This glossary defines the terms you'll see across Stax.ai CX and this help center. Terms are listed alphabetically.

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An audit-friendly record of an action taken in CX, such as an update to a company, plan, task, or file. Activity logs show who did what, and when.

The team member responsible for a company, project, or task. Many lists and dashboards in CX filter to the records where you're the assignee.

A rules-based action attached to a task that handles repetitive work for you — like sending an email, launching a follow-up project, or saving a file to the right folder.

The set of companies and plans assigned to you. Your Daily Briefing and default views center on your book of business.

A change applied to many records at once — for example, updating the status of dozens of tasks or participants in one step, instead of one at a time.

The annual collection of employee data (like hours, compensation, and contributions) needed for plan compliance testing. CX supports census collection projects, payroll connections, and census exports.

The organization your team supports in CX. Clients are connected to plans, contacts, and operational workflows. Also known as plan sponsors. In CX, each client is stored as a company record.

A branded website where your clients log in to complete tasks, upload files, answer requests, and connect payroll — without needing a CX license.

A task type that is visible to your client in the Client Portal. Internal tasks are never shown to portal users. Task type is set when the task is created.

A centralized profile for a business entity, including key attributes, related plans, associated contacts, files, and interaction history.

A structured process in CX designed to support consistent, trackable execution for compliance-sensitive work, such as annual testing and filings.

A person associated with a company, plan, external advisor relationship, or internal team member.

A field your team adds to company or task records to track information specific to your firm — for example, a recordkeeper name or an internal client code.

Your personal landing page in the Dashboard section. It summarizes your day: emails that need attention, tasks due, suggested tasks, and the health of your assigned clients.

A reporting view that highlights operational metrics, execution progress, and bottlenecks. Dashboards can be personal (like your Daily Briefing) or shared across your firm.

A sales opportunity tracked in the Deals CRM — for example, a prospective plan sponsor moving through your pipeline from lead to signed client.

A reusable, pre-written email stored in your Library. Email automations and bulk emails use templates so messages stay consistent and on-brand.

The location in CX where teams organize, request, upload, and review client documents and internal files.

A saved or ad hoc condition set used to narrow lists (for example, tasks, plans, or companies) to relevant records.

The CX module for preparing and submitting government filings such as the Form 5500 series. Available to pilot teams — contact your account manager if you'd like access.

A set of users used to organize permissions and ownership. Admins create permission groups to control what team members can see and do.

The communication workspace for managing client and internal conversations tied to operational context. Connect your Google or Microsoft mailbox to sync email into CX.

A connection between CX and another platform — like FTWilliam.com, Datair, or your email provider — to sync data or extend workflows.

A logged touchpoint with a client, such as an email conversation. Interaction history feeds AI insights and the Pulse score on each company record.

A plan type specific to MEPs (multiple employer plans) or PEPs (pooled employer plans). Joinders can be added to plans and have their own unique company record in CX.

A reusable content area for templates, SOPs, emails, forms, and other standard assets used across teams.

A key checkpoint in a project used for tracking and reporting. Milestone reports show how work is progressing across many projects at once.

An extra login security step. After entering your password, you enter a 6-digit code from an authenticator app on your phone. See Login Troubleshooting (MFA and Access Issues).

A standardized status value used to indicate current workflow state and support consistent reporting.

The person accountable for completing a task, project, or workflow step in CX.

A person covered by a retirement plan. Participant records hold the data used in census, eligibility, and compliance workflows.

A login method where CX emails you a secure one-time link instead of asking for a password. Whether your team uses passwords, password + MFA, or password-less login is set by your team administrator.

A retirement plan record that connects operational work, contacts, tasks, files, and reporting. Plans also contain provisions and participant information.

A grouped set of tasks used to coordinate multi-step operational work across teams — for example, an annual compliance project for one plan.

A predefined project structure, including tasks, role-based assignments, and automations, used to launch consistent projects for every client.

The rules of a plan — such as eligibility requirements and definitions of compensation — stored on the plan record. Provisions drive census scrubbing and payroll mapping.

A 0–10 health score calculated for every company. It draws on email engagement, task timeliness, and manual adjustments, so at-risk client relationships surface early.

A prioritized list of work items, often used to manage inbox or task flow efficiently.

A repeatable sequence of tasks or actions that runs on a defined cadence, like quarterly or annually.

A response or completion-time commitment your firm makes to clients. CX can measure SLA adherence so you can report on how consistently your team meets those commitments.

The canonical record location teams rely on in CX for current operational data.

A task that CX's AI recommends based on your email conversations. You can accept a suggestion to add it to your task list, or dismiss it.

A single actionable unit of work with ownership, timing, and status.

Your firm's account in CX. Teams organize users, permissions, companies, and shared workflow responsibilities.

A predefined structure for tasks, projects, messages, or documentation to improve consistency.

A saved combination of filters, columns, and sorting on a list page. Views let you return to the same slice of your data — or share it with teammates — without rebuilding filters.

The ability to see progress, ownership, and blockers across operational work in real time.

An end-to-end process in CX that combines communication, tasks, records, files, and automation.