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 accounts 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
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 on your initials 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
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 clients requests for information, manage their responses, and organise any ongoing correspondence between you.
There is no limit to the quantity of workspaces you can create. The number you will require will depend on the structure of your accounts team and how they support clients.
If each team member requests accounts information from their own group of clients, they should have a workspace each. If that team member is supported by other team members, or they just need visibility over client activity, then those team members can also be added to their workspace.
If all requests for accounts 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, 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, which can be used to quickly create accounts 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, 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).
To continue click ‘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.
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 allow you to see how it will look to your client.
Click the 'New request' button.
Click on the 'Select template' 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
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 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 accounts 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.