The payment of monthly subscriptions 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.

Add your firm’s name and logo to the branding section, which will appear in the email notifications that are sent by the system.

A workspace is a permission controlled area that is used to send requests for information, manage the client's responses, and organise any ongoing correspondence.

You can create as many workspaces as you like. The actual number you require will depend on the structure of your personal tax team.

If your personal tax team look after all personal tax clients jointly, then you will only need a single workspace, which everyone in the team will be given access to.

If you have Customer Relationship Managers (CRMs), or similar, who look after their own clients, then creating a workspace per CRM makes most sense. If the CRM is supported by other team members, then those team members should also be given access to the workspace.

When you create your workspaces there are several features that can be enabled.

When creating a workspace to request personal tax information, you should only enable the ‘Requests’ feature (others can be added later, if required).

For convenience and consistency, it’s a good idea to create an information request template, which can be used to quickly distribute personal tax information requests.

To create a template, navigate to ‘Account settings>Advanced options’ and click the ‘Manage templates’ button. When the pop up appears, click the blue ‘Create’ button.

Now simply enter the description of the information you require. You can request a list of items by adding one on each line. However, for personal tax information requests, our most successful customers use a single line request.

The description we recommend using Click on your tax checklist below to view and download a copy.

Then click 'Next' to continue.

You can now enhance your request by adding supporting guidance or files. Simply click the pen icon to edit. We recommend attaching relevant materials to encourage your clients to engage with your information request. Here’s a generic checklist you can customise to fit your needs.

We highly recommend adding the instruction, IMPORTANT NOTE: Please do not send me information by email. Instead use this secure facility for all communication relating to your tax return.

In the example above we have also added a generic tax checklist to the request. If you prefer to add a customised list or aide-memoire to each request, no file needs to be added to the template.

To continue click 'Save' and then ‘Next’.

Give your template a name, a subject line, and message for the email notification that will be sent to the client. We recommend using:

For the template name and subject line, Tax Return Information Request - Year Ended 5 April 2024 and the message below:

Dear $CLIENT SALUTATION$,

Your tax checklist for the year to 5 April 2024 is now available to view and download. Just click the green button below.

IMPORTANT NOTE: Please do not send me your information by email. Instead use this secure transfer facility for all communication relating to your tax return.

With thanks and kind regards.

$SENDERS NAME$

The variables with dollar signs on each side will be personalised for each request.

Click ‘next’ to continue.

Give your information request a due date; we recommend 30th November. Then click ‘Advanced reminder options’.

Create your own schedule of automated reminders. We recommend the frequency above to deliver the best results.

You also have the option to add a customised message to any of your reminders.

Finally, click ‘Save’ to complete the template.

Navigate to a workspace, create a request using the template you created, 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.

Click on the 'Select template (optional)' drop down and select your template.

Click 'Next' to continue.

Enter the email address(es) you want to send the request to, then follow the remaining steps of the wizard to send the request.

This an example of the email notification that the client receives.

When the recipient clicks the green button they are directed to the upload panel with your instructions.

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.

As Glasscubes is a client facing communication tool, we highly recommend all team members upload their profile picture, which makes the platform feel more personal and welcoming to your clients.

No more than 7 days before you plan to send out your information requests, it is important that you introduce Glasscubes to your clients.

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.

This is our recommended email communication:

Subject: Important update: Tax Return - Year Ended 5 April 2024

Dear Sir/Madam

We have introduced a new secure transfer facility to supply your personal tax information. Please do not send us your information by email. Instead use this secure facility for all communication relating to your tax return.

On [Date] you will receive an email from us, which will give you access to your tax return information checklist. It contains figures from the previous tax year, if applicable, and will help you with the collation of the information we require.

The tax return submission deadline is 31 January 2025. HM Revenue & Customs (HMRC) will impose automatic non-refundable penalties for late filing – irrespective of whether there is any liability. We therefore kindly request that you provide us with the relevant information as soon as possible, and no later than 30th November 2024.

We look forward to hearing from you as soon as possible.

Yours faithfully,

Information requests can be sent in bulk, up to 300 at a time. This may be increased on request.

If you need to send personalised requests, in bulk, e.g. that contain a client specific aide-memoire, please contact your Glasscubes Customer Success Manager.

We highly recommend engaging with your Glasscubes Customer Success Manager prior to sending any requests to your clients.