Goal
Annual compliance work — testing, government filings, year-end administration — involves the same steps for every plan, every year. This guide shows you how to set that work up as a project in Stax.ai CX: create the project, tie it to the right company and plan, break it into tasks with owners and due dates, and set it up as a template so next year takes minutes instead of days.
Prerequisites
The company and plan are already set up in CX. If not, start with Setting Up a New Company and Plan.
You know the workflow steps and who on your team owns each one.
You know the regulatory or client deadline the work must hit.
Step 1: Create the project
Click To Do in the side menu. The Projects view opens.
Click the New button on the right-hand side.
Enter a project name, such as "2026 Annual Compliance - ABC Company," and press Enter.
Select the Company, and select the Plan the work applies to.
Add a short description so teammates know the goal at a glance.
The project is created and appears in your project list. See Creating and Launching Projects for field-by-field detail.
Step 2: Set the project due date
Open the project and select the due date field.
Pick the calendar date that matches your regulatory or client deadline — for example, the filing deadline.
Step 3: Break the work into tasks
In the project, go to the Tasks section.
Create a task for each step in your compliance workflow — data review, testing, preparing filings, client sign-off.
Give every task a name, responsible person, due date, priority, and status.
Make data-collection steps client tasks so they appear in the client portal.
Tip: Order due dates so each task's deadline leaves room for the next. Reminders send only when a task has both an owner and a due date — see Setting Project Due Dates and Milestones.
Step 4: Turn it into a template
If you'll run this same workflow across many plans (you will), build it as a project template instead of a one-off. Templates let you:
Use relative due dates — "14 days after launch" — so deadlines adjust automatically each time you launch.
Launch the same project for many plans at once, individually or in bulk.
When launching from a template, review each task's Due Date field and choose a fixed date or days-after-launch. See Setting Project Due Dates and Milestones.
Step 5: Launch and verify
Launch the project for the applicable plans.
Open one launched project and confirm tasks, owners, and due dates look right.
Confirm client tasks appear in the client portal.
Expected outcome
Your compliance work is now a tracked project: every step has an owner and a deadline, client tasks are visible in the portal, and your team can see status at a glance from the Projects view. Next season, you launch the template and go.
Related features
Creating and Launching Projects — project creation basics
Setting Project Due Dates and Milestones — fixed vs. relative dates, reminders
Collecting Census Data from Clients — the census phase of annual compliance
Tracking Compliance Task Completion — monitor the work after launch
Tips
Launch a test project for one plan first, then roll out in bulk once it looks right.
Work backward from the deadline. Set the project due date first, then space task dates to fit.
Use the Activity Log on the project for auditing and handoffs — it shows who changed what, and when.
Chain your workflows. Automations can launch a follow-on project (like compliance testing) when census collection completes.