Changelog

Client reminders are now more precise about who they reach and who they come from. Reminders only go out for tasks that are actually past due, and you can choose which contact roles receive them and which role they're sent from — so clients hear from a real, configured contact instead of a generic system address.

Set your sender and recipient roles in Reminders and Notification settings.

Multipage support for Government Filings

Some 5500 filings need more line items than a single form page can hold — a Schedule C with a long list of service providers, or a Schedule I with dozens of plan assets, for example. Until now, Government Filings forms and schedules were limited to what fit on one page, which meant extra manual work to get a large filing into shape.

Now, any form or schedule that runs long automatically flows onto continuation pages — no manual splitting required. Validation and data population have been updated to handle these additional pages correctly, so nothing gets missed or duplicated when a filing spans more than one page.

This is live now for Government Filings pilot teams preparing 5500 series filings.

Improvements

• Government Filings — Signer pages now show the plan's relevant contacts, making it easier to confirm the right person is signing.

• Government Filings — Removed a redundant toggle from the signer flow, simplifying how you assign signers.

Fixes

• Automations — Fixed an issue where the Create Company automation could save a raw field reference instead of the actual company name value.

• Data — Fixed an issue where data fields could revert to older values, fail to display until clicked into, or hide their data when the field was renamed.

• Government Filings — Fixed an issue where certain export formatting and checkbox fields didn't render correctly.

• Government Filings — Resolved an issue that prevented reordering tasks within a filing project.

• Government Filings — Corrected plan characteristic codes that could populate incorrectly on a filing.

• Government Filings — Fixed an automation issue that could interrupt launching a new filing project.

• Government Filings — A filing's status can no longer change after submission, except when it's approved or rejected.

• Government Filings — Fixed a case where a filing's status could revert to draft unexpectedly.

• Government Filings — Fixed an issue where form validation could misfire on continuation pages added to a filing.

• Government Filings — Corrected submission field values on certain 5500 schedule templates.

Not every plan follows the same steps. A safe harbor plan branches one way, a large-participant plan another, and a plan over a certain balance yet another. Until now, handling those forks in Stax.ai meant either building a separate project for each possible path or splitting one workflow across several projects and launching them conditionally — which made a single engagement hard to follow from start to finish.

Now you can keep everything in one project. When building a project template, you can create a conditional task group — a set of tasks that only becomes active when the conditions you set are met. Add a condition to a single task, group several tasks under one condition, or nest groups inside other groups for multi-step branching. You configure the tasks inside a group exactly like any other task, with assignees, due dates, data fields, milestones, and automations.

In a live project, a conditional group stays out of the way until it's needed. It shows as a compact marker you can preview, and its tasks appear as real, normal tasks the moment the prior step is completed and the condition is met — or the branch is quietly skipped if it isn't, with either outcome recorded in the project's activity feed. You can also activate a branch manually when you need to. Because branch markers aren't tasks, they never clutter your dashboard, your "next task" views, or your progress counts — those only ever reflect the work that's actually live.

Conditional task groups are rolling out now. If you don't see them yet in your template editor, they're on the way to your account shortly.

Stronger account security

We've made a broad set of improvements to how accounts are protected across Stax.ai, for both your team and your clients.

Multi-factor authentication is now enforced more consistently across the platform, with fuller controls for managing it in your settings. We've also strengthened how the platform responds to unusual or unrecognized sign-in activity behind the scenes.

You'll find the controls you manage in your security settings. As always, we keep the specifics of our security measures deliberately close to the vest.

Improvements

• Government Filings — The Form 5500 builder is easier and faster to work in: clear an address in one step, manually enter acknowledgment IDs, auto-format EIN and phone fields, and untick radio and checkbox selections set by mistake. Form values are trimmed automatically, plan characteristic code boxes are larger, and the year list no longer offers 2024.

Fixes

• Government Filings — Corrected the browser page title on the filing screen, which previously read "Trust Accounting."

• Government Filings — Fixed a case where an amended Form 5500 filing could still unlock signatures.

• Plans — Resolved an issue where a plan's employees would not populate, leaving the census unviewable.

When you schedule project launches to go out in the future, it's easy to lose track of which clients, plans, and deals actually have launches lined up. Until now, there was no single place to check — you had to remember what you'd set up.

Now, open any project template that has launches scheduled ahead, and you'll see a dropdown you can expand to view every project queued to launch — including which clients, plans, or deals each one belongs to. It's a quick way to confirm what's coming before it goes out.

You'll find it on any project template with upcoming scheduled launches.

Move a deal to Won or Lost with the Move Deal Stage automation

The Move Deal Stage automation used to only move a deal from one stage to another — there was no way to have it close a deal out to an outcome.

Now the same automation can move a deal to an outcome, not just a stage. When you configure a Move Deal Stage step, Won and Lost appear as destinations alongside your regular stages, so an automation can mark a deal won or lost as part of your pipeline flow. You'll find the new options when setting up or editing a Move Deal Stage automation.

Improvements

• Automations — The create and update company automations now create client file directories whenever the automation fires.

Fixes

• Automations — A configured payroll trigger now reliably launches its associated project when a new payroll syncs in.

• Automations — Fixed a permissions error that could stop a project from launching when its automation invited the primary contact to the Client Portal.

• Client Portals — A questionnaire task no longer marks itself complete when the client's submission fails to save; the task stays open until it goes through successfully.

• Documents — Searching the data-field list in the fillable PDF editor now filters the fields instead of clearing every option.

• Email — Fixed a case where an account's email sync could stall indefinitely in a pending state.

• Payroll — Payroll entries now group by payroll run rather than by check date alone, and periods missing a check date show a dash instead of today's date — which previously merged separate pay periods into a single row.

• Projects — The project list and the project detail view now show the same current step, so a completed to-do no longer appears as the active step.

• Reporting — Plan reports now include every configured external contact, so advisors assigned to a plan are no longer left off the output.

Preparing an annual return has long meant stitching together separate tools — one to fill the form, another to check it, and the government's portal to submit — then chasing down the plan sponsor for a signature.

Government Filings brings all of that into Stax.ai. You can prepare, validate, and electronically file the Form 5500 series — including the 5500, 5500-SF, 5500-EZ, and the 5558 extension, along with their schedules and attachments, and transmit them straight to the government through EFAST2.

A few things make the filing season easier:

• Roll forward last year. Start this year's filing from the prior year's return, so plan information carries over and you only review what changed.

• Catch errors before the government does. Stax.ai validates each filing against the government's EFAST2 edit checks and flags problems before you submit.

• Let sponsors sign their part safely. Send a filing to the plan sponsor through the Client Portal to complete and file automatically to EFAST when credentials are provided; or it returns to you when their step is done.

• Always know where a filing stands. The submissions view tracks every filing across your book — draft, submitted, accepted, or rejected — and updates automatically as the government processes it.

This release focused on hardening the filing experience based on early customer feedback: we fixed signature behavior on amended filings, improved acknowledgment ID handling, added auto-formatting for EIN and phone fields, made address fields easier to clear, tightened form calculations and input cleanup, and expanded the form controls that were creating friction during review.

If you have questions about incorporating this into your existing project workflows, your account manager will be happy to help.

Tailor your dashboard and Daily Briefing

Every team works its book a little differently, but the dashboard showed everyone the same columns and sections — including ones a given team never used.

You can now shape it around how you actually work:

• Filter the Daily Briefing to the columns that matter and hide the rest, so the details you rely on — like Client / Plan and Next Task — have room to breathe.

  

• Choose the team member in My Next Tasks, so your task list shows what your team is working on.

  

• Show or hide dashboard sections such as Client Pulse and the email summary, set at the user or team level.

See how your team runs with Workflow Insights

Running a book of plans means knowing where work stands across the whole team, not just plan by plan. Workflow Insights turns your projects, tasks, and automations into a live picture of how your team is operating, with several views admins can switch between:

• Capacity & Catch-up — see each person's workload, active and overdue tasks, and how balanced their load is, so you can rebalance before anyone falls behind.

  

• Team Performance — track how much work is getting done over time. This release, the view goes beyond completed tasks to also show outstanding and overdue tasks, with percentages, for the full picture at a glance.

  

• Automation Audit — see how much of your work is already automated, the time it's saving, and the top opportunities to automate next.

  

• Platform Activity — see when your team is most active and what they spend their time on across the platform.

Many teams use these numbers to set internal goals and share progress with leadership. Workflow Insights is available to admins and rolling out across teams.

Export your project template and task data

Pulling project template and task data out of Stax.ai for an outside review used to mean recreating it by hand.

Now you can export it directly. Project template and task data can be downloaded from Stax.ai in a few clicks, ready to share, archive, or review outside the platform.

Export is available today across your projects and issues.

Cumulative milestone display

Milestone progress can now be viewed as a running total across stages, instead of counting each stage on its own.

Turn on the cumulative display option to see totals build stage over stage — a clearer picture of how far a plan's work has progressed at a glance.

Fixes:

• Automations — Project launch automations now fire correctly when a deal moves to won or lost.

• Census — Fixed census export so identical synced payroll statements are no longer double-counted, while distinct payroll entries are preserved.

• Census — Corrected census source logic on the Plan Admin page so report status no longer reflects stale or year-agnostic payroll markers.

• Compensation — Fixed an error that caused post-entry-date gross compensation to pull the wrong payroll amounts in certain eligibility scenarios.

• Email — Email sends now refresh stale OAuth tokens before each attempt, so connections that appear healthy no longer fail silently.

• Forms — Linked fillable fields now sync values back correctly after a form is completed and signed, rather than syncing one way only.

• Payroll — Rehire and termination dates are now preserved during a payroll sync refresh instead of being cleared.

• Client Portal — Restored missing family relationship links so related people display correctly in ownership and census views.

New

Workflow Insights Permissions Support
Workflow Insights are now available to users with admin level scoping in their permissions.

Starred Provisions
Favorite commonly used provisions to quickly pin them to the top of your provisions list for easy viewing.

Pre-entry compensation column added to payroll exports
We’ve added a new column to payroll exports to quickly show calculated compensation prior to the entry into the plan.

Fixes and Improvements

• Payroll and census workflows: resolved issues with payroll date range grouping for mixed pay types, payroll reports, payroll linking, and upload-triggered project launch behavior.

• Automations: fixed cases where onboarding project launcher triggers failed to launch projects, reconfiguring an automation opened the selector instead of the automation, save automations sometimes generated incorrect folders, and copying variables from plan to client level failed.

• Email and reminders: fixed cases where send-email automations reported success while emails remained in drafts.

• Client portal and access: fixed client portal login failures after logging out, inconsistent portal access visibility by user, and permissions-view column header misalignment.

• Plans and dashboards: wrong-plan navigation from combo milestones, broken plan structure filtering on the companies page, and project labels being applied incorrectly in some cases.

• Reporting and admin: fixed milestone filter behavior, number fields showing NaN in the Case Checklist task, and plan admin discrepancies.

• Session stability: fixed cases where CX logged users out after a few minutes.

Features and Improvements

Bulk Status Updates for Tasks

We have added a status option to the bulk actions menu for tasks. We have done this so TPAs no longer need to update task statuses one at a time when working through their book of business. TPAs can now select multiple tasks and update their status in a single action, dramatically reducing the time required to keep workflows current.

External Contacts in Plan-Level Bulk Actions

We have added external contacts to the attributes available in plan-level bulk actions. We have done this so external roles — such as cpas, advisors, and other outside parties — can be managed alongside internal roles. TPAs can now add, update, or remove external contacts across multiple plans at once from the plans page, with all external role types listed below the internal role types in the attributes dropdown.

Clearer Census Instructions on the Client Portal

We have updated the census instruction wording on the client portal to remove the ambiguous use of "last plan year." We have done this to eliminate confusion for plan sponsors who interpreted the same phrase to mean two different time periods within the same instructions. TPAs can now expect cleaner, more accurate census submissions because their clients receive clearer guidance on which employees to include and which hours to report.

Bug Fixes

Participant View — We fixed an issue where clicking the distribution date or add loan payment date in the loan section was unresponsive, preventing TPAs from saving distribution dates or recording loan payments.

Payroll Reporting — We resolved an issue where payroll exports returned incomplete results and included incorrect information, ensuring exported payroll files now reflect accurate and complete data.

Plan Admin — We fixed an issue where entering a number in plan admin fields displayed 0.00 after pressing enter, requiring a refresh to show the saved value.

Payroll Reporting — We fixed an issue where Roth employee contributions sometimes were missing from the payroll report due to a parsing error on column names that contained periods.

Dashboards — We resolved an issue where dashboard tasks were grouped under incorrect headings until the screen was refreshed.

Automations — We fixed an issue where the "Collect Info via Web Form" automation did not complete after the form was submitted, leaving tasks in a spinning state and the form data unsaved.

Automations — We resolved an issue where APQ automations failed to auto-generate or save the questionnaire output, leaving plan projects stuck "on hold."

Client Portal — We fixed an issue on the census data collection task where the payroll page could not be scrolled, blocking access to the upload census/payroll report link.

Automations — We resolved an issue where the "Save Generate Reports" automation intermittently failed to save reports to view fields even when the upstream report generation steps completed successfully.

Features and Improvements:

Team-Wide Shared Filters

We have introduced the ability for team administrators to save filters that are visible to all team members. This was done to eliminate the need for each team member to manually recreate commonly used filters, saving time and ensuring consistency across workflows. TPAs can now access a dedicated "Team-wide Filters" section within their saved filters list, making it easy to find and apply standardized views shared by their admin.

Needs Review Status for Payroll Mappings:

We have added a new "Needs Review" status for payroll and report mappings across the CX platform. This was done to make it easier to identify and communicate payroll mapping issues that require TPA attention. TPAs can now see the Needs Review status on payroll mapping chips, filter by it, include it in payroll page exports, and view it on company and plan pages — providing full visibility into mappings that need action.

Document Upload Notification Enhancement:

We have updated document upload notification emails to include the name of the client associated with each uploaded document. Previously, TPAs had to log into the platform and navigate to the upload to identify the client. TPAs can now immediately see which client a document was uploaded for directly in the notification email, streamlining their document review workflow.

Custom Plan Names for Joinder Plans:

We have added the ability to customize the plan name and plan code when creating a new Joinder plan. TPAs can now specify a custom plan name and unique plan code during Joinder creation, giving teams more flexibility in how they organize and label their plans.

Internal Task External URL Support:

We have enabled the Open External URL task type to function correctly for internal tasks. This was done to mirror the existing external URL behavior available on client task types, ensuring a consistent experience across task types. TPAs can now add external URL links to internal tasks and open them directly from the task view using the same blue link display used in client-facing tasks.

Bug Fixes:

Payroll: We resolved an issue where the "Last Payroll" date displayed on the Payroll page did not match the "Payroll Sync" date shown under Companies/Plans, ensuring dates are now consistent across all views.

Payroll: We fixed an issue where the payroll connections list was truncated when sorting by company name, preventing all connected plans from displaying all records.

Payroll: We fixed an issue where uploading new payrolls did not trigger the configured project launch service, ensuring that payroll-triggered project automations now fire as expected.

Bug Fixes and Improvements

Email Contact Information - We have refreshed older TA email templates with updated Stax.ai contact information.

Quarterly Statement Period Start Dates - We resolved an issue where quarterly statement imports could use the wrong period start date and require manual correction.

Statement Editing After Approval - We fixed a workflow issue that prevented statement edits after an internal approval had already been applied.

Statement Visibility in TPA Plans - We resolved an issue where statements could appear in dashboards but not in the related TPA plan view.