Emailing client checklist allows you to send your clients their confirmation statement checklist

through the software with pre-populated emails. The checklist is also password protected for

extra security for you and your client. It will also enable you to keep track of your client checklist

progress with the “Emailing & Response” feature which keeps you up to date with the status of

the checklist e.g. if your client has opened it, approved it or edited it. Your client will also be able

to sign of the confirmation statement digitally.

 

To be able to use this feature you must first set up which contacts (clients) you wish to receive

the checklist, this must be done for each company. The email client checklist also uses a

number of templates (e.g email text) which you may want to adjust (or leave as the default

settings).

 

Set Up Company Contacts to Receive Checklists

 

In order for the system to know who to send the client checklist to you’ll need to set up a

contact/s for each company (you can select up to three contacts).

 

- Select the desired company by clicking Company > Select Company, select company

from the drop down menu bar and click Select

- Now that a company has been selected go to Company > Details

- On the top bar, click Contact Details

- Use the drop down menu bar to select the Main contact

- Next select one of the two default email options (both options can be adjusted when you

send of the client checklist)

- Send email with link to download PDF (this will send a download link to the PDF

of the client checklist however online sign off will not be available)

- Send email with link to sign off document (this will send a link to an online

document, online sign off will be available)

 

(Online sign off allows clients to sign off their client checklist in one click as opposed to receiving

a downloadable PDF and then emailing it back to you to sign it off)

- You can also select a second and a third contact.

- Click Save

 

N.B The contact must already be loaded into the system as a ‘Person’. It is also important to

note that within their ‘Person’ details, their email address, residential address and date of

birth must be filled in as these are used to send to the client and to create password security

questions for them to gain access to the client checklist. To add a person go to Person > Add

a Person. If you do not set up a contact for the checklist before attempting to send it the

system will realise this and a button will appear on the right hand side (Setup Email Contact),

this will allow you to click through to the contact details page for you to enter a contact.

 

Adjusting Client Checklist Templates (Optional)

To adjust your Client checklist templates go to My Office > Templates here you will be

presented with the Templates table. When emailing the client checklist there are a number of

templates that are used:

 

- Client Checklist (The text that appears on the client checklist that can be edited on the

software)

- Client Checklist Email Text (The wording in the email that the client will receive that

can be edited on the software)

You can either leave the default wording or customise and save your own wording.

To edit the wording of the Client Checklist and the Client Checklist Email Text:

- Click on the green pencil to the left of the desired form.

- Here you will see the default template

- To add a customised template click Edit Wording

- Add a Name of the Template e.g John Smiths Customised Checklist

- Add any notes you may want to add

- Next edit any text in the text boxes.

 

IMPORTANT: MAKE SURE NOT TO DELETE KEYWORD AS THE SYSTEM REQUIRES

THEM TO POPULATE THE CHECKLIST AND EMAILS WITH RELEVANT INFORMATION E.G COMPANY NAME, DATES AND ADDRESS

 

Keywords always end with an X.. They are as follows:

- DATEX - displays the Companies House filing deadline, 14 days after the review date.

- RETURNX - latest date you would like the clients to return the checklist to you.

- OFFICERX - replaced with the "Director" for a company with shares or "Member" for a

guarantee company or LLP.

- GBPX - replaced with the £ sign if difficulties are found formatting the £ sign without

doing this

- ADDRESSEEX - will be replaced with the salutation name of the addressee. If a

salutation field has been filled in on 'person details' then that will be used otherwise a

more formal first name - surname will be used.

- COMPANYNAMEX - will be replaced with the name of the company for which the

checklist is being sent.

- DATEX - displays the Companies House filing deadline, 14 days after the review date.

- ORGANNAMEX - will be replaced with the name of your accounting practice.

- SENDERX - will be replaced with the name of your chosen sender.

- After you have made your changes click Save

 

You can switch between any of your customised templates and the default template by

clicking the drop down menu bar, selecting you desired template and clicking Save

 

There are also a number of Images you can add to your templates:

 

- Letter Head Image (this will appear at the top of your checklist. If you choose not to

upload your own, your accountancy firm details will appear at the top instead.)

- Email Footer Image (this will appear at the bottom of the email)

 

Sending Client List

 

After you have set up your contacts and you are happy with your template settings you are

ready to send the client checklist.

- On the systems home page go to Filing > CS01 Confirmation Statement > Client

Checklist

- When your happy to send the checklist, at the bottom of the page click Show Checklist

- You will then be presented with a preview of the checklist. After you are happy with the

preview click Email to Client

- Next select a recipient (these options will correlate with the contacts you set up in

Company Details).

- For each recipient you have the option to either:

- Send Email with link to download PDF (this will send a PDF that they can

download make notes and send back)

 

Or                                                           

 

- Send Email with link to online sign off document (this will send them a link to

the checklist that they will be able to add notes and send it back.

- When you are happy with all the details click Send email.

- Click Continue to exit the page

 

Checking Client Checklist Status

 

After you have sent the client checklist you can check its status by going to:

- My Office > Client Emailing > Emailing and Responses

- From here you will be able to see a table with all of the emailed checklists. The table will

show you who it was sent to, the time and date of when it was sent and the status of the

checklist e.gl:

- Sent to Client

- Successful Login

- PDF Downloaded

- After the client has sent back a completed checklist you can update the checklist status

to complete by clicking the pencil to the left of the checklist.

- On this page you will see a preview of the sent checklist and some additional information

about the checklist. You can either click Back to go back to the table or click Complete if

they have sent a completed checklist back.

- After the have confirmed and/or made amends which you have updated you can send

the confirmation statement to Companies house by

- Go to the Filing tab (located on the top bar) > CS01 Confirmation Statement > CS01

Confirmation Statement > Submit

 

Unblocking Client Checklist

 

The client will have 5 attempts to enter the security questions correctly to access the client

checklist. If they fail 5 times then their checklist will be blocked. There are two ways to resolve

this.

- You will receive an email informing you that they have been blocked and allow you to

unblock them (if you are confident the block is not due to a hacker attempt)

- Alternatively you can go to My office > Client Emailing > Unblock Email Sign In