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How To Use Forms

A step-by-step walkthrough for use forms

Looking for help with form errors? See our guide, Troubleshooting Form Errors.

 

Forms are a great tool to collect, review and save data from clients.

To help get you started we have added some form templates in Engager for you including Onboarding Forms and Self Assessment Tax Questionnaires.

How to use Forms

 

Forms are a great tool to collect, review and save data from clients. We’ve also tried to make your start to life with Engager even smoother by adding in some of our own such as Self Assessment questionnaire and Onboarding forms for your new clients. 

 

Key things to note about the power of forms: you can send these directly to clients and they respond via their portal, so nice and secure but also, the answers can be mapped and saved directly onto the client’s account saving you time having to copy and paste

You’ll find the form templates in Settings > Client data > Form settings. Select preview form on any form to see all the sections and questions your client will see.

Here’s a preview of our pre-built Self Assessment Tax Return Questionnaire that we’ve made available for you to use. As with all things Engager, feel free to customise as you go

 

Preview of the 2024-25 Self Assessment Tax Return Questionnaire showing the start of the Personal Details section: UTR, National Insurance Number, home address and date of birth

 

 

Bulk Sending Forms

Need to contact multiple clients for their information or capture their Self Assessment information? Then use Bulk Sending Forms.

If you're looking to do this for Self Assessment specifically, read our comprehensive guide, Self Assessment Service, Forms, Payment Reminders, Payment on Account and Automation.

 

 

Sending Forms to Clients

Once your Self Assessment Form is ready, you can send it to clients in two ways:

1. Sending Forms Individually

  • Open the client and select Form requests under Documents on the left menu.
    Client record left menu with Form requests highlighted under Documents
  • Select + new request and complete the form request as usual. Saving the request doesn't email the client, so to send it, use the bell button in the request's Actions column and choose Notify by e-mail or Send push notification.
    Client Form requests table showing a pending request, with the + new request button highlighted

2. Sending Forms in Bulk

For a more time-efficient approach, send forms in bulk. Here’s how:

  1. Filter Your Client List:

    • Go to Clients (the All clients page) and select filters.
      Client list toolbar with the filters button highlighted
    • Filter by Type (for example, individuals or limited companies).
      Type filter with Limited Company and Individual or Sole Trader ticked
    • Filter by Enabled services, selecting SA100.
      Enabled services filter with SA100 ticked

  2. Select Clients:

    • Once your filters are applied, the list will display only clients with the Self Assessment service enabled.
    • Use the top-left checkbox to select all filtered clients.
      Filtered client list of 2 clients with the select-all checkbox ticked and highlighted

  3. Create Form Requests:

    • Click bulk actions in the top-right corner and choose Create form request. This opens the Create form requests dialog.
      Client list toolbar with the Type and Enabled services filters applied and the bulk actions button highlighted
      Bulk actions menu open with Create form request highlighted
    • In the Published form field, select the Self Assessment form you want to send.
      Published form dropdown with the 2024-25 Self Assessment Tax Return Questionnaire selected

  4. Adjust Settings:

    • Check that Pre-populate built-in and custom fields with values from client record is set to yes (it is by default) to streamline form completion for your clients.
    • Ignore clients with a request for this form already raised after: is ticked by default, with a date one week earlier. Change the date if you need to, to avoid sending forms to clients who already received one after that date.
    • Select Submit.
      Request details with Pre-populate built-in and custom fields set to yes and Ignore clients with a request for this form already raised after ticked with a date

  5. Notify Clients:

    • After submitting the form requests, notify clients via email by selecting Notify clients via email.
      Create form requests progress at 100%, created for 2 out of 2 clients, with the Notify clients via email button highlighted
    • Compose your email, and you can even include instructions for uploading details about self-employed earnings, expenses, or property income.

  6. Send the Emails:

    • Hit Send, and you’ve successfully emailed your entire Self Assessment client base in just minutes!

Key Takeaway: Bulk sending saves significant time, allowing you to reach all your Self Assessment clients in minutes.