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Weekly Live - 3rd December 2025

Catch up on this Engager live training session

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 Centre 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.