. **Time Tracking and Job Reporting Enhancements**
> The lecturer reviewed methods for updating record statuses quickly after forms are completed and discussed an upcoming update to job reporting. This update will allow tracking of job completion against both statutory and internal deadlines, setting higher service standards (e.g., two weeks for self assessments and three months for annual accounts and corporation tax).
- Time tracking is conducted via notifications that directly link to client records and form requests.
- New reporting features will let practices see if jobs were completed within internal deadlines rather than just statutory ones.
- Internal deadlines are set: two weeks for self assessments and three months for annual accounts and corporation tax.

16. **Time Tracking Efficiency**
> The lecture emphasized a highly efficient method for tracking time via the job card by pressing play and stop directly on the task. This method automatically links time logs with the team member, client, job, phase, start and finish dates/times, subject, deadline, and billing status. It eliminates manual data entry and allows corrections via an edit function if needed.
- Instead of starting a timer separately, press play directly on the job card when beginning the task and stop when finished.
- Time logs automatically capture precise information including the team member, client, job, phase, start and finish dates/times, and durations (e.g., five seconds, seven seconds, eight seconds).
- Permission settings can be adjusted so that users cannot edit their own time logs, while supervisors may have override capabilities.

17. **Client Portal Access and Permissions Settings**
> The lecture covered policies regarding access for archived clients and configuring permissions for editing time logs. Even when clients are archived, they continue to have access to their client portal for retrieving self-assessment tax returns and accounts, which reduces dependency on staff intervention.
- Archived clients retain access to the client portal unless explicitly disabled, but they cannot upload new documents.
- Setting permissions for staff (as shown with user 'Ash') allows control over whether they can create manual time logs or edit others' time logs.
- Supervisors can be designated to have editing rights for subordinate users' time logs.

18. **General Updates and Support**
> The lecture concluded by addressing further updates such as upcoming development team outputs, feedback solicitation through the help center, and interaction via the Facebook group for any questions. The session is set to continue weekly with incremental improvements and additional updates.
- Next session scheduled for 2025-04-16 19:29:34.
- Users are encouraged to use the Facebook group and help center for ongoing support and feedback, including rating the articles with a yes or no.
- The speaker mentioned current weather expectations (17 degrees) highlighting a casual tone.
## Suggestions
- Ensure to use the Q&A box for questions instead of the general chat.
- Follow the instructions precisely and manually type in the reference numbers to avoid issues with spaces.
- Manually verify and enter the correct postcode for each client to avoid authorisation failures.
- Be cautious when linking client data with external lenders to prevent potential financial traps.
- Update Companies House records promptly if any address information is missing or incorrect.
- Customize widget filters to match your firm’s internal deadline settings and view only relevant jobs.
- Name each section of the checklist according to the phase of the job to ensure clear tracking and completion.
- Take advantage of the updated help center documentation and new placeholders to enhance communication with clients.
- Regularly review staff schedules and reassign tasks as necessary to maintain workflow.
- Adopt the bulk form request process to ensure only the relevant clients receive self assessment forms.