Want to save time chasing clients to sign their Self-Assessment? With Engager’s automation feature, you can schedule reminder emails to go out automatically, personalised, timely, and linked to the client portal for easy signing.

✍️ Step 1 - Create Your Email Template

Before setting up the automation, you’ll need to create an email template. Here’s a suggested example:

Template Name: Self-Assessment Signing Request

Subject: Action Required: Please sign your Self-Assessment documents

Body:

Hi [First Name],

Your Self-Assessment documents are ready to review and sign.
To avoid any delays or penalties with your filing, please sign them as soon as possible.

👉 Click here to access: [PortalAddress]
(If prompted, please use your email and password to log in.)

Let us know if you have any questions, we're here to help.

Thanks,
[PrimaryOfficer]

Once created, save the template and you’re ready to set up your automation.

⚙️ Step 2 - Set Up the Automation

1. Go to Settings

2. Select Services

3. Under Global Auto Reminders, click Set up

4. Press New to create a new automation

You’ll now be presented with the configuration screen.

🧩 Step 3 - Configure the Automation

Refer to the image above for guidance.

✅ Basic Settings:

• Enabled: Yes

• Put in queue for review: Yes (optional, if you want to approve before sending)

• Run at time: Choose a time that works for your clients (e.g. 09:00)

• Allow weekends: Choose based on your policy

📧 What to Do:

• Send an email from template: Select your Self-Assessment Signing Request email template

• To: Choose primary contact only (or all contacts if needed)

• Using: Select your default outbox (e.g. shared Gmail account)

🕒 When to Do It:

• Set the automation to trigger x days before the statutory deadline

• Optional: Tick “Repeat sending the email” if you'd like to send follow-ups

✅ Conditions:

All mandatory conditions must be met for the automation to run:

• Client is active

• Required contact persons are assigned

• Contact has a name and valid email

• Service is enabled and not on hold

• Template exists

You can also choose optional conditions, e.g.:

• Only send if ‘Record receive date’ is not set (helps avoid chasing who have already shared their records)

• Only send if 'Job Status' is or is not a specific status. In this case you'll most likely want to set as 'Is' 'Sent to Client'

💾 Step 4 - Save Your Automation

Once you're happy with your setup, click Save.

Your automated Self-Assessment signing reminder is now ready to go. It will send out at the time you've set, reducing manual chasing and keeping clients on track.

Need help? Reach out to our team at contact@engager.app