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Recurring information requests
Recurring information requests

This easy to follow onboarding guide will provide examples, templates, and best practice.

Updated over 2 months ago

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 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

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

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

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, we would recommend one per client.

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

When creating a workspace to request recurring information, we would recommend enabling the ‘Requests’ and 'Files' features (others can be added later, if required).

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 line or a list of items by adding one on each 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 highly recommend adding any instructions to support your request and to assist your client.

In the example above we have also added a new starter form to the request. Adding an attachment is not necessary.

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.

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 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.

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 an email address of the person, you would like to send your test recurring information request to. 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 type the email addresses of each person into the text box, separating each email address by selecting the tab or return key on your keyboard.

  • Select all to send the request to all workspace members.

  • Bulk import will open a new window that allows you to copy and paste email addresses from a document.

  • Upload file to upload a csv file with recipients using our template.

  • Clear all selected will remove all recipients from the field.

Note: You can send a recurring information request to more than one person and any recipient can contribute to the request. To do so, deselect the checkbox by ‘Duplicate this request and send a copy to each recipient’.

Select ‘Edit schedule’ to setup the recurrence schedule and select ‘Update’.

An example of your future request are displayed. To finish the setup of the recurring request, click ‘Save’.

The information request will not be visible in your workspace until the date that it has been set to be sent.

Manage recurring requests

To manage recurring requests, select 'Options' and click ‘Recurring requests’.

Hover over the request and click the pencil icon to edit or bin icon to delete 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.

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.

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

We recommend introducing Glasscubes to your client before sending them their first payroll 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

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

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