Organizers
An organizer is a questionnaire you send a client - for example everything you need to know before a year end, or when you first take a client on. The client fills it in from their portal or My Accountant, where it appears under Questionnaires. You watch their progress, then accept their answers or send them back with a note.
Use an organizer when you need answers. Use a request when you need files.
Before you start
Section titled “Before you start”- Sending, reviewing and building organizers need the organizer permissions in your firm role.
- The client needs at least one contact who can sign in. See Clients.
Build an organizer
Section titled “Build an organizer”Your firm starts with a standard organizer. You can edit it, copy it, or build your own from Templates > Organizers (or Build an organizer on a client’s Organizers tab).
-
Enter the Organizer name, What it is for, and the Message the client reads first.
-
Set Due this many days after you send it and Chase after this many days (for example
3, 7, 14). -
Add sections, each with a name and an optional line explaining why you ask for it. Move sections up and down to reorder them.
-
In each section, add questions. For each one, write the question, choose its type, and tick Required if you must have an answer.
-
Open a question’s settings to add Helper text, a Placeholder, the Answers to choose from, or the Smallest allowed and Largest allowed values for numbers.
-
Tick Available to send, and Pre-select this one when sending if it is the one you use most. Only one organizer can be pre-selected.
-
Switch to What the client sees to try it out, then save.
The builder shows a running count of sections, questions and required questions. Use the copy button on Templates > Organizers to make a variant without touching the original.
Question types
Section titled “Question types”| Type | The client gives |
|---|---|
| Short text | A single line of text. |
| Paragraph | Longer text. |
| Number | A number, optionally within limits. |
| Amount | An amount of money, optionally within limits. |
| Date | A date. |
| Yes / No | Yes or no. |
| Pick one | One answer from your list. |
| Pick several | Any number of answers from your list. |
| Email address | An email address. |
| Phone number | A phone number. |
Conditional questions
Section titled “Conditional questions”A question can appear only when an earlier answer calls for it, so a sole trader is never asked about their payroll. In a question’s settings, under Only ask this question when, choose an earlier question, then is, is not or has any answer, and the answer that reveals it. Choose Always ask it to remove the condition.
- A condition can only point to a question asked earlier in the organizer.
- A hidden question is never required and is not counted in the client’s progress.
- If a question depends on a hidden question, it is hidden too, and a section with nothing to show disappears.
- If the client changes an answer so a question hides, anything they typed into it is kept, in case they change their mind.
Use What the client sees to type answers and check that your conditions behave.
Send an organizer
Section titled “Send an organizer”- Open the client and go to Organizers.
- Click Send an organizer.
- Choose Which organizer.
- Choose Who should fill it in. It starts with your main contact; with nobody chosen, it goes to Everyone with portal access.
- Optionally set Due by and a Tax year so you can tell one year’s answers from the next.
- Tick Carry last year’s answers over to pre-fill the client’s previous accepted answers, and Chase them if it goes past due to send reminders.
- Click Send.
The questions are frozen onto each send, so editing the organizer later never changes what a client was already asked. The client is emailed a link to sign in, and answers save when they click Save for later, so they can stop and come back.
When carrying last year’s answers over, dates are never copied - last year’s date is almost always wrong this year, and a blank is easier to spot than a wrong answer.
Track and review
Section titled “Track and review”The Organizers tab sorts what you have sent into With the client, To review, Finished and Everything. While a client is filling one in, you can see how many questions they have answered.
When the client sends it back, open it from To review and read their answers. Then either:
- Accept - Bokapsys creates a PDF of the answers and files it in the client’s document vault.
- Send back - write What needs changing. The client is emailed your note, and the organizer reopens so they can edit their answers and send it again.
You can also download an organizer’s answers, chase the client with a reminder straight away, or cancel an organizer they no longer need to answer.
Reminders
Section titled “Reminders”If you ticked Chase them if it goes past due, Bokapsys reminds the client on the schedule set in the organizer, counted in days after the due date. Each reminder is sent once, and only to contacts who can sign in. You get a notification when the client sends their answers back.