## Theme
The lecture provided detailed insights into various system integrations, including a practical demonstration of the Adfin integration, a discussion on daily system backups for data reliability, and updates on upcoming integrations such as TaxCalc and Zenon. It also covered the challenges with existing integrations like Xero, the functionality of job board deadline filters, and feature roadmap enhancements, fostering a comprehensive understanding of both technical setup and strategic planning for Engager users.

## Takeaways
1. Interactive session introduction with participant engagement, including positive feedback on Engager as "best practice management software."
2. Detailed demonstration of the Adfin integration, covering client linking, direct debit mandate configuration, and the client's journey for setup.
3. Daily system backup at 4:30 AM, with data stored for seven or ten days, ensuring robust data reliability without the need for individual firm backups.
4. Discussion on the TaxCalc integration timeline, with full two-way data syncing expected by October, released in phases.
5. Investigation of intermittent Xero integration issues, described as an "oddity" that is "a bit spaghetti-like" and impacts a small percentage of users when linking Adfin.
6. Explanation of monthly payroll service and checklist functionality, detailing how job completion is tied to checklist status and how checklists can be edited globally or at a client-specific level.
7. Demonstration of linking sole traders to Zama via Engager, confirming this functionality has always been available.
8. Presentation of the feature roadmap, including UI improvements (e.g., pop-out timer, consolidated notifications, dashboard for client document uploads), automated processes, and additional integrations like Xenon.
9. Explanation of the webinar video hosting issue, where YouTube flagged the previous Adfin demo video due to fake bank details, leading to its re-hosting on Zoom.
10. Comprehensive Q&A session addressing workflow, email templates, work in progress (WIP) reporting mechanisms, and job board deadline filters.
## Highlights
- ` "Don't be scared, folks. Say hello."-- Johann `

## Chapters & Topics
1. **Session Introduction and Greetings**
  > Johann opened the session by welcoming participants to Engager Live and engaging the audience with live interactions. He confirmed that attendees such as Andrew, Cathy, Eleanor, Paul, and Rhiann were present and encouraged everyone to post questions in the Q&A box. Rhiann provided positive feedback, calling Engager "the best practice management software." The introduction set the stage for a live demo and discussion despite the informal setting and warm weather references.
   - Welcome to Engager Live with interactive greetings.
   - Participants' names (Andrew, Cathy, Eleanor, Paul, Rhiann) were acknowledged.
   - Instructions were given to post questions in the Q&A box throughout the session.
   - Rhiann praised Engager as "the best practice management software."
2. **Admin Integration Demo - Adfin Integration**
  > Johann provided a detailed demonstration of the upcoming Adfin integration, aiming for a more slick presentation than the previous week. The demo covered steps such as authorising the integration via the settings page, selecting name formatting options for clients (e.g., first name, last name, or including a sole trader's trading name), and configuring direct debit mandate settings (mandatory, optional, or not offered). He showed the process of linking an existing client, the new Adfin direct debits column and filter on the client list, and how to create and link a new client to Adfin before generating and sending a letter of engagement. The client's journey for setting up the direct debit was also detailed, including the button changing from blue to green upon completion.
   - Accessing the Adfin integration via settings.
   - Authorisation of Adfin integration similar to other API integrations.
   - Options to choose name formatting (first name, last name, sole trader's trading name inclusion).
   - Configuration of direct debit mandate settings (mandatory, optional, or not offered).
   - Demonstration of linking existing clients and the new Adfin direct debits column and filter on the client list.
   - Process for creating a new client and linking them to Adfin before sending a letter of engagement.
   - Explanation of the client's direct debit setup journey, where a blue button disappears and turns green upon completion.
   - Option to remove data and send separate emails for direct debit mandate requests, even outside the letter of engagement process.
3. **Data Backup and System Reliability**
  > In response to a question regarding backups, Johann clarified that Engager automatically backs up the system every day at 4:30 AM, retaining backups for seven or ten days. He noted that in three years, no one has ever needed a system wipe and restore, highlighting the reliability of the process. This robust backup system negates the need for individual firms to maintain separate backups, contrasting with older practices like backing up Sage or Exchequer.
   - Backups are taken at 4:30 AM every day.
   - Backups are stored for seven or ten days.
   - Engager’s system backup ensures firm data is secure without manual intervention, with no system wipes or restores needed in three years.
   - This approach differs from traditional accounting software backup practices.
4. **TaxCalc Integration Timeline**
  > Johann discussed the ongoing development and integration of TaxCalc with Engager. Weekly meetings are being held to plan and build the integration, with full two-way data syncing (both pushing and receiving data) expected by October. The integration will be released in phases, with incremental feature rollouts, and is one of several key deliverables for the year, alongside the Adfin and Zenon integrations and new proposal elements for letters of engagement.
   - Ongoing weekly meetings to plan the integration.
   - Full two-way data sync between Engager and TaxCalc.
   - Overall integration expected by October with phased releases.
   - This is one of several key deliverables for the year, including Adfin, Zenon, and new proposal elements.
5. **Xero Integration Issue**
  > Johann acknowledged an intermittent issue with the Xero integration, describing it as an "oddity" that occurs when linking an Adfin person. He noted that the problem is "a bit spaghetti-like" and not consistently reproducible across all firms, impacting only about 5% of users and not all of their clients. The team is actively investigating the cause and developing solutions, as they cannot determine what triggered the change.
   - Xero integration oddity observed when linking an Adfin person.
   - Issue is intermittent, not consistently reproducible across all firms, and impacts only about 5% of users and not all their clients.
   - The team is actively developing solutions to address the issue, as the trigger is unknown.
6. **Monthly Payroll Service and Checklist Functionality**
  > Johann explained the functionality of checklists within monthly payroll service job cards. If a checklist is enabled for a job, the user cannot mark the job as complete until the checklist is fully completed. However, if no checklist is enabled, the job can be completed directly without any additional steps. He also detailed how checklists can be edited at both global and client-specific levels, allowing for tailoring based on factors like accounting systems (e.g., Xero, QuickBooks, or FreeAgent). Users can also tick "no activity" to complete a checklist, but Johann advises turning off checklists if they are not consistently needed.
   - Jobs with an enabled checklist must have the checklist completed before marking as complete.
   - Jobs without an enabled checklist can be completed directly.
   - Ability to edit checklists globally or at a client level to fit varying needs (e.g., different accounting systems like Xero, QuickBooks, or FreeAgent).
   - Users can select "no activity" to complete a checklist, but it's advised to disable checklists if not consistently used.
7. **Linking Sole Traders to Zama via Engager**
  > Johann confirmed that it remains possible to link sole traders into Zama from within Engager, a functionality that has "always been possible" since the Zama integration launched. He demonstrated this by searching for a sole trader (using the example of Abby Taylor) and creating a new record when one was not found in the system.
   - Sole traders can be linked to Zama from within Engager.
   - This functionality has "always been possible" since the Zama integration launched.
   - Demonstration using the example of Abby Taylor, including the capability to create a sole trader record if it does not already exist.
8. **Feature Roadmap and Future Enhancements**
  > Johann outlined several feature ideas and upcoming enhancements in the Engager roadmap, encouraging users to vote on ideas via the platform. These include UI improvements such as drop-down selections for individuals linked to companies, a pop-out timer, automated form processing, consolidated notifications for batch document uploads instead of individual ones, and dashboards for client document uploads. Additionally, development efforts are underway for the Xenon integration, easier handling of one-off fees in the pricing tool, TaxCalc integration (with phase one involving data push from TaxCalc to Engager, and two-way syncing by October), and new proposal elements in letters of engagement.
   - New feature ideas: drop-down selections for individuals linked to companies, a pop-out timer, automated forms, consolidated notifications for batch document uploads, and dashboards for client document uploads.
   - Roadmap developments include Xenon integration, improvements to one-off fees in the pricing tool, TaxCalc integration (phase one: data push from TaxCalc to Engager, with two-way syncing by October), and new proposal functionality.
   - Users are encouraged to vote on feature ideas via the roadmap and feature request platform.
9. **Webinar Video Hosting Issue**
  > The previous week's Adfin webinar video was removed from YouTube because it contained fake bank details on the admin demo screen, which YouTube misinterpreted as personal financial information. As a result, the video cannot be re-uploaded to YouTube, and a link to the webinar hosted on Zoom is provided instead. A separate demo video and links to sign up for Adfin and book demos are also available.
   - YouTube removed the previous week's Adfin webinar video due to fake bank details appearing on the admin demo screen.
   - The video is now hosted on Zoom and accessed via a provided link.
   - A separate demo video and links to sign up for Adfin and book demos are available.
10. **Adfin Integration Update**
   > Updates on the Adfin integration were provided, including that a help centre guide is currently in progress and will be available when the integration goes live. Additionally, work continues on fixing a peculiar Zama bug that impacts roughly 5% of users, and there is promising progress on the Zenon integration as well, which is expected to be demonstrated in the coming weeks.
   - A help centre guide for the Adfin integration is being written for launch.
   - There is an ongoing effort to fix a Zama bug that affects about 5% of users.
   - The Zenon integration is progressing well and is expected to be demonstrated in the coming weeks.
11. **Engager Features Discussion**
   > Participants discussed their favourite features of the Engager practice management tool. Rhiann and Kirstie highlighted the Kanban view for its power in grouping work by due period (e.g., overdue, today, this week, next week, more than two weeks) and facilitating systematic task management, with Kirstie noting her conversion from list view. Johann's personal favourite feature is the community around Engager, valuing the sharing and insights from the Facebook group. Andrew praised Engager for its many features, easy access to letters of engagement, client portals, upcoming direct debit, integrations, and brilliant support, which has helped professionalise his firm. Kirstie also appreciated automated emails from jobs, including status updates and requests for information. It was recommended to use a shared inbox for sending automation emails to improve team efficiency, citing GDPR, impersonation reasons, and better team monitoring.
   - The Kanban view is appreciated for grouping tasks by due period (e.g., overdue, today, this week, next week, more than two weeks), facilitating systematic task management.
   - The community around Engager, with shared insights on tools like Facebook groups, is highly valued by Johann.
   - Other favourite features include Engager's comprehensive features, ease of access, client portals, upcoming direct debit, integrations, and support.
   - Automated email features and customisable email templates (e.g., 'document awaits signing e-sign request') support the firm's communication processes.
   - It is recommended to use a shared inbox for sending automation emails to improve team efficiency, ensuring compliance and better team monitoring.
12. **Job Board Deadline Filter Settings**
   > There was an in-depth discussion on job board deadline filter settings, contrasting the 'days forward' view with a fixed date view. The choice depends on individual and team preferences for planning work – whether to see deadlines in a relative manner (e.g., 15 days ahead) or to focus on a fixed calendar date. Johann personally prefers the fixed date setting for long-term planning, such as viewing all jobs due by a specific date in the future (e.g., January 31, 2026), rather than constantly calculating days away. Both views have pros and cons, and the best choice depends on individual workflow.
   - Users can switch between a 'days forward' view and a 'fixed date' view in the jobs board settings.
   - The 'days forward' view provides a rolling window (e.g., 15 days ahead) of upcoming tasks.
   - The fixed date view allows users to view tasks up to a specific calendar date, which some prefer for forward planning, as exemplified by Johann's preference for long-term tax return planning.
   - The choice between views depends on individual and firm-specific planning needs.
13. **Work in Progress Reporting**
   > The discussion covered how to report work in progress (WIP) in practice accounts using time logs. By filtering data (e.g., by date range, staff, and phases) and reviewing invoice statuses, users can determine the WIP value for a month. "Pending" status indicates work done but not yet billed. Specific figures mentioned include £1,325 worth of WIP for June and £10,228 for January, which are used for journal entries in the firm's books. The process involves journaling the charge-out rate into the books and then journaling back out as invoices are cleared, ideally on a monthly basis, though project overlaps are acknowledged.
   - Use the time logs section with appropriate filters (e.g., selecting all staff and phases) to report WIP.
   - Check invoice statuses for pending work (work done but not yet billed) before journalising the charge out rate.
   - Example figures: £1,325 for June and £10,228 for January WIP values.
   - The process involves journaling WIP into and out of the firm's books, ideally monthly.
14. **General Q&A and Engagement**
   > The session also included several Q&A segments where questions were answered regarding email template customisation, reporting of invoice costs in the jobs completed report, and general functionality. A question about setting up standard email templates for review and signing was addressed by advising users to edit the pre-existing 'document awaits signing e-sign request' template. It was clarified that invoice costs cannot be added to the jobs completed report, as it focuses solely on time tracking, though one could theoretically log an hour as an invoice value. The discussion also touched on how firms handle outsourced accounts work. Positive feedback was received for the Getting Started webinar, with Paul noting its value as a refresher. The event concluded with Johann's thanks and well-wishes for the week and upcoming holidays.
   - A question was raised about setting up standard email templates, particularly for review and signing emails, with the solution being to edit the pre-existing 'document awaits signing e-sign request' template.
   - It was clarified that invoice costs cannot be added to the jobs completed report, as it is solely focused on time tracking, though alternative methods for tracking outsourced work were discussed.
   - Positive feedback was noted for the Getting Started webinar, even for long-term users as a refresher.
   - The session concluded with Johann's thanks and well-wishes for attendees.
## Suggestions
- Review the integration setup carefully to avoid missteps in linking clients and configuring direct debit mandates.
- If the checklist is not necessary for certain jobs, consider disabling it to streamline the process.
- It is advisable to invoice monthly and adjust journal entries accordingly for accurate work in progress reporting.

> **AI Suggestion**
> - The core of this lesson is applying Adfin Integration Demo. It’s recommended to start with a hands-on exercise where you mimic the client linking process in a demo environment—configuring direct debit mandates and generating letters of engagement—to gain practical experience.
> - Core content of Admin Integration Demo: Detailed demonstration of the Adfin integration covering client linking, direct debit mandate configuration, and letter of engagement generation.
> - The core of this lesson is understanding Job Board Deadline Filter Settings. It’s advised to experiment with the filtering options on a demo job board—toggling between days forward and fixed date views—to see firsthand how custom planning can be achieved.
> - Core content of Job Board Deadline Filter Settings: Explanation of the flexibility provided between days forward and fixed date views, enabling tailored planning and deadline management.
> Additionally, here are some extracurricular resources:
>   - Practical application of Admin Integration Demo: https://www.example.com/admin-integration-practice
>   - Alternative perspective on Job Board Deadline Filter Settings: https://www.example.com/job-board-filters-guide