Sending organizers
An organizer is one template, sent to one client, for one tax year. The client gets an email, signs into your firm’s portal, and fills it in. You watch progress fill in live.
Where to send from
Three places, all open the same Send organizer dialog:
| From | When to use it |
|---|---|
| Intake → Organizers → Send organizer | The default — sending from your dashboard. |
| Inside the template editor → Send to clients | Right after building or editing a template. |
| Client detail page → Quick actions | When you’re already looking at the client. |
The send dialog
The dialog asks four things:
| Field | What goes here |
|---|---|
| Template | Pre-selected to your firm’s default for the matching return type. The dropdown shows the template name, return type, and tax year. Searchable when you have 7 or more templates. |
| Client | Search-as-you-type. Pick one. |
| Title | Free text. Defaults to the template name. This is what the client sees at the top. |
| Description | Optional context shown to the client above the first section — for example, “Please complete by Mar 14”. |
Click Send organizer. Assure Pro creates the organizer, emails the client, closes the dialog, and shows a confirmation toast.
If Template or Client is empty, the submit button stays disabled.
[Screenshot: Send organizer dialog]
The Organizers page
Open Intake → Organizers from the sidebar. The page has three zones: stats, filters, and the table.
Stats row
Four cards across the top:
| Card | Counts |
|---|---|
| Sent | Organizers that have been emailed but not started. |
| In progress | Clients have answered at least one question or uploaded one document. |
| Completed | Clients clicked Submit, or you marked the organizer reviewed. |
| Changes requested | You sent the organizer back asking for fixes. |
These cards are static counts — they’re not clickable filters. Use the Status filter pill below for that.
Filters row
| Filter | What it does |
|---|---|
| Search | ”Search by client, contact, or title…” — matches anywhere in the text. |
| Template | Multi-select pill — lists every template that’s been sent. |
| Status | Multi-select pill — the five statuses. |
| Tax year | Multi-select pill — every tax year present in the list. |
| Clear filters | Visible when any filter is active. |
| Columns | Choose which columns to show. |
The table
Columns:
| Column | Always shown? |
|---|---|
| Checkbox | Only if you can edit intake. |
| Client | Always. Shows client name + organizer title. |
| Template | Optional. |
| Tax year | Optional. Right-aligned. |
| Status | Always. Color-coded badge. |
| Answers | Optional. Count of answered questions. |
| Docs | Optional. Count of document requests. |
| Sent | Optional. Relative time, like “3d ago”. |
| Kebab menu | If you can edit or delete intake. |
Click any row to open the organizer review view. Your column choices are saved per-user.
The five statuses
| Status | Color | Meaning |
|---|---|---|
| Sent | Blue | The email went out. The client hasn’t started yet. |
| In progress | Amber | The client has answered at least one question or uploaded a document. |
| Completed | Blue | The client clicked Submit. Ready for your review. |
| Reviewed | Green | You marked it reviewed. The organizer is locked. |
| Changes requested | Red | You sent it back asking for fixes. The client can edit again. |
Per-row actions
The kebab on each row shows actions that fit the current status:
| Action | When it shows |
|---|---|
| View | Always. Opens the organizer review view. |
| Resend | When status is Sent, In progress, or Changes requested. Re-sends the email and posts a notification. |
| Unlock | When status is Completed or Reviewed. Re-opens the organizer so the client can edit. |
| Delete | If you have Delete intake access. Removes the organizer from the list. Answers and documents are kept in case you need to recover. |
Bulk reminders
Select multiple rows with the checkboxes. A sticky bar appears at the bottom:
| Button | What it does |
|---|---|
| Send reminder (n) | Sends to rows in Sent, In progress, or Changes requested. Rows in other statuses are skipped. The (n) shows how many will actually go out. |
| Clear | Deselects all. |
After sending, a toast tells you how many succeeded and how many failed.
Empty states
You’ll see one of three:
| When | What you see |
|---|---|
| You’ve never sent an organizer and you have at least one template | ”No organizers sent yet — Send a template to a client to start collecting tax info and documents.” with a Send organizer button. |
| You’ve never sent an organizer and have no templates | ”Create a template first, then send it to a client.” |
| Filters return zero rows | ”No organizers match your filters” with a Clear filters button. |
Common patterns
”I sent the wrong template”
Open the row kebab and click Delete. The client loses access. Send a fresh organizer with the right template.
”The client didn’t receive the email”
You have two options:
- Open the organizer (click the row) and click Resend in the action bar.
- Or use the row kebab → Resend without leaving the list.
Either way, a fresh email goes out to the same address.
”I need to send the same template to 10 clients in one go”
There’s no bulk send today. The workflow is:
- Make sure the template is set as default for the right return type and tax year.
- Use the pipeline view to find the 10 engagements.
- From each engagement, click Send organizer. The default template is pre-selected.
A “send to many” bulk action is on the roadmap.
Permissions
| Action | Who can do it |
|---|---|
| View the organizers list | Anyone with View intake access |
| Send an organizer | Create intake access |
| Resend or unlock | Edit intake access |
| Bulk reminder | Edit intake access |
| Delete an organizer | Delete intake access |
Next
- Reviewing responses — what to do once the client submits.
- How clients access organizers — what the client sees on their side.
- Resend & reminders — chasing the client when they haven’t filled it in yet.