Messages (Basic): Send Manually or Automatically

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TaxDome’s Chat feature allows you to securely communicate with your clients in real time—and in one place. Use it to schedule appointments or ask clients for missing information. Plus, Chat lets you set up reminders, attach files, ask clients to complete tasks in a way you can track and more.

Covered here:

Chats/Messages

You’ll find the Chat feature inside the Messages tab, or you can create a chat by going to the left sidebar and clicking Chat. Chats are secure threads where you communicate with clients and team members in real time. The threads are neatly organized within each client account profile, and you’ll always be able to see how many messages remain unread.

About Chats:

  • Chats happen in real time inside the Messages tab—it's like Slack or texting.
  • They are a secure way to ask questions, request files or assign tasks.
  • You use the @ symbol before a team member’s name to get their attention inside a chat.
  • Clients receive notification about new chats and pending questions.
  • When clients or team members respond to a chat, create a new chat, make changes to client tasks or upload/attach a document to a thread, you get an email and a notification in your Inbox+.
  • When you add tasks for clients in a chat, they are displayed as to-do lists with checkboxes. Plus, you can track their progress on a separate page.
  • You can set up automatic reminders for chats.
  • Once you’ve go what you need from a chat thread, you’ll be able to archive it to avoid clutter.
  • To send identical messages to multiple clients, you can use message templates inside chats.
  • The Chats feature is available in the TaxDome mobile app for when you are on the go.

tip

Note: If you try to leave the Messages page without clicking send , you’ll get a warning. Click Cancel in the alert pop-up, then send. Don’t select Prevent this page from creating additional dialog—unless you want to stop receiving this alert.

Creating New Chats

A chat thread can be created by a firm owner, an admin or a team member either assigned to the account or with view all accounts access rights.

tip

Note: Clients who are offline cannot receive messages from Chat. In order to use Chat, clients must have an active TaxDome account, a login and portal access.

There are three different ways to send a message using Chat:

Start a Chat With a Client

To send a message to a client, click the + NEW button in the left sidebar menu, select Chat from the slide-out, then write the note. You can also click the New Chat button in the Messages section of the client account profile.

That’s it! Click the Create Chat button. The client automatically receives an email notification about the new message.

Below, learn what to do in the numbered sections on the New Chat page:

1. To: Select the name of the person the message is for.

2. Template: Choose a template for a frequently sent message. For more details about templates, go here. You select a template only when creating a new message, not when responding to one.

3. Subject: Enter the subject line; it will be displayed in the Chat list. When you use a message template, it is automatically populated.

4. Message: Compose the message—use text formatting, emoji, bullets, numbered lists and links. When you apply a template, the message automatically populates. Get a team member’s attention in the message by using @ before their name.

5. Reminders: Toggle on if you want a reminder email to go out to the client when they don’t respond within a time frame (more details below).

6. Documents: Attach files from your desktop or TaxDome (more details below).

7. Tasks: Add checklists for your clients. For more details about this, go here.

8. Create Chat: Click to send your message to the client. Otherwise, click Back.

Send a Message to Several Clients

If you need to send the same message to lots of clients, use our bulk-messaging feature:

Go to Clients from the left sidebar menu, select the checkboxes next to the clients you want to send the message to, click More actions in the top menu bar, then click Send Message in the pull-down menu. Select a message template or write a title for the message (optional), add your text, then click Create Chats.

You can add documents and tasks to a message thread later.

Auto-send a Message to Clients


By using Automations, you can set things up so that a message automatically goes out when a job moves to a new stage in a pipeline. First, you need to create the message template. To learn how, go here. Once you have a template, follow these steps:

1. Go to Settings from the left sidebar, select Pipelines, then click on the pipeline name or the CREATE PIPELINE button.

2. In the Stages section, select the stage you want to add the automation to, click + Add automation on the far right, then select Send Message in the pull-down menu.

3. Select the message template for the automation. Decide whether you want to toggle on Reminders; if you do, the client will get a reminder when they don’t respond to the message within a time frame. For more details about setting up reminders, see below.

4. Click SAVE to keep your changes. Once the automation is added, you’ll see it by going to the pipeline page and clicking the automation icon above the stage.

Once a job in the pipeline is moved to a new stage with a Send Message automation, a notification with the automation is displayed. If you don’t want an automatic message to be sent, deselect the automation, then click MOVE.

Setting Up Reminders

Whenever you send a message, a notification goes out. Users linked to the account—who specifically have Notify toggled on—receive it. You can check which users have Notify toggled on by going to an account’s Info tab and viewing the Contacts section.

When recipients take too long performing an action item, or they forget to, you can either...

Manual Reminders (Resend)

To resend a notification about a pending message, click the three dots on the top right of the message thread, then select Resend.

Here’s what happens:

  • An additional email message is sent to the client.
  • A portal notification for this item will be moved to the top of the client's to-do list.

Automatic Reminders

While creating a chat—or while setting up a Send Message automation in a pipeline—toggle on the Reminders if you want an email to go out when the client doesn’t respond with a time frame.

How to configure Reminders:

  • Inactivity Threshold, Days: Remind the client about a message when they haven’t responded within x number of days. By default, a reminder goes out to the client three days after the last message in a thread was sent. Change this to whatever you prefer.
  • Limit to: Send up to x number of reminders. By default, one reminder email is sent, but you can also change this to whatever you prefer.
  • Reminders can be enabled or disabled at any time by going to the chat thread. They are always for the last message in a thread.

At the top of the Reminders section, you’ll see how many reminders went out.

Reminders stop when...

  • ...the client has not responded to the message, but the set number of reminders has been sent.
  • ...the client has responded to the last message in the thread.
  • ...all client tasks in the thread are checked off as completed.
  • ...you archived the chat thread.
  • ...you disabled Reminders.
tip

Note: If you archive a chat thread but then reopen it, the Reminders option is toggled on as if the message is new.

Attaching Files Inside Chats

A firm owner, an admin or a team member with access rights to manage documents can attach files to chat threads. When you create a chat or even afterward, you can attach files either from your desktop or from a top-level folder with Client can view or Client can view and edit access.

Click Attach documents, then select your preference:

  • Attaching files from TaxDome: Select From TaxDome, click the folder, then choose the documents you want to attach, either from a top-level folder with Client can view or Client can view and edit access (you cannot attach a file from a top-level folder with Private access).
  • Uploading files from your computer: Select From My Computer, click ADD DOCUMENTS, then locate the files you want to upload from your desktop. For more details, go here.
  • Uploading folders: Select From My Computer, click ADD FOLDER, then choose the folder. For more details about folders, go here.
  • Uploading zip files: Select From My Computer, click ADD DOCUMENTS, then locate the zip you want to upload. It will automatically unpack. For more details, go here.

Files uploaded to chats are saved to the default client’s folder (e.g., Client Uploaded Documents).

When a client or other team member uploads a document, you get a notification in the chat thread and Inbox+. If the thread is open on your device, you’ll see it happen in real time.

Adding Client Tasks Inside Chats

To learn about adding Tasks, go here.

What Clients See When You Send Messages

A client views and responds to a chat thread you’ve sent them by clicking the notification on their dashboard, clicking the link in the email notification or going to the Messages section of their portal. Client tasks are also displayed inside notifications.

If you’d like to see TaxDome from the client’s side, access a read-only view of their portal.

Responding to Client Messages

Go here.

Seeing All Chats for One Account

Go here.

Seeing Which Chats Have Been Received and/or Read

Go here.

Archiving and Reopening Chat Threads

Go here.

Deleting Chat Threads

Go here.

How to Link and Automove Messages in Jobs

Go here.

pro

This page is for TaxDome Lite users. Switch tabs above to view the TaxDome Pro version.

TaxDome’s Chat feature allows you to securely communicate with your clients in real time and in one place. Use it to schedule appointments or ask clients for missing information. Plus, Chat lets you set up reminders, attach files and more.

Covered here:

Chats/Messages

You’ll find the Chat feature inside the Messages tab, or you can create a chat by going to the left sidebar and clicking Chat. Chats are secure threads where you communicate with clients and team members in real time. The threads are neatly organized within each client account profile, and you’ll always be able to see how many messages remain unread.

Abou Chats:

  • Chats happen in real time inside the Messages tab—it's like Slack or texting.
  • Chats are created by a firm owner or a client.
  • Chats are a secure place to ask questions and request files.
  • Clients receive notifications about new chats and pending questions.
  • When clients respond to a message, create a new chat, make changes to client tasks or upload/attach a document to a thread, you receive an email and a notification in your Inbox+.
  • You can set up automatic reminders when a client doesn’t respond.
  • Once you have all you need from a chat thread, you’ll be able to archive it to avoid clutter.
  • To send identical messages to multiple clients, you can use message templates inside chats.
  • You use the @ symbol before a team member’s name to get their attention inside a chat.
tip

Note: If you try to leave the Messages page without clicking send , you’ll see a warning. Click Cancel in the alert pop-up, then send. Don’t select Prevent this page from creating additional dialogs—unless you want to stop receiving this alert.

Creating New Chats

A chat thread can be created by a firm owner or any team member assigned to the account or with view all accounts access rights.

tip

Note: You can’t send a message to a client who is offline; clients need to have an active TaxDome account, a login and portal access to use the Chat feature.

There are two ways to send a message:

Start a Chat With a Client

To send a message to a client, click + NEW in the left sidebar menu, select Chat from the slide-out, then write a note. You can also click the New Chat button in the Messages section of the client account profile.

That’s it! Click Create Chat. The client automatically receives an email notification about the new message.

Below, learn what to do in the numbered sections on the New Chat page:

1. To: Enter the name of the person the message is for.

2. Template: Select one of your templates for frequently used communications. For more details about creating templates, go here. You can select a template only when creating a new message, not when responding to one.

3. Subject: Write the subject line here; this is what will be displayed in the Chat list. When you use a message template, it is automatically populated.

4. Message: Compose your message, using text formatting, emojis, bullets, numbered lists and links. The message is automatically filled in when you use a template.

5. Reminders: Toggle on if you want a reminder email to go out to the client when they don’t respond within a time frame. For more details about reminders, see below.

6. Documents: Attach files from your desktop or TaxDome. For more details on how to do this, see below.

7. Create Chat: Hit the button to send your message to the client. Otherwise, click Back.

Send a Message to Several Clients

If you need to send the same message to multiple clients, use our bulk-messaging feature:

Go to Clients from the left sidebar menu, select the checkboxes next to the clients you want to send the message to, click More actions in the top menu bar, then click Send Message in the pull-down. Select a message template or write a title for the message (optional) add your text, then click Create Chats.

You can add documents to message threads at any time.

Setting Up Reminders

Whenever you send a message, a notification about it goes out. All users linked to the account—who specifically have Notify toggled on—receive it. You can check which users have Notify toggled on by going to the Info tab in a client account profile and viewing the Contacts section.

If recipients take too much time performing an action item or if they forget to, you can either...

Manual Reminders

To manually resend a reminder, click the three dots on the top right of the message thread, then select Resend.


Here's what happens:

  • An additional email message is sent to the client.
  • A notification for the action item is moved to the top of the client's to-do list.

Automatic Reminders

While creating a chat, toggle on Reminders if you want an email to go out to the client when they don’t respond within a time frame.

Here’s how to configure Reminders:

  • Inactivity Threshold, Days: Remind the client about a message when they haven’t responded within x number of days. By default, a reminder goes out to the client three days after the last message in a thread was sent. Change this to whatever you prefer.
  • Limit to: Send up to x number of reminders. By default, one reminder email is sent, but you can also change this to whatever you prefer.
  • The Reminders option can be turned on or off at any time by going to the chat thread. Reminders are always for the last message in a thread.

At the top of the Reminders section, you’ll see how many reminders about a message went out.

Reminders stop when...

  • ...the client has not responded to the message, but the set number of reminders has been sent.
  • ...the client has responded to the last message in the thread.
  • ...you archived the chat thread.
  • ...you disabled the Reminders option.
tip

Note: If you archive a chat thread but then reopen it, the Reminders option is turned on as if the message is new.

Attaching Files Inside Chats

A firm owner can attach files to chat threads. When you create a chat or even afterward, you can attach files either from your desktop or from a top-level folder with Client can view or Client can view and edit access.

Click the Attach documents link, then select a preference:

  • Attaching files from TaxDome: Select From TaxDome, then click the folder and choose the documents you want to attach, either from a top-level folder with Client can view or Client can view and edit access (you cannot attach a file from a top-level folder with Private access).
  • Uploading files from your computer: Select From My Computer, then click ADD DOCUMENTS and locate the files you want to upload from your desktop. For more details, go here.
  • Uploading folders: Select From My Computer, click ADD FOLDER, then choose the folder. For more details about folders, go here.
  • Uploading zip files: Select From My Computer, click ADD DOCUMENTS, then locate the zip you want to upload. It will automatically unpack. For more details about zip files, go here.

Files uploaded to chats are saved to a top-level folder with a Client can view access level, so you need to have at least one of those.

When a client or other team member uploads a document, you get a notification in Inbox+ and also inside the chat thread. And if you have the thread open on your device, you see it happen in real time.

What Clients See When You Send Messages

A client views and responds to a chat thread you’ve sent them by clicking the notification on their dashboard, clicking the link in the email notification, or going to the Messages section of their portal. Client tasks are also displayed inside notifications.

If you’d like to see TaxDome from the client’s side, access a read-only view of their portal.

Responding to Client Messages

Go here.

Seeing All Chats for One Account

Go here.

Seeing Which Chats Have Been Received and/or Read

Go here.

Archiving and Reopening Chat Threads

Go here.

Deleting Chat Threads

Go here.

tip

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