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- 596 Discussions
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New employee Karbon training
We are bringing on multiple employees over the next month or so and I am wondering how others train new employees on Karbon. I know that there is a training work item that will teach the functionality of Karbon, but how do you teach how your firm uses it? For example, time tracking rules, work item naming convention, review of work status and how/where to communicate internally. I have used multiple methods but think we can improve .
My Week: Assigned Notes & Emails
I’m making a serious effort to familiarize myself with My Week. My team is new to Karbon in general and I juuuust taught them how to manage their To-do, but since that’s getting replaced, I want to tell them to abandon that and get started using My Week ASAP. However...I can’t figure out how to solve a few problems. Two of the issues are actionable Notes and Emails. I encourage my team to be Inbox Zero, so I’ve drilled that they need to put reference info on appropriate Timelines and actionable items in as To-do (if it’s short term, like within the week) or as Work if it’s a long-term or repeat project. So, if a client emails an updated ACH form that needs to be applied to their recurring invoice from us, then that email gets assigned as a To-do item, so I will remember to apply that change in the very near future. Where on Earth would I find that if I don’t have To-do? Also, with To-do I can assign the To-do date for tomorrow if, for example, I know I am slammed with meetings today an
Emails from clients who have not been created in Karbon yet
Hello everyone,New here :) Our firm is currently using Practice Ignition to import clients once they have signed their proposal. The issue we constantly have is emails sitting in our triage from clients who have not signed on with us yet, therefore there is no client in Karbon to attach them to yet. We could create one ahead of time, but I think Karbon would double up on contacts if we do that.Wondering if anyone has any solution to this so they don’t just have emails sitting in their triage that need to be added to a work or contact.Help would be much appreciated or any advice. Thanks!
Internal Practice management
Two things:1. I’m looking for information on managing my firms’ non-client matters.I know there is a video on setting up different Sales, HR, Finance, etc. Divisions and jobs out of that - that is the video/resources I’m interested in. (Note I’m not looking for “Effectively managing your firm’s internal operations” - this is a great webinar on setting OKRs and helping your practice grow by focusing on the right things)I am not not using the To-Dos very well - I'm not triaging my email to “trust myself” to go into To-Dos as there is a lot there to clean out - how do you manage with this?(Also I know there is a good video on this as well - if someone could share that would be amazing). Thanks!
Changing the start date in repeating work?
Is it possible to change the start in the repeating work? This is what I am experiencing.If I try to change the repeat settings, changing the start date for the repeat is not an option. I am able to edit the start and end dates for a singular piece of work but that does not seem translate to the repeating work.It seems that the only option is to cancel the repeat and start over which can be tricky because you can accidentally delete a POW you need if your not careful.Has anyone else had any experience with this?
Better to repeat work monhtly or have 12 monthly tasks?
Best practice advice please… I’m fairly new to Karbon and looking for tips to better organize. For recurring work like month end close or biweekly payroll, is it better to create a “work” template for each of these and have them repeat or create one “work” template with 12 (or 24) tasks within that have monthly/ biweekly due dates for each task? Which way is easier to manage?
Email Insights and Volume of Emails in Triage
I use Volume of Emails in Triage as a way to monitor if my team is getting through their daily traige. I really push the message that triage should be cleared out daily.Being a leader who tries to lead by example, I make sure that my traige is cleared daily -- with the exception of vacation, I make an effort to clear daily.So I go to check the leaderboard today and I find that I’m leading the pack on the number of emails in triage...92 emails! I can count cleared emails and I know that at no poinit this week have I had 92 emails in a day or even during the entire week. How is this metric being calculated and when is the data polled to update the Insight?
Anyone using the API?
Hi All,I’m starting to dig into the API a bit and am having some trouble getting it off the ground. I’m a beginner, but a quick learner and I feel like I’m missing a small piece.What I want to do is refresh my work list in an Excel document so I don’t have to keep exporting reports from Karbon for my capacity planning. I think I’m missing an important step in how Karbon authenticates the connection.Here’s what I have for my query in Excel:And here’s the error I’m getting:I’ve tried a couple different things with no difference. I don’t want to hard-code the API Key to the query, but I’ll try that next to see if it works.I did notice that when you use the copy function from the website, it pre/appends spaces to the string. I removed both spaces and it still won’t authenticate.
Karbon API Update
Wondering what the status of the more full fledged API is? You all heard any news? Several months ago it sounded like this was something coming out really soon, but then nothing. The current Zapier integration is really too basic in triggers and actions to make use of more than it just being a contact database at this point.
Client tasks - notifications
Hi AllWith Client Tasks - we send out annual questions to clients for preparation of their financial statements and tax returns. We have a Client Task section with individual tasks for responses, download/upload files etc.The Assignee for the Work is the Accountant. But we send the Client Tasks from me (Practice Manager)When the client responds to each individual task both myself and the accountant get triage notifications. This morning each of us has 10+ notifications in triage for this one client/work item. Hugely distracting.Would be better if only one person got the notifications (either assignee or sender, not both) and maybe to have option to choose which person for each client task section? Would be even better if we didn’t get notifications on each individual task within the section, but a summary or daily update on the client task section overall (i.e. if client has updated a task during a 24 hour period, then the daily notification shows what has changed on that task or tas
Sending Client Requests - How many people do you need to send one request to?
Hi Karbon Community! Sending to Multiple People (being able to send a client request to more than one person) is in development but I had two questions I’d love some more information on: How many people do you need to send one request to? Does the number tend to be the same or are there circumstances where you would need to send the request to more or less people? Thank you!
Team role in Karbon
In Karbon, for work(/job) level, there is only only work assignee who is supposed to be a job in-charge. However, in accounting firm, due to the compulsory requirement of professional code, each piece of professional work require an engagement manager as well as an engagement leader (normally the partner). There is nowhere to put these two role in. I know there is so called “client owner” and “client manager” under client contact card. However, these two to me are only for client level, rather than work level concept. Since 1) the client owner and client manager are more for relationship purpose, rather than the professional work role. 2) most important, in my firm, one client may have different type of work, for example, tax service and accounting service may have different work managers, one client manager does not cover both at all. How are you guys or KARBON expert suggest on this? Only get-around I found is to setup a colleague role called “work manager” and “work leader”, however
Client work deadline management and reporting in Karbon - best practices?
Hi everyone, I’ve tried to search the Community but can’t find an answer for this.How do you make sure that you are not missing compliance deadlines for clients, and have good line of sight on them at least 30 days in advance? For example, do you set a protocol that for personal tax repeating work items, the work due date is always set at 15 days before the personal tax deadline for all clients? And similarly for sales tax, corporate tax, payroll, etc.? We haven’t really set such a protocol and found that different team members set different due dates for compliance-related work items (either a few days before the due date or after, if there are follow-up tasks to do such as confirming a Notice of Assessment is available from tax authorities after filing).This makes it difficult to quickly see the ‘true deadline’ for each compliance work item, and across all work items to identify risks/issues early.Would love your thoughts on this - how have you managed to document and monitor deadlin
How is everyone tracking recurring internal tasks?
I am looking to create a list of recurring admin task that I perform. I am hoping this is the last year i have to do any of this stuff. I’d like to create a recurring Work project and assign the Work to an office manager next year. Some of the tasks I want to put in the Work are:Renewing tax software license - Nov 15 Rolling forward tax software - Dec 1 Rolling forward depreciation software - Jan 31 Pay state CPA firm dues - Feb 15 Updating engagement letters - Dec 15 Renewing technical subscriptions - various EtcAny ideas would be appreciated.I am trying to Clockwork my firm.Thanks,Marty
I know the idea of Karbon is that everyone “owns” their email/tasks, but I have got to get out of everyone emailing me as the head of the company. I am going to explore ticketing systems, so I am curious to see if anyone is using those and how they can work with Karbon. I have a list of websites to check out, but I will prioritize a system that someone already is using with Karbon. I like Karbon for the workflow, so hoping to find something that works with it, so I don’t have to switch to a whole new system and recreate everything.
Types of work pieces - accounting firm
I’m curious as to what other Karbon users have been doing when it comes to all the various types of filing s (accounting firm related) that accompany a year-end. For example, financial statements, a corporate tax return, sales tax filings, tax slips for income (T4’s T5’s), personal tax filings for owners, and the list can go on and on.Originally we had one work piece tracking the year-end filing itself, and would find other ways to customize things beyond that to manage all else that goes along with it. We are now moving towards setting up separate work pieces for each and every filing with its own deadline.I’m just curious to hear opinions and experiences from other users in any similar circumstances or different approaches to battling a comparable problem.
My Week Questions
Hello Fellow Peers! So far we have only lightly started using My Week, but will need to be fully experienced in using My Week by the end of the year. Now that I am really digging into it, I’m curious if everyone else who is using it more already has the answers:Is there a way to filter My Week to show completed Notes and Work? There is no quick way to see if they are completed without clicking on them. When the To-Do list goes away, how will we know something has been moved to Done (by accident) if it hasn’t been completed yet? What happens in situations where the Work is assigned to you, but then you also have a task assigned to you within that Work? If you mark the task complete, the whole thing in My Week will then show that all your task are complete, and if you aren’t paying attention, might move the whole thing to Done even though there are a bunch of open task. I think maybe the most obvious answer is to to either have all your tasks assigned to you, or none of them (conside
Workaround for recurring semi-monthly/monthly payroll jobs
For semi-monthly and monthly payroll jobs that are due X number of days before the end of the month (depending on how they are processed, ie: Gusto, ADP) how are you working with Karbon’s limited settings to have accurate due dates so that Payrolls are not missed?Since the end of the month fluctuates (28/29/30/31) and the payrolls are due X number of days before the end of the month + avoiding weekends, there is not an accurate way to set up these types of Payroll jobs in Karbon so that the due dates are an accurate reflection of when the Payroll actually needs to be processed. This is causing us to occasionally miss payrolls, especially when our team has to fill in for other team members who are out and when they are not familiar with when the clients payroll needs to be run.What are your workarounds for recurring jobs that are due at/near the end of the month, but aren’t always due on the same day of the month? Aside from setting up each Payroll job individually (non-recurring) or ad
Considering changing from Canopy. How does the document management work with client portal? Is this worth changing to from Canopy? I am only on the trial version and the one thing I do not like is that there is no folder options to sort files. I want to make sure if I make the investment its worth it. Has anyone else changed from canopy?
Work Item Creation responsibility in your org?
Hello! I would like to find out how other organizations assign the task of creating work items (new clients, new projects, whatever). Do you centralize that process internally to one person/group that manages it? We talked about that being a more administrative/process mgt task that could be done for the accounting teams. I also wonder if pushing that to the team/accountant that is actually doing the work is better (this could lead to various styles and inconsistencies across client work items). Any thoughts out there or experience/lessons learned? Thank you!
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