Welcome to your 2nd stage of onboarding! This guide will walk you through setting up Practice Management, the essential steps and best practices to ensure a smooth setup and successful deployment.
Please ensure you completed stage 1 of your onboarding to move forward smoothly.
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.
As stated in stage 1, after setting up these deadlines the reminders are now active.
Note: The Annual Account & Confirmation statement deadlines will be automatically populated as long as you have ticked the services in stage 1 ‘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.
Generating Proposal/ Letters of Engagement
Navigation: Workspace > Clients > Specific Client > Client specific workspace > Proposal/LOE
- Once you have inputted the service pricing for the prospects in stage 1 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.
- By selecting on 'status' you will be able to track the status of the e-signatures and by selecting the 3 dots you are able to edit and download the documents out.
Note: Remember to add your logo in 'MyAdmin' for it to be added to your documents.
Note: You can edit these templates for Proposal/LOE letters in the Settings > Document templates area if needed and you can create your own templates there for both engagement and proposal letters.
Setting up SMS
Navigation: Practice Management > Workspace > Communication > SMS
Please can you register here with burst SMS to set up your senderID.
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 related article for more detail on the specifics of how to get set up. 
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.
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 please refer back to stage 1 article to explain where you can request to perform in depth AML checks.
Risk Assessment
In the settings you will find the risk assessments segregated by entities which you are able to export as PDF and you have the option of adding new criteria by selecting 'New Criteria'.
This checklist can also be found in the Client specific workspace > Onboarding > Risk Assessment.
This related article further explains the user permissions to conduct risk assessments, explains the risk levels and 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 have completed stage 2 of your onboarding. If you encounter any issues or require further assistance, don't hesitate to reach out to your Onboarding Manager.
To move onto stage 3 & 4 please view the module specific articles added below:
Stage 3 & 4 Articles: