Hi, welcome back to session 2 on your account and connect certification. I am Darren Root and I am here again with Rhonda Shurter. Hey, Rhonda? Hi, Darren. We are going to hop into a mid-session this time Rhonda, so we're going to talk about adding and working with clients. There's just so much here. We're going to start on the dashboard, Rhonda. If you're in this session and you don't see anybody, any clients on your dashboard, that's because you haven't added any, so let's just talk about adding. I think maybe a better word for that is connecting clients. Let's talk about that a little bit, Rhonda. Sure. You are correct. When you first register and it's your first time that you've been in with ADP and account connect, you won't see any clients, so your client list will be empty and it'll prompt you with the next step to either connect, as you mentioned, Darren, any existing ADP clients or refer new ones. I think this is the time where you would evaluate your client list that you have within your firm, determine who is with ADP, and begin making those connections and you can do that in the upper right-hand corner with the little add client option there. You have two options. One is connect an existing client. This is where you would look at that list that you've compiled of clients that you know are with ADP and you would start connecting with them and you can do that in an automated fashion. You can select connect an existing client. It's going to bring up a form and you can complete the form to determining what product they are on with ADP, provide some general information, the level of access you want to have to them. Again, only requesting the level of access that you need for them. You can always request additional access later, but for security purposes. You would only want the level of access, so if you don't process payroll for somebody, don't ask for payroll access. You can also send a message that would be included in that invitation. Once you hit Connect, an automated email is sent to your client, all the authorized users for that client account with the invitation, it's very easy for them. They can just click on the link in that email and they will be taken directly to the page where they can just hit Approve and they're done. It's almost instantaneous. They will then appear on your client list. The magic here on ADP's part in the background, Rhonda has to do with knowing either the FEIN or the federal ID number or the client ID with ADP and that's how that gets automagically connected on the back-end, the email goes out and the client says, yeah, I'm good with this and then it appears on your dashboard, is that right? Exactly. We do the search in the mapping behind the scenes and we send that directly to the client. The other point I forgot to mention, in addition to the audit automated email, they'll also get a task that appears on the homepage of their payroll solution. Sometimes emails get stuck in spam filters. They will also receive a task where they can action approving your connection request. The time it takes from somebody saying I want to connect this client to actually showing up on your dashboard could vary, depends on when the client authorizes that, and then once that's done, I suspect it shows up there pretty quickly, correct? Yeah. As soon as they hit that approval button, they will get connected on your client list. If for whatever reason they don't, you would see a status and you would be able to resend that invitation. If for whatever reason weren't able to make the connection may be an inaccurate identifier was provided, will actually provide you a message back that will appear on your dashboard and in your notifications saying that we were unable to make the connection to please try again. We will communicate the status. We'll also confirm when it's successful as well. As a high level goal here, Rhonda, the goal ought to be to get all of your ADP customers connected in the account and connect for you to get the most out of the account and connecting this whole platform. You need to get your clients connected, not having them connected is not helpful. I think you're right, Rhonda, I think the best place to start is just have a list of all your ADP clients somewhere, maybe you having a spreadsheet or something. Let's make sure we get all of those connected in here. The refer a client has more to do with, hey, we've picked up a client, or we have an existing client here that maybe is doing payroll in a different way, let's send them to our sales wrap, is that correct? See if we can get them in. Exactly. Another automated way as you saw in our first module you'll typically have a dedicated sales representative. If you send this referral, it will go directly to them, and you can include additional comments as well, and just say, I would like to get my new client started with ADP payroll and you can also include instructions like they also need workers compensation. You can include those in additional instructions that goes directly to your dedicated sales representative, and they will reach out to the client and get them started on the process. Awesome. Thank you so much. It's about time, run it first and shift into working with clients. I think the thing that I would say about this, I want you to follow up on is you can certainly work with clients from the main dashboard. There's also a Clients tab on the left that has the same client list in it and then we also have reports and tax forms over there that has the same client list in it, so lots of ways that you can do different things. But I'd like for you to just talk first about how you see using this product to work with clients. I think you know we offer different ways to work with your clients depending on how you like to work, so you can come into your dashboard and quickly just start working from your dashboard and you wouldn't need to navigate anywhere else from your dashboard, and this is consistent, so even if you looked in the client's area, you can go down your dashboard and you can see, okay here's all the clients that have given me access, here are the access levels they've given me, so I have reports and tax forms, general ledger for Amys Pizza, but if I go down to Brite Mind, for example, I may have payroll as well. You can quickly see at a glance the access that you have for each of these clients, and it's like a launch pad, you can drive into those different areas for the client, you can also drill into the specific clients. If you were to click on a client from the dashboard, it's actually going to bring in the client's slide over, we call it, which gives overview information about that client and direct access to some of those other features. There's multiple ways to be able to get to what you need to do, there isn't a wrong way, there's a right way that works for you. Me, I'm familiar with working with account and connect. I would just launch off the dashboard, but there are some people that might be used to working client by client, so they may go to the clients area and they can drill into specific clients at a time, so it's just different ways to work. There isn't a right or wrong way. The client list is consistently carried across a couple of different areas. You mentioned Reports and tax forms, it's also leveraged in analysis tools as well. Always giving you that complete view of your book of business, but giving you the ability to drill down. I should just mention that the clients that you see in your client list are going to be those that you have access to, because if you remember in our first module, we talked about the ability for you to section clients. So an administrator will always see all clients, but if you're in and you, for example, specialize in payroll, you may only see those clients that you have access to run payroll for, so your client list will depend on the permissions that I've been given to. I think that's another important point to note. Your client list may look different to someone sitting next to you, depending on the clients that you have access to. Awesome. So with all that said, Rhonda, we're going to focus on the dashboard then realizing we can do this from many different areas. But let's talk about filtering, specifically filtering from the dashboard. Sure, so we have search. So you can quickly search and it will real time filter through your client list. But you can also filter so you can filter by the payroll products. Perhaps you want to focus only on your clients that are on our RUN payroll solution, you can filter by the payroll product, you can filter by client status, perhaps, you are running payroll and you want to filter by next check dates. You're looking at the clients in order in which you need to look at, are they due to process payroll client types? If you wanted to specialize and say, we can only your exports and here you want to make sure everything's trued up. You can do that or by notifications. We talked about notifications, the same notifications that are available in the Notifications area in the upper right-hand corner are also on the individual client. If you wanted to just filter by only those clients that have notifications, you can do that here as well. Just giving you different ways to filter through your client list, and you can then clear them if you want to reset it back to the original list that you have access to. And again, if we were not on the dashboard and we were on the Clients tab on the left, we would have filtering options that would be pretty much the same. Yes, exactly. Staying on the dashboard, let's talk about sorting pretty simple. Sort by name or next check date, another way to filter your list. If you go just over to the right a little bit and look under the little settings gear, you'll see you can display by legal name and doing business name. I think this is an important call-out because I've heard request before come in and say I can't find a specific client, and it may be because we're just displaying the legal name as opposed to the doing business name. So you can alter that, and it's like I prefer to always see it as the doing business name, and we'll remember that going forward you won't have to do it all the time, that's a settings for the client list it will remain that way until you change it again. Also under that settings area is that request more access, we talked about the invitation process and how you can request an initial set of access, but if you're going through and you're like, I need additional access, this is your quick access. To request more access, this is also available in the firm settings area. We try to just give you multiple ways to access things that we think that you may need when you're in a specific area. Staying on the dashboard, Rhonda, we have some options depending on what your, I guess, user-level access are. But one of those options underneath a client is payroll and tax forms. I don't want to go very deep into this because we will have a session later on around payroll and tax forms, but just explain what that's all about. Sure. Going across a specific client, we have the reports and tax forms drop-down. From here without even having to go to report the tax forms or drill into a client, you can quickly say, I need the after payroll group, and with one-click it generate and it's going to create report package for you with your payroll details, summary, and liability report. Don't have to go anywhere, just say I need the last payroll information and reporting for the last payroll. Or you can say go to reports and tax forms, and that is going to take you to a robust reports and tax forms processing area, which we'll talk about in our next module. Then we also have the payroll. If you have payroll access for a client, it will be referenced there, and once you click on it, it's actually going to take you into the client and you'll be in the, currently this is only available for our RUN payroll solution. You'll be in the client's instance, you'll have full payroll administrative access to be able to add employees and run payrolls. So directly within their run account, it will actually open up in a separate tab. And we did this intentionally. So you would be able to have all the tools and resources that are available in Accountant Connect, open at the same time that you're working with a client. You can process payroll, close that tab, and move on to the next one. So just mere, did you skip over General Ledger? I did. Thank you for reminding me. So, General Ledger as well is another really great feature. From here you can go into the [inaudible]. As I mentioned, it is going to open in a separate browser. But once you're in there, you have full access to set up an integration, for example, with QuickBooks Online. You can make that connection. You can actually manage all of the mapping as well. So make sure that it's set up correctly. You have full access over making sure everything is mapped correctly. And then with several of our accounting integrations like QuickBooks, after every payroll, that General Ledger file will be automatically sent to QuickBooks and keep that all in sync for you and you have full control and access over that. Accountants that I talk to never seem to have enough time. There's always more work than there is time. It seems like at this point. And what I'm taking from some of this Rhonda is I could save an enormous amount of time and I know we'll talk about this in our next session, but an enormous amount of time in and around getting my payroll reports. And next session we'll talk about automating some of that or sending that data into the general ledger. Maybe it's QuickBooks Online and as soon as we run a payroll, we can send that data over there, launch payroll. So huge time-saver, and really we haven't even left the dashboard. Exactly. So this is really where you have that centralized access and just having it in one place is a huge time-saver. Imagine having to log in and out of each account to be able to do this. Remember different usernames and passwords. It's all here you have all the access that you need to do what you need to do for your client. Before we leave the dashboard, let's just talk really briefly about More and what's in there. Good stuff in there. We ran out of room. So we had to put on More menu in there, just more. So we have Tax Notice & Amendments. So it happens. Tax notices happen. So what do you do with it when you get it? So probably your client forwarded it to you and say, "What do I do with this?" Within this area, you can go into Tax Notice & Amendments and you can actually upload the tax notice into the system. It will create a case of for our dedicated teams to be able to work through. And then you'll be able to check the status of what's happening with that notice and then download the amendment details. So again, complete access and control so you can self-serve. No waiting on the phone, no chatting online. It's everything is in your control to check the status, upload it on behalf of your client. All within that Tax Notice & Amendments area. I was on a phone call the other day with airline and it said "it will be two and a half hours before your call is answered." They need an upload. I know. I try to make doctor's appointments sometimes and like "You'll be on hold for 23 minutes" I'm like "I don't have time for that. I have a meeting in 15, so I guess I'll call back." Time-saving. Yes. So also under the More menu you have the View Client Access. This will take you to where you can quickly see all the different access you have for the clients in a centralized way. We talked about that in our first session where you can [inaudible], request additional access. You can do that from the More menu as well. And then we have two options in there. Delete This Client and Visibility in the Client List. So there's a couple of different scenarios that can happen. And again, the intent is to give you control over your client list. But let's say a client is no longer being serviced by your firm. You don't want to have that continued access to their account. It's a security concern so you can actually terminate that connection on your side as well. The client has access to terminate it as well within their payroll solution. But they may forget and you want to make sure that there's no those security issues. You could then terminate or delete that client from your client list and that's going to remove your connection completely. Then there's visibility in the client lists. Let's say you might have a bunch of seasonal businesses and for nine months out of the year, you don't need to see them in your client list. You might just hide them. They're still there. You can come and turn them back on. Then one of the other filters, I think you can also say I want to see all those that are hidden so you can quickly see which ones are hidden as well. Just another way to manage your client lists so that you're seeing what's most relevant to you. Probably worth noting. Anytime something is like delete this client, I always worry am I deleting this client? But really what we're doing is removing access to that particular client that we didn't delete their payroll records at any level. No, you didn't. The little confirmation screen that will pop up will tell you that you're terminating your connection with them and you can always get it back, right. You send another automated e-mail and you can reconnect as well. Perfect. I think the last thing that's probably worth covering here and I think there are a couple of different ways to access this is the Client Dashboard. I know you have the concept of a slide over. Then you can actually if you're in the client list, you could drill down. Talk about those two different ways. Sure, if you move from the dashboard to the next item down into the client lists, you're going to see the same exact client list. You'll see the same sort and the filters and the little settings. But once I click on one of the clients, you'll see that a slide over appears and you can quickly see what's going on with the client that you've selected. You can see overview information about them, which includes their status, the states they're in, their client identifiers, what products they have with ADP. You can see the notifications, you can also see payroll trends. What's going on with their payroll? Is it growing? Is it steady? Then also just reference some of the other tools that we'll definitely drill into in future modules. But from here you can get an overview of that client and then you can drill into the reports, tax forms, general ledger, and tax notices. The main difference when you're working in this area is you're really working with that specific client. If I were to go to reports and tax forms, I'm going to see the same list of reports that we see in our reports and tax forms area in the left-hand navigation. But you're just running reports and tax forms for this specific client. Which some of our users really like working that way. It's just how their mind works. It's efficient for them. It works for them and this is there for them to meet their needs. Whereas opposed to if they were to do this, they can do the same exact thing in the reports and tax forms area, but what they can also do is they can do it for multiple clients, which we will talk about in a future module. It's a different view, a different way of working with them. Again, not a right or wrong way, just a different way. Yeah, I think that an important takeaway in this session, Rhonda, is just there are multiple ways to get very the same information. There are multiple ways to work with your client list. There's multiple ways to launch into products. There's multiple ways to get the reports and so on. The key takeaway, I think in adding working with clients is to make sure that you get to your clients and Accountant Connect. If you're new to Accountant Connect, you need to have a process to make sure you get all your clients in and then a process as you add new clients to make sure they get added as well. Great job today, Rhonda. Thank you, Darren. Look forward to seeing you in Session 3.
