Running a Process

Overview

The process detail page is where you manage a live process. It shows the process header with status and progress, a visual stage timeline, the data sources feeding the process, and an activity feed with comments. From here you can complete or skip stages, reassign work, change due dates, and cancel the process.

Process Header

The top of the page displays:

• Process name and status badge (Not Started, In Progress, Completed, or Cancelled)
• Client name — linked to the client record
• Period — the key date type and the period the process covers, followed by its filing deadline (for example "filed by 31 May 2026"), if the process was started from a key date
• Due date — the process's own target date, if one is set
• Started and Completed dates
• Presence avatars — other staff members currently viewing this process

While the process is Not Started or In Progress, click the filing deadline or the due date to change it. Use this to correct a filing deadline that has moved, for example after a Companies House extension. Click Set filing deadline or Set due date if none is set yet.

A Progress bar above the stage timeline shows the percentage of stages completed or skipped.

Stage Timeline

The left column shows every stage in order as a vertical timeline. Each stage displays:

• A status icon — a pulsing dot for active stages, a tick for completed, a skip arrow for skipped, a dashed circle for pending, and a padlock for stages that are locked until a scheduled start
• The stage name and type badge (Standard, Document Request, Email, Portal, Form, Fetch Accounting Data, or AI Year-End Pass)
• A status badge when the stage is active, completed, or skipped, and a Locked badge with the unlock date for a locked stage
• The assignee name, if one is set
• The due date, if one is set
• When the stage was started, completed, or skipped, and by whom

Working Through Stages

Each stage shows the action buttons that fit its status: Activate on pending stages, Complete and Skip on active stages, Undo completion on completed stages, and Unskip on skipped stages. See Process Stages for full details on what each action does and how the different stage types behave.

The process completes on its own once every stage is completed or skipped. If it's a recurring process, you're asked whether to start the next one now. Choose Start next process to open it straight away, or Not now to leave it to be created once the next period is due.

Once a process is cancelled, its stages can no longer be changed. A note appears in place of the stage buttons.

Data Sources

The Data Sources card on the right lists everything feeding information into the process: forms the client has filled in, document requests, figures fetched from Xero or QuickBooks (or a spreadsheet uploaded instead), and AI Year-End Pass suggestions. Items appear here as the process moves along.

Activity Feed

The right column shows an Activity card with a chronological log of everything that has happened on this process. System events are logged automatically, including:

• Process started, completed, or cancelled
• Stage activated, completed, skipped, unskipped, or reopened
• Form sent to the client
• Assignee changed
• Due date changed

Adding Comments

Type in the comment box at the top of the activity feed and click Comment to add a comment. You can mention team members using the @ symbol.

Cancelling a Process

If the process has a status of Not Started or In Progress, a Cancel Process button appears in the top right. Click it and confirm in the dialog to cancel. Cancelled processes cannot be resumed.

What's Next?

• Process Stages — understand stage types, statuses, and actions in detail
• The Process List — return to the full list of processes
• Client Processes — view processes from a client's record