## Theme
Engager Platform: Updates, Features, Integrations, and Productivity Tools Q&A

## Key Points
- **Upcoming Product Updates:** A "quality of life" update for service warnings is rolling out, along with other significant features like Adfin, proposals, and Xenon integrations nearing release.
- **Efficient Document Management:** Strategies for e-signing multiple documents with a single email and customising client folder visibility are provided.
- **Enhanced User Experience:** The platform offers customisation options for the jobs board and maintains the visibility of the jobs menu for troubleshooting.
- **Comprehensive Support and Resources:** Users can access webinar recordings, help guides, and engage with product development through the roadmap and changelog.
- **Integration Capabilities:** The FreeAgent integration streamlines client data synchronisation and invoicing.
- **Optimising Workflows:** While bulk actions for questionnaires are limited, AI tools like ChatGPT agents can automate repetitive tasks.
- **Best Practices for Content Creation:** Recommendations are given for using the PDF editor and preparing documents to avoid formatting issues.
- **Leveraging AI for Training and Productivity:** The 'Study and Learn' tool and other AI tools like Fixer AI are highlighted as powerful resources for team upskilling and efficiency.
## Highlights
- ` "There'd be nothing worse than deleting a folder and then having to add it back, and then it having a slightly different name compared to all the others. This is how you get in a mess." `
- ` "if they can't get it right when they're looking at it, if it's hidden, we've got no chance." `
- "This is an absolute game changer of a tool for firm owners and their teams and team leaders and team members, just to help bring our team members up to speed on things."
- ` "Jade doesn't get excited by technology normally, but this for her was a bit of a game changer."-- 

## Chapters & Topics
1. **Update on Service Warnings for Incomplete Data**
  > An update going live on Monday night will allow users to disable warnings for incomplete data on a per-service basis. This will reduce the number of clicks required when saving a client record for services that don't need a deadline.
   - A 'quality of life' update is scheduled to roll out on Monday night.
   - The update introduces an option in 'Settings' under a service to disable warnings about incomplete data.
   - This is particularly useful for services, such as software pricing, that do not have a deadline, thus preventing unnecessary warnings when saving a client's record.
   - The update will be bundled with a few bug fixes.
2. **Sending Multiple Documents for E-signing**
  > While the system sends one e-signing request per document, a workaround allows for sending a single email for multiple documents. This involves manually sending an email with clear instructions for the client on how to access and sign all documents within the portal.
   - The system is designed to send one e-signing request per document.
   - A workaround exists to send a single email for multiple documents.
   - To do this, generate the individual e-signing requests but do not send the automatic emails.
   - Then, compose a single email with a custom subject line and instructions for the client, explaining that multiple documents are ready to be signed.
   - The instructions should guide the client to sign the first document that appears and then click the red number icon in the 'eSigns' section to see the remaining documents.
3. **Customising Client Folder Visibility**
  > It is not possible to delete standard client folders. Instead, users can customise which folders are visible to each client, thereby hiding unnecessary folders and simplifying the client's view while maintaining a consistent internal structure.
   - Users cannot delete the standard system folders for a client, as the structure is designed to be consistent for each client type.
   - The solution to manage folders for clients (e.g., a 'tax only' client) is to control folder visibility.
   - In the client's folder settings, users can uncheck the boxes for any folders they wish to hide from the client's view.
   - This prevents clients from seeing irrelevant folders, reducing confusion.
4. **Future Plans for Premium E-signatures**
  > A premium e-signature option is being explored, which will be offered as a paid service alongside the existing free version. This new feature will allow for signatures to be placed in specific locations on documents, but there is no release date yet.
   - A premium, chargeable e-signature solution is being considered.
   - The proposed model is a 'pay by sign' or 'pay by document request' system, similar to the one used by TaxCalc.
   - The current free e-signing solution will remain available.
   - Users will have the option to use the free tool, the paid tool, or a combination of both depending on the document's requirements (e.g., free for a VAT return, paid for formal accounts requiring specific signature placement).
   - This feature is part of a large project with TaxCalc, and there is currently no estimated time of arrival (ETA).
5. **UI Customisation: Hiding the Jobs Menu**
  > The left-hand job menu cannot be hidden or minimised. This is a deliberate design choice to ensure users can always see the active filters, which helps in troubleshooting why certain jobs might not be displayed.
   - It is not possible to move or minimise the left-hand grey job menu.
   - This menu was previously located along the top of the screen but was moved due to usability issues.
   - The menu is kept permanently visible because incorrect filter settings are a common reason for users being unable to see their jobs.
6. **Customising the Jobs Board**
  > Users can add a level of personality and customisation to their jobs board by replacing the standard priority icons with emojis of their choice.
   - [Speaker 2] explained that while individual colour customisation for the jobs board isn't available, users can personalise their priority icons using emojis.
   - This can be done in 'Settings' and then 'General settings for jobs', where users can select emojis from their pre-installed keyboard for different priority levels (low, medium, high).
   - These emoji icons are for internal use only, visible only to the user and their team.
   - The speaker demonstrated this by changing the icons to purple emojis for a user named Bev, and also showed an example using 'poo emojis' to represent different levels of urgency.
7. **Product Roadmap, Changelog, and Feature Requests**
  > Users are encouraged to engage with the product's development by using the roadmap to vote on ideas and stay informed about updates through the changelog.
   - [Speaker 2] advised users to check the product roadmap for updates on development.
   - The roadmap, accessible by clicking the user's name, shows ideas open for voting, long-term and short-term plans, and features currently in development or testing.
   - Features currently in testing include the admin integration and the ability to select which services warn about missing information.
   - Users who vote on an idea will receive email notifications about its progress.
   - A changelog is also available, detailing all releases with emojis indicating the type of update: a caterpillar for a bug fix, a hammer and spanner for a tool improvement, and a star for a new feature.
   - Users can suggest new ideas or vote on existing ones in the same section.
8. **Accessing Webinar Recordings and Help Resources**
  > The Help Center is a comprehensive resource for all past webinar recordings, training videos, and support documentation.
   - In response to a question from Ray, [Speaker 2] explained that all webinar recordings are available in the Help Center.
   - The Help Center can be accessed by clicking 'Get Help' within the Engager application.
   - It contains weekly Q&A session recordings dating back to January 2024, troubleshooting guides, how-to guides, templates, and a list of certified implementers.
   - Additionally, 'videos on demand' include recordings from the Engager Labs event in February, feature spotlights, and partner spotlights.
9. **FreeAgent Integration**
  > The FreeAgent integration streamlines client management and invoicing by syncing data between Engager and the firm's FreeAgent account.
   - Andrew asked about the FreeAgent integration. [Speaker 2] explained that it links Engager to the firm's FreeAgent account, not the client's.
   - Setup involves entering the firm's FreeAgent subdomain in the settings.
   - The integration syncs client data, so updating details in Engager automatically updates them in FreeAgent.
   - It allows users to raise one-off invoices in Engager that appear in FreeAgent and view the status of all invoices for a client.
   - It can also link to the FreeAgent practice dashboard to pull in a snapshot of the client's profit and loss, balance sheet, and MTD VAT filing information.
10. **Resending Self-Assessment Questionnaires**
  > While bulk resending of questionnaire reminders is not a feature, the task can be done individually, and automation tools like ChatGPT agents could be used to handle it efficiently.
   - Miriam asked if reminders for questionnaires sent in April could be resent in bulk.
   - [Speaker 2] confirmed that this is not possible at the moment; they must be resent individually.
   - To do this, users need to go to the 'Form request' widget, click on the pending request, and press 'send'.
   - [Speaker 2] shared a use case where a colleague used a ChatGPT agent to automate the process of resending 70 odd individual questionnaires in half an hour.
11. **Formatting in the PDF Maker**
  > The PDF editor is a basic tool designed for letters rather than complex brochures. To avoid formatting problems, it's best to use simple text editors for drafting and be prepared to make manual adjustments.
   - John reported formatting issues when copying text from Microsoft Word into the PDF maker.
   - [Speaker 2] advised against using Word due to its unique text editing tool and recommended using simpler applications like Apple Notes, a basic notebook, or Google Docs to prepare text.
   - It was noted that some formatting adjustments will likely still be needed as every text editor handles spacing differently.
   - The speaker described their own process for creating 30-40 page reports: drafting in Apple Notes, pasting into the PDF editor, adjusting spacing, and then generating the PDF to check page breaks, making further adjustments as needed.
12. **Changing the Engager URL**
  > A firm's Engager URL can be changed by the support team, but it requires coordination and clear communication with all users to ensure a smooth transition.
   - In response to a question about changing the Engager URL after a business rebrand, [Speaker 2] stated that the firm cannot do this themselves, but the Engager support team can.
   - Changing the URL will break any existing bookmarks that clients or team members use to access the portal.
   - The firm must notify all clients and team members of the new URL and the effective date before the change is made.
   - The Engager team requires a couple of days' notice to schedule a developer to make the change.
13. **Future of Xero Invoice Branding with Adfin**
  > The issue of branding Xero invoices for Adfin automation will be resolved by a future direct integration between Engager and Adfin.
   - John asked if branding options for Xero invoices could be added in Engager to automate payments in Adfin.
   - [Speaker 2] explained that a future update will make this unnecessary.
   - The planned workflow is that Engager will send the invoice to Adfin, and Adfin will then apply the correct branding before pushing it to Xero for automation.
14. **Downloading Job Lists**
  > Client IDs cannot be included in the job list download at this time.
   - Manaaf asked if the client ID could be included in downloaded job lists.
   - [Speaker 2] confirmed that this is not possible; the download only includes the columns visible on the jobs board, which does not include the client ID.
   - The user could add it to the ideas list for future consideration.
15. **Development Updates**
  > Significant features like Adfin integration, proposals, and Xenon integration are nearing completion and will be released soon.
   - [Speaker 2] provided updates on several features in development.
   - The Adfin integration is 'imminent', with final work being done on contact sync controls.
   - A 'proposals' feature is currently underway.
   - The Xenon integration is built and tested, but its release is pending optimisation to improve a slow load time.
16. **Using a Stream Deck with Engager**
  > A Stream Deck can be used to enhance efficiency in Engager by creating custom shortcuts to frequently used pages and automating repetitive text entry.
   - Bev asked about advanced uses for a Stream Deck with Engager.
   - A Stream Deck is a programmable keypad that can be used to create shortcuts.
   - [Speaker 2] suggested several uses: creating buttons that link directly to specific client pages, the main dashboard, or job lists by copying the corresponding URL.
   - It can also be programmed to paste pre-written text, such as standard email replies, directly into Engager with a single button press.
17. **The 'Study and Learn' Training Tool**
  > The speaker hails the tool as an 'absolute game changer' and 'phenomenal' for effectively and easily training team members, thereby boosting their skills and confidence.
   - The 'Study and Learn' tool is a free feature available on all plans.
   - It facilitates learning on various subjects by first presenting information and then quizzing the user to ensure comprehension.
   - The tool tailors the learning experience by inquiring about the user's professional role and their current level of knowledge on the subject.
   - An example provided was learning about Making Tax Digital (MTD), including its applicability. For instance, a client with £28,000 in rental income and £2,000 in trading income would fall under MTD regulations starting in 2027.
   - It can be utilised to get updates on tax changes, review the autumn budget, or learn about new software features.
18. **AI Tools for Productivity and Training (Fixer AI and ChatGPT)**
  > AI tools such as Fixer AI and ChatGPT are highly effective for boosting productivity and enhancing team skills. The speaker's operations manager, Jade, who is not easily impressed by technology, was 'exceptionally excited' by the capabilities of these tools.
   - Fixer AI is lauded as a 'game changer' for tasks such as managing emails.
   - Fixer AI offers advanced functionalities, including recording and summarising Zoom meetings, preparing for meetings by reviewing email history, generating to-do lists, and aiding in the composition of follow-up emails.
   - It is feasible to create bespoke training courses using ChatGPT's GPT tool, though this may require considerable effort.
   - This functionality can be used to educate teams on new legislation, budget updates, or features in software like QuickBooks.
19. **Q&A Session**
  > The speaker addressed specific user questions, offering direct support for an automation problem and providing instructions on how to use built-in device features for accessibility.
   - Automation Issue: A user named John experienced a problem with a confirmation statement reminder automation, which failed because of a placeholder issue. The speaker advised him to send a screenshot to contact@engager.app for help, suggesting that an incorrect placeholder was the likely cause.
   - Web Page Reading App: A user named Cheryl enquired about an app that can read web pages aloud. The speaker clarified that this is typically a built-in accessibility feature on most devices (including Apple, Windows, and Google), originally intended for the visually impaired but useful for all users. The speaker mentioned using it personally to listen to articles.
20. **Closing Remarks**
  > The session concluded with thanks to the attendees and information regarding access to the recording.
   - The speaker announced the end of the session.
   - A recording of the lecture will be made available in the help centre by lunchtime on the following day.
   - The next session is scheduled for the upcoming week.
## Suggestions
- For clients who are less tech-savvy, it is recommended to send one email per document to avoid confusion.
- For more technologically adept clients, a single email with instructions for signing multiple documents can be an efficient workaround.
- A great use case for a ChatGPT agent is to perform basic, repetitive tasks like resending individual questionnaire reminders.
- For best results, type content directly into the PDF editor or use a basic text editor like Apple Notes for preparation to minimise formatting issues.
- When creating long documents, review the generated PDF to check page breaks and make adjustments to ensure a professional layout.
- If you haven't explored this tool yet, it is highly recommended that you do so.
- You can theoretically build your own course in ChatGPT, but it would require a significant amount of in-depth work.
- For issues with automation placeholders, send a screenshot of the problem to contact@engager.app.
- To have web pages read aloud, you should check the accessibility settings on your device.