By Mary Cooper
updated about 17 hours ago
To save time and streamline,firms specializing in tax preparation often use digital organizers to obtain basic and necessary information from clients. An organizer generally resemble a questionnaire—a series of fields to be filled out and, sometimes in this case, requests for document uploads. They (1) help the preparer get all the important facts they need in one spot and (2) keep the client from having a lot of back and forth with the firm.
On TaxDome, you can create as many custom organizers as you want to cover your different needs: an onboarding organizer, a personal tax organizer, a business organizer, an expat organizer, a construction firm organizer… This way, you can promise each client an excellent user experience by providing them with questions and requests catered to their specific situation. We also have a set of default organizers which you can easily edit.
Coming soon, you will be able to automate the sending of organizers via pipeline automation.
- Creating an Organizer Template
- Creating an Organizer for a Client
- Managing Client Organizers
- Printing an Organizer
- Adding Default Organizer from Our Library
- Managing Organizer Templates
Creating an Organizer Template
Organizer templates can be created by a firm owner or by any team member who has been granted access rights. It’s helpful to design these templates in advance, so that you have them ready to go and to tweak for your diverse clientele.
To create an organizer template:
1. Go to Settings in the left sidebar, select Templates in the menu bar, then select Organizers and click the CREATE TEMPLATE button.
2. An organizer consists of sections and questions. Each question belongs to one section. To begin, click on the Organizer Name field and enter what you would like to call it.
3. Click on Section Name and enter a heading for that first section (for example, if you are creating a standard organizer/form, you can call it “Basic”). Next, click on Add question and select the question type or request, choosing any of the following from the pull-down menu:
- Free entry – This is an open-ended question that is generally used to collect any necessary information filled in by a respondent. For example, questions related to the respondent’s name, address, or company info can be answered with the use of this question.
- Number – This is a question type that allows collecting numeric information filled in by a respondent. For example, questions related to the number of children or SSN can be answered with the use of this question.
- Date – This is a question type that allows collecting date information filled in by a respondent. For example, questions related to the date of birth can be answered with the use of this question.
- Multiple choice – This is a question type in which a respondent has to select one response from a given list of options. For example, questions related to the respondent’s company type can be answered with the use of this question.
- Checkboxes – This is a question type in which a respondent has to select one or many responses from a given list of options.
- Yes/No - This is a closed-ended question that is generally used in case of the need for basic validation. For example, questions related to the respondent’s married status can be answered with the use of this question.
- Documents upload – This is not basically a question. Use it when you want your respondent to upload any type of documents. You will need to specify what documents should be uploaded.
4. If an answer to a question is mandatory, turn on the Required toggle.
5. Add as many questions and sections as you need, then click the SAVE button.
Creating an Organizer for a Client
Once you have an organizer template, you can send an organizer to a client.
1. Click the + NEW button on the left sidebar, select Organizer, then find the client you want to send an organizer to. You’ll see your five most recent clients in a list. If the client you are looking for is not there, type their name, ID, or email address in the search field.
2. Click the Organizer Template list to select a template, then click CREATE to send the organizer to the client.
The client will automatically receive an email notifying them that an organizer has been sent to fill out.
Managing Client Organizers
To manage a client’s organizers, go to Clients, click the client's name, and then go to the Organizers tab. If there are no organizers there, you have not yet sent one to that client.
Once a client has received an organizer, the following information will be available to you:
NAME: What the organizer is called.
LAST UPDATED: The date/time organizer was created or last updated by the client. All changes made by the client are saved in real time.
- STATUS: If the client hasn’t started answering questions (filling in the fields and uploading documents) or has started to but not finished yet, the status of the organizer will be PENDING. If the client has submitted the organizer, the status will be FINISHED.
Click on the name of the organizer to view all of the information provided by the client. For your convenience, answers from the client will be displayed on one page. You’ll be able to see all the questions and answers that belong to a section at one time. To see the questions and answers of another section, click on that section’s name. All the questions that have been answered will be noted with a green checkmark.
You can delete a client’s organizer if you don’t need it anymore or have sent the client an updated version of it. To do so, click the delete icon to the far right of the organizer’s name, then click the DELETE button. This will not affect the organizer template on which the client’s organizer was based.
Printing an Organizer
You can easily print any organizer (either pending or completed). Click on the name of the organizer to open it, then click on the Print button.
Adding Default Organizer from Our Library
For your convenience, we offer default organizer templates which you can easily edit. To add an organizer from our library:
1. Go to Settings in the left sidebar, select Templates in the menu bar, then select Organizers and click the COPY FROM LIBRARY button.
2. Click the copy icon next to the template you want to add. Now you can edit the organizer by clicking on its name.
Thanks to our customers, we are constantly adding new templates to our library. Do you want to share your organizers with other TaxDome users, too? Please contact us.
Managing Organizer Templates
To make changes to an organizer template (either created by you or the default one), follow these steps:
1. Go to Settings in your left sidebar, select Templates in the menu bar, then go to Organizers and click on the organizer template name in the list.
2. Make changes to the organizer template, then click the SAVE button. You can move or delete questions and sections using the icons to the far right of the section name or question.
Note: The changes you make to an organizer template are not reflected in the organizers that have already been created based on that template.
You can also remove an organizer template if you don’t need it anymore. To do so, click the delete icon to the far right of the organizer's template name, then click the DELETE button. All organizers created for your clients with that template will still be kept.