You should allow an hour to complete the steps in this guide. It will walk you through the recommended way to configure Glasscubes to request and gather your client’s audit 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 has full access to the account's contents.
To access the account settings, click on your name in 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. You can 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; they will appear in system-generated email notifications.
3. Create your workspace structure
3. Create your workspace structure
A workspace is a permission-controlled area used to send information requests, manage the client's responses, and organise ongoing correspondence. You can create as many workspaces as you like.
The most common configuration is to create a workspace for each client company, giving access to any other team members who support that client or require visibility.
Each workspace must have a unique name. We recommend including a unique reference, such as the client ID allocated by your practice management system, the client company name, and the title "Audit," which will be helpful for grouping and reporting. It should look similar to this: ID1234 - ABC Company Ltd - Audit
When you create your workspaces, several features can be enabled.
Initially, we recommend enabling only the ‘Requests’ feature (other features can be added later if required).
If you need to create workspaces in bulk rather than individually, don't hesitate to contact us.
4. Set up your information request template
4. Set up your information request template
For convenience and consistency, it’s a good idea to create an information request template to generate an audit request quickly.
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, or copy and paste, a list of the information you require into the text box. Each line will become a single item added to the request.
Then click 'Next' to continue.
If you would like to add supporting guidance, commentary, or files to any item in the request, click the pen icon to edit the item (optional).
In the example above, we have added a spreadsheet for the client to complete, along with the following instruction: "Please download, complete, and upload the attached spreadsheet back into this facility."
To continue, click Save, then click Next.
Give your template a name. Then add a subject line and a message to the email notification that will be sent to the client.
Click Next to continue.
There is no need to add a due date to the template, as this will likely change for each request. If you would like the system to automatically follow up on overdue requests, simply select the number of reminders to send and their frequency. Any of these settings can be amended for each request.
Finally, click Save to complete the template.
5. Sending a test information request
5. Sending a test information request
Navigate to a workspace, create a request using the template you created, and send a request to a colleague. This will let you see how it will appear 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 of a colleague, who you'd like to send the test request to, then follow the remaining steps of the wizard to send the request.
This an example of the email notification that is sent.
When the recipient clicks the green button they are directed to the list of items you have requested.
6. Adding team members
6. Adding team members
Assuming you have several audit clients, and therefore several client workspaces to manage, it is easiest to administer the workspace members by grouping them into teams. Each team will be assigned its relevant client workspaces.
To set up your teams navigate to 'Account settings>Account teams' and follow these instructions.
If you need to invite a user as an individual, rather than as a member of a team, you can do that 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.
Top Tip: 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.
7. Client communication
7. Client communication
We recommend introducing Glasscubes to your client before sending them their first audit 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.
8. Sending information requests to clients
8. 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.