Allow one hour to complete this guide. It will walk you through the recommended process for configuring Glasscubes to efficiently request and gather information for payroll, VAT, and other clients from whom you regularly require data from.
Schedule information requests to reoccur automatically
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.
All information stored in a central location
Administrators only
The following steps must be completed by a platform Administrator. You can have more than one Administrator, but we recommend they are kept to a minimum.
An Administrator can change the platform’s configuration settings, add and remove users, and has full access to the contents of the account.
To access the account settings, click the arrow next to your name in the top-right corner of the screen, then 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
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.
2. Brand your account
2. Brand your account
Add your firm’s name and logo to the branding section, which will appear in the email notifications that are sent by the system.
3. Create your workspace structure
3. Create your workspace structure
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 unlimited workspaces. We recommend setting up one workspace per request period. For example, for a VAT quarter, you could name it: VAT Quarter – Jan | Apr | Jul | Oct.
When you create your workspaces, there are several features that can be enabled.
When you create a workspace to request recurring information, we recommend you enable the Requests feature (other features can be added later if required).
4. Set up your information request template
4. Set up your information request template
To start using the recurring request feature, you'll need to create an account-level information request template. This ensures your team works with a unified template, complete with a pre-set reminder schedule.
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 single item or a list of items by adding one item per line.
Then click 'Next' to continue.
You can now add any supporting guidance or files to the request. Click the pen icon to edit.
We would recommend including any instructions or attachments that support your request and help your client.
To continue, click 'Save' and then ‘Next’.
Give your template a name, a subject line, and a message for the email notification that will be sent to the client.
Leave the 'Response due by' blank, and we would recommend adding an advanced reminder schedule. Click 'Advanced reminder options' and add your desired schedule.
Create your own automated reminder schedule. We recommend the frequency above to deliver the best results.
You can also add a customised message to any of your reminders.
Finally, click ‘Save’ to complete the template.
5. Sending a recurring information request test
5. Sending a recurring information request test
Navigate to the workspace where you will be creating your recurring information request.
Select the ‘New request’ dropdown and click ‘Recurring request’.
Enter the details of the recurring request:
Recurring Request Name - Type the name of the request
Select sent from? - Select the workspace member you would like the request to be sent from.
Select template - Select the information request template you would like to use.
Who would you like to send this request to?
Select the workspace member or enter the email address of the person to whom you would like to send your test recurring information request. Each recipient will receive a copy of the request.
There are a few ways to add multiple recipients to a request.
Select the members, or enter each person's email address in the text box, separating addresses with the tab or return key.
Select all to send the request to all workspace members.
Clear all selected will remove all recipients from the field.
Bulk import opens a new window that lets you copy and paste email addresses from a document.
Manage Contacts lets you select an email address already used in this workspace.
Upload file to upload a CSV file with recipients using our template.
Note: You can send a recurring information request to multiple recipients, and any recipient can contribute to it. To do so, deselect the "Duplicate this request and send a copy to each recipient" checkbox.
Select Edit schedule to set up the recurrence schedule.
Select your required recurrence schedule and click Update.
An example of your future requests is displayed. To finish setting up the recurring request, click Save.
The information request will now appear in your list of recurring requests. You will be able to review the next date the request is scheduled to be sent.
Manage recurring requests
To manage recurring requests, within the Requests tab of the workspace, select Options and click Recurring requests.
To edit a recurring request, just click on the request line you wish to update, and the recurrence panel will be displayed. Make any amendments you require, and click Save.
To delete a recurring request, select the tick box for the request, click Action, then Delete.
This is 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.
6. Adding team members
6. 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 grant them access to, and assign the appropriate permissions. This will typically be a Contributor. Here are some more detailed instructions.
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.
7. Client communication
7. Client communication
We recommend introducing Glasscubes to your client before sending them their first payroll or VAT 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 would highly recommend you engage with your Glasscubes Customer Success Manager before sending your first client requests.