Key Sections

1. Exporting Client Data

• Clients > Data > Export to build reports and export to CSV/Excel.
• Select from extensive client list columns; save presets (e.g., AML, fee reviews).
• Presets auto-tick fields; export CSV for Excel filtering.
• Use case: AML supervisor compliance checks.

2. Branding: Logos and Colours

• Settings > Company Information: delete old logo, upload new.
• Use colour picker to pull brand colours; choose a dark lead colour for readability on white backgrounds.

3. Managing Custom Fields and Bulk Updates

• Single edits: open client > General Info.
• Bulk updates: Clients > select > Bulk action updates > Edit client/service > choose field.
• Planned integration: auto-populate tax due fields from TaxCalc.

4. Handling VAT Rounding and Payment Plans

• Rounding differences across VAT and per-month splits can cause small variances.
• Workflow example: annual fee split across months and arrears; rounding accumulates.
• Workarounds: manually adjust amounts or apply discount.
• Current constraint: discounts are whole numbers only; request raised for decimal discounts.

5. Automated Emails: Failed Sends and Placeholders

• Automations > Failed to recover items.
• Options: requeue and edit/send individually, or fix template and re-trigger by shifting schedule one day.

6. Document Upload Reminders

• Automatic reminders after upload requests not supported yet; feature under consideration.

7. Platform Updates and Upcoming Features

• Two-way integration showcased; ongoing TaxCalc full cloud transition.
• Upcoming: personal tax questionnaire, enhanced file sharing, service safeguards linking Companies House and TaxCalc to block completions if filings are incomplete.

8. Third-Party Tools: Todd and Syntax

• Todd shut down; Syntax launched (team includes Nick Stubbs), focusing on reviewing tax returns and finding savings; early beta supports Xero, QuickBooks later.

9. Client Portal Activation Links

• Resend activation from the client record; links expire and are regenerated on resend.

10. Registration and Pricing

• www.engager.app for demo or 28-day free trial.
• Pricing calculator based on number of clients.

11. Communication Logs and Resends

• Resending forms/emails adds entries to the Communication Log, preserving history.

12. Service Automations: Setup and Queue

• Settings > Services > select service > Setup schedule (e.g., 09:00 one month before due date, repeat every 7 days, stop on due date).
• Toggle auto-send vs queue for manual review.
• Automations > Queue to review, edit, send, or delete.
• Help resources include videos/articles on self-assessments, forms, payment reminders, and composite workflows.

13. Personal ID Code Handling

• Applies to individuals/contacts, not limited companies.
• General Info under Preferred Name; validation reformats to Companies House standards with warnings.
• Untick if not used to stop warnings.

14. Job Phases: Notifications and Status Emails

• Completing a phase notifies the next phase owner via bell icon.
• Assign an email template to the phase completion; users are prompted to send (not auto-send).
• Guide: “Setting up status emails”.

15. ChatGPT Atlas Integration with Engager

• Atlas browser lets ChatGPT read on-screen data, summarise dashboards, draft emails/templates, analyse logs.
• Teams plan (~£30 pp/m, min 2 seats) recommended for GDPR/SOC 2.
• Performance may vary; patience required.

16. Reusable Forms in the Portal

• Reusable forms allow clients to re-submit via portal without new links; pending forms remain visible.

17. Email Timing in Phases

• Status emails designed for phase completion.
• Workaround: completion emails that brief the next phase and set expectations.

18. Structuring MTD ITSA Services

• Suggested two services:
  • MTD IT quarterly filing (recurs every 3 months, four returns).
  • MTD IT annual confirmation (year-end summary before SA100), subject to latest guidance.
• If guidance is four quarterlies plus final self-assessment, use VAT-like quarterly recurrence.
• Caveat: same quarterly dates across clients may be challenging.

19. Job Views: List vs Kanban Behaviour

• List view Overdue defaults to oldest; refresh after completion returns to top.
• Kanban retains scroll position; consider “Due very soon” to reduce list length and refresh friction.

20. Bulk Reassignment of Staff on Jobs/Phases

• Clients > select multiple > Bulk action updates > Edit client/service > change phase assignee.
• Service defaults: Settings > Services > change default phase owner; updates jobs using defaults.
• Bulk updates skip clients without the targeted service.

21. Archiving Clients: Impact on Jobs/Phases

• Use bulk tools or service-level defaults to change assignments when someone is archived; changes propagate where defaults are used.

22. Email Automation, Attachments, and Best Practices

• Auto emails can be queued for edits; attachments cannot be added post-generation.
• Large attachments risk throttling by Microsoft/Google.
• Recommended: host large content as a website blog and email a link.
• Security: use the client portal for sensitive documents and e-signing; avoid email attachments to mitigate GDPR/ICO risks.

23. Companies House Dates and Data Integrity

• Engager pulls due dates directly from Companies House.
• If dates differ (e.g., new companies showing 2025 vs 2026), gather screenshots from Engager service details, Companies House page, and notification prompts; send to support.

24. Document Templates and AAT-Specific Customisation

• Settings → Document Design → Document Templates → Letter of engagement; separate templates per entity type—update consistently.
• Terms and Conditions and Privacy Policy templates (company vs personal variants) can be tailored for AAT requirements.
• If custom duplicates exist, copy content into originals; Help Center provides default templates.

25. Task Management, Deadlines, and Workflow Efficiency

• Bulk updating task deadlines not supported; change individually.
• Reduce overwhelm: use automation and quick email replies (under two minutes rule); create tasks for longer items.
• Tools: Fixer AI, community tips.

26. Warning Periods Configuration

• Use warnings for deadline-sensitive services (VAT, self-assessments, annual accounts).
• Bookkeeping typically doesn’t need warnings unless firm commitments exist.

27. Confirmation Statement Workflow

• Auto email 21 days before due date to confirm changes.
• Typically no changes; generate statement, upload to portal for e-signing, then file.

28. HMRC Agent Authorisation Troubleshooting

• Email critical errors with screenshots to contact@engager.app.
• Check HMRC settings: exact VAT MTD agent reference (no spaces/dashes), correct IDs/passwords.

29. Productivity Tools and In-Platform Operations

• Kanban jobs boards support team visibility; some firms use wall-mounted TVs with auto-refresh every 5 minutes.
• PDF generator: create professional documents with covers/headers/footers for due diligence, valuations, bank letters.
• Client portal and e-signing save time and improve security.
• Teams manage emails within Engagia and create tasks from messages.

30. Pension Auto-Enrolment Service Setup

• Create “Pension Enrollment” service line; set first enrolment date and recurring re-enrolment frequency.

31. External Tools and Access

• Atlas Browser with ChatGPT currently Mac-only; Windows version in development.

32. Session Logistics and Wrap-Up

• Session runs to 8:30 pm; follow-up next Wednesday (2025-12-10 based on creation date).
• Encourage compiling “headache lists” for tailored guidance.
• Support email: contact@engager.app.