This guide's steps should take you an hour to complete. It will walk you through the recommended way to configure Glasscubes to request and gather your client’s bookkeeping information more efficiently.
It will save time by chasing outstanding items for you.
Responses and any follow-on discussions will be contained and organised, making them quick to find.
Real-time reporting monitors the progress of your client's requests in a transparent environment.
Administrators only
A platform administrator must complete the following steps. You can have more than one Administrator, but we recommend keeping them to a minimum.
An Administrator can change the platform’s configuration settings, add and remove users, and have full access to the account's contents.
To access your account settings, click on your initials at the top right corner of the screen and select ‘Account settings’ from the drop-down menu.
Now click on and follow the steps below:
1. Add a payment method
1. Add a payment method
Monthly subscription payments must be automated. Either add a payment card to the billing section of your account or contact us, and we will set up a Direct Debit for you.
2. Brand your account
2. Brand your account
Add your firm’s name and logo to the branding section. The system will send email notifications with your firm's name and logo.
3. Create your workspace structure
3. Create your workspace structure
A workspace is a permission-controlled area that is used to send clients requests for information, manage their responses, and organise any ongoing correspondence between you.
The number of workspaces you can create is unlimited. The number you will require will depend on the structure of your bookkeeping team and how they support clients.
If each team member requests bookkeeping information from their own group of clients, they should each have a workspace. If that team member is supported by other team members or just needs visibility over client activity, then those team members can also be added to their workspace.
If all requests for bookkeeping information are currently sent by the same team member or from a shared email address, then the whole team can share a single workspace.
Creating workspaces:
When you create your workspaces there are several features that can be enabled.
Initially, we recommend only enabling the ‘Requests’ feature (others can be added later if required).
If you need to create workspaces in bulk, rather than individually, please contact us.
4. Sending a test information request
4. Sending a test information request
Navigate to a workspace, create your bespoke information request and send a request to a colleague. This will allow you to see how it will look to your client.
Click the 'New request' button.
Now simply enter, or copy and paste, a list of the information you require into the text box. Each line will become a single item that will be added to the request.
Click 'Next' to continue.
If you would like to add some supporting guidance, commentary, or files to any item in the request, click the pencil icon to edit the item (this step is optional).
To continue, click ‘Next’.
Enter the email address of a colleague to who you'd like to send the test request to.
Add a subject line in the 'Email Notification Subject' box and, if necessary, include a message. If you choose not to add a message, the default text displayed on-screen will be used.
Click ‘next’ to continue.
Add your due date; if left blank, the request will default to 'ASAP'. Select the number and frequency of reminders to be sent to enable automatic follow-ups for overdue requests.
Finally, click 'Send'.
This is an example of an email notification that is sent.
When the recipient clicks the green button they are directed to the list of items you have requested.
5. Adding team members
5. Adding team members
Users are invited to the platform by navigating to 'Account settings>User management'.
Add their email address, select the workspaces you want to give them access to, and the permission you want to allocate them. This will typically be a Contributor. Here are some more detailed instructions.
NOTE: As Glasscubes is a client-facing communication tool, we highly recommend that all team members upload their profile pictures. This makes the platform feel more personal and welcoming to your clients.
6. Client communication
6. Client communication
We would recommend that you introduce Glasscubes to your client before sending them their first bookkeeping information request.
It is a good opportunity to explain that you have implemented a new transfer facility, which provides them with a secure communication channel directly to their trusted advisor.
7. Sending information requests to clients
7. Sending information requests to clients
We highly recommend engaging with your Glasscubes Customer Success Manager prior to sending your first requests to clients.
If you need any assistance with your onboarding please contact us.