Welcome to our Onboarding Guide for Practice Management! This guide will walk you through the essential steps and best practices to ensure a smooth setup and successful deployment.
When you start working with a client for the first time in the Practice Management module, it's important to complete the mandatory information within the Settings section. This includes:
Customising and Creating Services:
Navigation: Practice Management > Settings > Services
This involves clearly defining the services you offer, setting up the manager responsible for those services, setting a standard fee, estimated hours & custom reminders.
You have the choice of using the default services which will already be included for you & even customise the information (service info, tasks, reminders) for these services by simply clicking the name of the service.
However, to create a new customer service from scratch, please follow these steps:
Click the purple ‘Add Custom Service icon’
Enter the service title, the frequency of service, estimated fee & service manager who will be in charge of that particular service. (Or choose to leave the service manager blank, if you have multiple staff members working on a service and to avoid too many notifications. This is the recommended option).
Choose the client type that you want the service applicable for. Eg. is it specifically just for Limited companies, or a variety of client types which you can tick.
Configuring Steps:
Navigation: Practice Management > Settings > Add custom service > Configure steps
This refers to creating all of the necessary steps, which need to be completed before that custom service you just created can be completed. These steps will then automatically flow through under the workspace >>> Tasks.
You can create as many steps as you require and click ‘Next’ when ready for the final step. Please create them in sequential order.
Configure Reminders:
Navigation: Practice Management > Settings > Add custom service > Configure reminders
The final step is to configure reminders, which refer to custom reminders that can be created and sent out to notify both staff members and clients of an approaching deadline.
Once you click the ‘configure reminders’ tab, as shown above you will then be able to remind either your staff and/or clients.
For example, if you only want to remind your clients but not staff then please select the relevant clients under the drop down menu. But if you want to remind staff too, then you can use the staff filter to select any relevant staff.
You can create as many reminders as you need for a service, the aim is to customise the flow to completely suit your needs. Eg. You can create a deadline 3 months prior, 1 month prior and then 1 day prior. The reminders will be sent via email. (You can see the template type or choose to create your own email reminders in Settings > Email templates.
Note: The reminders will not be active until a deadline is created for that particular service. We will cover this step shortly below after assigning services to clients.
Assigning Services:
Navigation: Practice Management > Settings > Services > Assign Services
It is important to assign custom/created services to your clients. You can do it on a client specific basis as well as in bulk. To complete this task, you are required to:
Check the box with the relevant service next to your client
Check the box with the relevant service just below the relevant service (for bulk assigning)
Click Save to assign these services
Setting up Accounting Periods:
Navigation: Practice Management > Workspace > Clients > Specific Client > Settings > Accounting Periods
To add accounting periods, you are required to follow the navigation process and select ‘Add period’, the pop up window will include a few fields to populate:
Type information (Accounting Period)
From Period
To Period
Due Date
Adding Deadlines:
Navigation: Practice Management > Workspace > Deadlines > Add deadline
You can then select the appropriate, client service you wish to add the deadline for & the from and to dates. You can also select ‘is recurring’ so once the current deadline is complete, the next one is automatically generated.
Note: The Annual Account & confirmation statement deadlines will be automatically populated as long as you have ticked the services in the earlier ‘Assign services’ step & then click ‘refresh’ in Workspace > Deadlines.
How to Create/Edit Tasks:
Navigation: Practice Management > Workspace > Tasks
To create a task, you must select ‘Add Ad-hoc Task’ and populate relevant fields:
Task Type
Task Title
Task Description
Select a Client
Select a Service
Start Date
Due Date
Visibility
Priority
Assign to
Save
Note: You can also create a task in a client specific level by navigating to clients > Workspace > Add Ad hoc task.
Setting up SMS:
Navigation: Practice Management > Workspace > Communication > SMS
Please can you register here with burst SMS: https://senderid.burstsms.com/?country=United+Kingdom&account=78981
Please ensure to register before attempting to send the SMS.
Our SMS provider has recently changed their policy, so you need to create an account with them in order to send the SMS.
Once registration is complete, you can send SMS directly from the module by selecting ‘Send SMS’ & populate the information below.
Configuring email to link existing email to Capium’s Conversations:
Navigation: Practice Management > Workspace > Conversations > Settings > Email configuration
You can set up your forwarding rule to link your existing email inbox to Capium’s by navigating to settings > email configuration. This is also the area to create your pre-set email signature. Please see this link for more detail on the specifics of how to get set up: https://capium.freshdesk.com/support/solutions/articles/9000195110-email-conversations-link-your-email-inbox-to-capium
Syncing your calendar to Capium:
Navigation: Practice Management > Practice > Calendar
You also have the option of syncing your current calendar onto Capium, so the deadline reminders will auto populate on the calendar for you. To do so please click either the google or outlook sync buttons and enter in your credentials.
If you run into any issues, please do not hesitate to contact our support team for assistance in syncing your calendar to Capium.
Populating prospects into the CRM:
Navigation: Practice Management > CRM > Connections
In the CRM module, you can input prospects by clicking ‘New connection’ and you can enter the prospect information in. Alternatively, if you have a large quantity of prospects and you want to upload them all in one go you can download the csv file through ‘import connections’.
Once the csv sheet has been populated, you can upload it by clicking ‘upload csv file’.
If you want to convert a prospect to a client in the CRM, simply click the checkbox next to the prospect name & then select status to client.
Generating engagement and proposal letters:
Navigation: Practice Management > CRM > Connections > Select prospect name > Proposal/LOE > New
Once you have inputted the service pricing for the prospects under the Service section, you can then generate the LOE/Proposal letter by clicking new and selecting which you want to generate as well as which template to use.
This will then generate the LOE/Proposal letter for you and you still have the option to edit it (as seen below)
Note: You can edit these templates for Proposal/LOE letters in the settings > Documents area if needed and you can create your own templates there for both engagement and proposal letters.
AML Checklist:
Navigation: Practice Management > Settings > AML Checklist
In the settings, you will see a pre populated AML checklist which is available for you to export as a PDF. There is a criteria for each company type which is available for you to run through when onboarding a new client of yours. We also give you the option to add specific criteria to the checklist.
This checklist can also be found in the client specific workspace > Onboarding > AML checklist
Note: Capium is also partnered with Veriphy, so for £3 plus VAT you can request to perform in depth AML checks either from My Admin > AML or from Workspace > Client > Onboarding > AML. Once done, you will receive a PASS or FAIL result for the client as well as a downloadable breakdown of the results.
Related Articles:
1. How to set up custom templates for Letters of Engagement/Proposals
2. Send Engagement/Proposal Letters to Existing Clients
3. Send Engagement/Proposal Letters to Prospects
Congratulations! You've completed the essential steps to set up Practice Management. If you encounter any issues or require further assistance, don't hesitate to reach out to your Onboarding Manager.