Stax.ai, Inc

Andrew Flowers

Browse and learn about the features in CX.

Platform Features

Stax.ai CX gives you two main ways to report on your data. Dashboards show live, visual widgets on screen. Custom reports turn your filtered

Understanding Filters, Views, and Reporting

Exporting to Excel gives you a portable copy of your CX data for analysis, auditing, or reporting outside the platform. You filter a list —

Exporting Data to Excel

The Daily Briefing in the CX system is a central hub for reporting and operational insights.

Your Daily Briefing

Create, publish, and share custom reporting dashboards.

Custom Dashboards

Learn about the three default dashboards in Stax.ai and how they track census collection, client health, and operational progress.

Viewing Dashboards Inside CX

Milestone Reports

Learn how to set custom filters, generate data driven reports, and get the right information when you need it.

Gather insights using custom reports and dashboards.

Dashboards and Reporting

Use your email conversation history to calculate client pulse and generate key client relationship insights.

Your Email Inbox Overview

Pick your recipients, choose whether a bad recipient should stop the whole send, then send now or schedule for later.

Sending Bulk Emails

Understand skipped recipients, all-or-nothing failed sends, and where to review the reason for each one.

Troubleshooting Bulk Emails

See what each bulk send delivered, what it skipped, and what still needs attention.

Reporting on Bulk Emails

Connect your Outlook or Gmail account to CX and begin generating client pulse metrics.

Connecting Your Email in CX

Connect your Google Workspace email account to CX.

Connecting to Google Workspace

Connect your Outlook or Microsoft email account.

Connecting Outlook Email in CX

Linking an email conversation to the right client keeps communication where your team expects to find it. Think of it like filing a paper do

Linking Emails to Client Interactions

Bulk Email lets you send one email template to many clients or plans at once — annual notices, census reminders, fee disclosures, etc.

Setting Up Bulk Emails

Email templates are reusable messages stored in your Library. Write an email once — a census request, an annual notice, and send to your clients automatically.

Creating Email Templates

Stax.ai CX sends email on your behalf — replies, client reminders, and automated messages. Connecting your email makes sure those messages to your clients.

Email Sending Setup and Configuration

Smart email generation is a writing assistant built into the Stax.ai CX Inbox. Instead of starting every email from scratch, you tell CX wha

Smart Email Generation with AI

CX can read the context of an email and suggest tasks for you, so client requests turn into tracked work in one click.

AI Task Suggestions from Emails

Send messages, reminders, and attach conversations to generate client insights.

Email and Inbox

Tasks turn day-to-day work into clear, trackable actions in Stax.ai CX. Instead of keeping requests in email threads, chat messages, or sticky notes, use To Do to track your work.

Tasks Overview

Projects are the central hub for client work in Stax.ai CX. A project groups the tasks for one piece of work.

Projects Overview

Client reminders automatically follow up with clients when action is still needed — an incomplete task, an unaccepted portal invite, or a payroll connection.

Client Task Reminders

Projects keep client work organized in Stax.ai CX. Each project ties a piece of work — like a Form 5500 filing — to a company and plan.

Creating and Launching Projects

Clear due dates keep retirement plan work on schedule. In Stax.ai CX, you can set a due date on the project itself and on each task inside i

Setting Project Due Dates and Milestones

A census data collection project turns your annual census process into a structured, trackable workflow. Instead of chasing clients by email

Census Data Collection Projects

Tasks are the building blocks of work in Stax.ai CX. Each one has an owner, a due date, and a status, so your team always knows what to do next.

Creating and Managing Tasks

Bulk actions let you update many tasks at once instead of editing them one by one. Reassign fifty tasks to a new team member, push a batch update, and complete…

Bulk Actions on Tasks

Every task in Stax.ai CX keeps a running history of what happened and when. The Activity log answers the questions teams ask most: Who chang

Reviewing Task Activity and History

Sometimes you add or change reporting mappings after projects are already running — or finished. This feature lets you apply those reporting fields to projects already launched.

Applying Reporting Fields Retroactively

Create projects, complete tasks, and automate your workflows.

To Do

Automations in Stax.ai CX do repetitive work for you. You attach an automation to a task in a project, and CX carries out a predefined action automatically.

Automations Overview

This article walks you through setting up your first automation in Stax.ai CX, start to finish. We'll use one simple example: an automation

Creating Your First Automation

Once you know how to attach and configure an automation (see [Creating Your First Automation]), the next question is: what should you automate?

Common Automation Recipes

Generate reports, send emails, and migrate data automatically.

Automations

Users &amp; Groups is the control center for team access in Stax.ai CX. It's where admins invite people, organize them by job function, and more.

Users and Groups Overview

Inviting users through Users &amp; Groups is the fastest way to bring new team members into Stax.ai CX while keeping access secure and organized.

Inviting New Users

Permission groups let you assign access by role instead of managing permissions user by user. Everyone in a group inherits the group's permi

Creating User Permission Groups

You can change your Stax.ai CX password anytime from your account settings. A strong, current password keeps your client data safe — update

Updating Your Password

Advanced Settings is where admins control team-wide behavior in Stax.ai CX: how your team logs in, how client folders are created and more.

Advanced Settings

Configure permissions to give your team the right access across projects, clients, and files.

User Permissions

Learn how to configure team wide plan administration settings.

Plan Admin Settings

Understand your login method options to securely access CX.

Login Options to CX

Configure settings for your account and organization.

Settings

Files is the document home base in Stax.ai CX. It's where your team stores, organizes, and shares every client document.

Files Overview

The Files area in Stax.ai CX is where your team keeps important documents in one place. It works like a familiar file explorer — folders, fi

Navigating and Organizing Files

Getting documents in and out of Stax.ai CX shouldn't require email attachments or adding every outside contact as a user.

Uploading and Sharing Files

Client File Directory Templates give every new client the same organized folder structure, automatically. Think of a master folder as a "blu

Template Client File Directories

Comments and the activity log let your team collaborate right where the documents live.

Collaborating with Comments and Activity Logs

Securely store, share, and reference files using CX.

Files

Connecting Microsoft Office 365 (Outlook) brings your firm's email into the Stax.ai CX Inbox. Outlook stays the source of truth.

Connecting Office 365

Integrations connect Stax.ai CX to the other tools your firm already uses.

Integrations Overview

Connecting your Google Workspace (Gmail) mailbox brings your email into the Stax.ai CX Inbox.

Connecting Google Workspace

The FTWilliam.com integration sends clean census data straight from Stax.ai CX to FTWilliam.com for compliance and testing.

Connecting FTWilliam

The Datair integration builds census export files in the exact format Datair expects.

Datair Integration

Stax.ai CX can export census data straight into FTWilliam.com.

Configuring an FTWilliam.com Census Grid

Connect with the tools and platforms you use on a daily basis to streamline your workflows.

Integrations

Payroll in Stax.ai CX brings your clients' payroll data directly into the platform.

Payroll Overview

Plan sponsors connect their payroll provider to Stax.ai CX through the client portal.

Connecting Payroll (Client Portal)

Census season goes much more smoothly when payroll is already connected.

Connecting Payroll Ahead of Census

Provide the option for your plan sponsors to upload exported pdf files into your client portal to generate census data.

Drag and Drop Payroll Uploading

Payroll data is a key input for collecting accurate census information from plan sponsors.

Payroll Statuses Explained

You can export a plan sponsor's payroll data from Stax.ai CX as an Excel file, filtered to the pay period or check dates you choose.

Exporting Payroll Data

Sync, review, and export plan sponsor payroll automatically.

Payroll

Understand how company records anchor every client relationship in CX — from plans and contacts to projects, files, and portal access.

Companies Overview

Step-by-step guide to adding new company records and updating existing ones in CX.

Creating and Editing Companies

Configure and use custom data fields to store firm-specific information on company records in CX.

Company Profiles and Custom Data Fields

Add and organize assignees, client contacts, and external contacts on company records in CX.

Managing Contacts and People

Use AI-generated summaries, sentiment analysis, and interaction timelines to understand client relationship health in CX.

AI Insights and Interaction History

Browse and report on your book of business.

Companies

A plan record in Stax.ai CX represents one retirement plan you administer — for example, a 401(k) or profit sharing plan.

Plans Overview

Participants are the employees in each retirement plan you administer. The Plan Admin page in Stax.ai CX is where you view and manage census data.

Viewing and Managing Participants

Provisions are the rules of a retirement plan — who can join, when they enter, how contributions work, and how vesting is earned.

Provisions, Eligibility, and Compensation

Review your plan information and provision details.

Plans

Every participant in Stax.ai CX has a status: active or inactive. CX normally sets this from the participant's census data — hire and termin

Participant Census Data and Statuses

Sometimes you need your data outside Stax.ai CX — a census file for your compliance software, or a progress report for your team. CX can exp

Exporting Participant and Plan Data

Learn how CX scrubs census, imports payroll data, and tracks participant eligibility.

Census Calculations

The Client Portal is a secure, branded space where your clients — plan sponsors, HR contacts, and payroll admins can interact with your team.

Client Portal Overview

When you're ready for a plan sponsor or HR contact to start uploading documents, completing tasks, and viewing plan information, send them a

Setting Up and Inviting Clients

Client Portal permissions control what a contact can do after they're invited to the portal. They let you give each person the right level o

Client Portal Permissions

Set up and manage the client portal experience for your plan sponsors.

Client Portal

Deals is the built-in CRM in Stax.ai CX. It turns your sales pipeline into a visual funnel board, so every teammate can create, track, and manage sales opportunities.

Deals CRM Overview

This article covers the day-to-day mechanics of Deals in Stax.ai CX: creating deals, moving them through stages, closing them, and configuri

Creating and Managing Deals

As a TPA, you often need one list of who is assigned to each client — trustees, accountants, financial advisors, client managers.

Reporting on Contacts and Companies

This is built for the people who watch the sales numbers — TPA owners, heads and VPs of sales, and CROs — so you can see where you stand and…

Deals Performance and Forecasting

Track prospects and sales opportunities with the built-in CRM.

Deals

Government Filings lets your firm prepare, sign, and electronically file the Form 5500 series directly from Stax.ai CX. Instead of juggling

Government Filings Overview

Stax.ai supports Form 5500, 5500-SF, 5500-EZ, and 5558, along with the schedules and attachments that go with them.

Filing a Form 5500 with Government Filings in Stax.ai CX

Prepare, sign, and submit Form 5500 series filings through CX.

Government Filings

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Connect the tools your team already uses to bring data in.

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