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 most common configuration is to create a workspace for each client company, giving access to any other team members that support that client, or require visibility.

Each workspace must have a unique name. We recommend including a unique reference, such as the the client ID that is allocated by your practice management system, the client company's name, and the title Audit, which will become useful for grouping and reporting purposes. It should look similar to this:

ID1234 - ABC Company Ltd - Audit

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, contact us.

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

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 that will be added to the request.

Then click 'Next' to continue.

If you would like to add some supporting guidance, commentary, or files to any item in the request, click the pen icon to edit the item (this step is 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' and then ‘Next’.

Give your template a name. Then add a subject line, and 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 chase overdue requests, simply select the quantity and frequency of reminders to be sent. Any of these settings can be amended for each request.

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 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.

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.

NOTE: 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.

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.

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