Unless you are working on your own then it is quite likely there will be some form of hierarchy in place in your business. Lets face it even if you work on your own you will wear multiple hats so there will still be a form of hierarchy in terms of how you prioritise that work. To meet the needs of any size of business or team structure we have created a hierarchical structure in Hindsight that works for you. This is achieved through practice level user roles and client user roles. This structure should provide enough flexibility for all situations but if we have missed something please do not hesitate to contact us.
There are four standard dashboards within Hindsight.
Clients are on the free plan will be displayed on the free dashboard. You will only see data relating to clients where you are assigned with a client user role. This gives you the ability to display just clients that you work on.
The data displayed on the dashboard is based on the client data in Xero. This means whether an alert has triggered or not you should always see data being displayed here for the worst five clients for each panel.
If you have no clients on the free plan then an example dashboard is displayed to give you an idea of what the dashboard looks like and the data that is provided.
Clients that are on the paid plan will be displayed on the portfolio dashboard. You will only see data relating to clients that you are assigned with a client user role. This is your portfolio of clients.
The data displayed on this dashboard is based on the alerts that have triggered in Hindsight. As these clients are on the paid plan and we have more parameters to create context and relevance around the importance of what you wish to see we can really drill down into the detail and only display data when an alert has prompted it. The clearer the portfolio dashboard the better the quality of your clients records.
Unlike the free dashboard that only shows the worst five instances the portfolio dashboard shows all clients where alerts have triggered via the use of scrollbars in the dashboard panels.
If you have no clients on the paid plan then an example dashboard is displayed to give you an idea of what the dashboard looks like and the data that is provided.
Clients that are on the paid plan where you are assigned with a ‘user’ client role will make up what you see on the user dashboard.
If you have no clients on the paid plan or you are not assigned a user then an example dashboard is displayed to give you an idea of what the dashboard looks like and the data that is provided.
Clients that are on the paid plan where you are assigned with a ‘manager’ client role will make up what you see on the manager dashboard.
If you have no clients on the paid plan or you are not assigned a manager then an example dashboard is displayed to give you an idea of what the dashboard looks like and the data that is provided.
The insights page only displays data if you have clients on a paid plan and you are assigned them with a client user role of any level. Only clients on a paid plan will be displayed on this page as it is built on the alerts that have triggered.
The bedrock of Hindsight are the alerts. It is imperative these are not missed or forgotten. As such these will end up at someone’s door whether they want them or not. That unfortunate person is the Practice Admin (the person who set up the account) but before they land with them they will go through the following phases.
Alert assigned to user
- No user assigned to client > manager assigned to client
- No manager assigned to client > partner assigned to client
- No partner assigned to client > practice admin
Unless you are working on your own it will be in the best interest of the practice admin to make sure that clients are setup correctly and have the relevant client user roles assigned to them. Following this hierarchy someone within the practice will always be assigned to an alert and nothing can be missed.
You can have multiple users assigned to an an alert for display purposes (see below). If any of these users complete the alert it will be completed and disappear from the list for all assignees. From a team perspective it is still one alert from a reporting point of view. In the future we will display user stats on how many alerts were generated versus how many were completed by user so you can see if anyone in particular is propping up the team.
There is another layer of assignment where you can assign alerts to an individual named team member. If you did not want any more than one person assigned to an alert you can do so from the client record by assigning it to a named individual. The user has to be assigned to the client in order for their name to appear in the list.
User assigned to client
You can assign multiple users to each client. Any user assigned to a client in effect becomes part of the ‘team’ for that client and those users stats are used in manager dashboard calculations. The following list details how many users can be assigned to each role for each client.
- One partner per client (there should only be one ultimate person responsible and the idea of a portfolio hinges on this role)
- Unlimited managers per client (there may be different managers for accounts, tax and bookkeeping as an example)
- Unlimited user per client
As multiple users can be assigned to a client you can have a situation where multiple users have an alert generated. This is fine. There is only one alert for the purposes of any calculations. Once the alert has been completed it will be removed from all users alert lists so you do not waste time doing the same piece of work.
You will know when multiple people are assigned to an alert as you will see there initials against the alert.
You will only see clients in your Hindsight account if you are assigned one of the above roles. If you think a client is missed from your portfolio then you will need to speak to a manager or admin for them to assign you. Practice admins by default can see all clients.
Free Alerts User assignment
When the free alerts are generated they follow the convention above. As there is no client user assignment for the basic alerts they will always display as being assigned to the practice admin as they were the person who set up the account. You will see the practice admin initials against each alert. If you filter by assignee unless you choose the practice admin name you will return no alerts.
When dealing with the free alerts you will need to use the ‘Clear All’ function in the alert header to make sure you can see all alerts for your clients.
The transactions page is only viewable if you have clients on a paid plan and you are assigned them with a client user role. Only clients on a paid plan will be displayed on this page. If you are missing a client that is in your portfolio then you will need to double check the plan they are on.
The totals on this page only reflect the clients on a paid plan and not the whole portfolio.
Heart Rate report
The heart rate report is for clients on a paid plan. You will only be able to run the report for those clients on a paid plan where you have been assigned a client user role i.e. they are in your portfolio.
An example heart rate report is shown by default for everyone so you can get an idea of the report format and information to be provided.
The MOT report is for clients on the free plan. You will only be able to run the report for those clients in the free plan where you have been assigned a client user role i.e. they are in your portfolio.
The client portfolio displays the clients that you have been assigned. It does not matter whether they are on the free or paid plan you can view all clients as long as you have been assigned a client user role.
Moving between plans
There will be times when it makes sense to switch between plans for clients i.e. from free to paid and vice versa. The alerts logic in Hindsight has been built to ensure your alerts remain in tact between switching. This means if alerts were generated whilst on a paid plan they will still exist after the switch. You paid for them so you should still see them. Once those alerts have been completed they will disappear from you list. Please also consider that an uncompleted alert may represent an issue that has been corrected and the alert is no longer relevant. Once you move from paid to free plan the auto complete feature within the alerts will no longer trigger.
You could therefore have a mixture of free and paid alerts for clients if you switch between plans. It does not mean that Hindsight is broken.