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, 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).

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.

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.

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.

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.

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.

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