Aiwyn Engagements Marketing & Communications

Summary

Launching Aiwyn Engagements represents a key step in modernizing your client experience and internal operations. This guide provides your marketing and communications team with recommendations, resources, and sample templates to help you communicate the rollout effectively across your firm and to clients.

Consistent, branded messaging is essential. Use this guide to plan internal announcements, client communications, and website updates that clearly explain the benefits of digital engagement letters. Align tone and visuals with your firm’s brand standards and include details specific to your configuration, such as templates, approval flows, and whether payments are enabled.

Engagements Introduction Video

Your firm will receive a short branded video (approx. 4 minutes) that introduces Engagements to both internal staff and clients. The video walks through the end-to-end workflow, from template setup to client signature, and highlights the benefits of faster turnaround, clearer terms, and improved governance.

Once finalized, your Implementation Manager will share your firm’s custom video link. Include it in internal announcements and client emails to reinforce consistency.

Communication Timeline

Below is a suggested communication timeline to support your launch. Customize timing and ownership based on your internal plan and readiness milestones.

Sample Marketing & Communications Materials

Below are suggested templates to help your team build awareness and excitement. Customize each example with your firm name, tone, and configuration details.

Internal Pre-Live Email to Staff

Subject: Get ready for Aiwyn Engagement Letters

Body:
Hello team,

We’re excited to introduce Aiwyn Engagement Letters, a new digital tool that automates how we create, send, and track engagement letters. The goal is to make our engagement process faster, clearer, and more consistent for both clients and staff.

Aiwyn allows us to send branded, digital letters that clients can sign securely online. It also helps us track progress in real time and reduce manual work.

To learn more, visit our internal FAQ [link] or watch this short overview video [link].

Thank you for your support as we modernize this important step in our client journey.

Best,
[Primary Firm Contact or Partner]

Internal FAQs for Firm Staff
 

What is Aiwyn Engagement Letters?
Aiwyn is a technology platform that streamlines engagement creation, approval, and client signatures. It connects to our practice management system to ensure consistency and visibility across all engagements.

Why are we implementing this now?
Engagement Letters standardize scope agreements and shorten turnaround times. They protect the firm, improve client experience, and help us move from signed scope to revenue faster.

Who will use it?
Staff preparing and sending letters, engagement managers, partners approving templates, and clients reviewing and signing them.

Will clients need to log in?
Clients receive a secure, branded email with a direct link to their engagement letter. They can review and sign without creating an account.

What happens after clients sign?
The signed document is automatically tracked in Aiwyn, and notifications appear in the dashboard.

How does this connect with billing and payments?
Where enabled, Aiwyn links directly to Aiwyn Payments to accelerate invoice collection

Optional Partner/Stakeholder Meeting

A short partner or leadership meeting one week before or after go-live helps ensure alignment.
Suggested discussion points:

• Why Engagement Letters matter for efficiency and governance
• Key timelines, data readiness, and staff roles
• Client communication plan and FAQs
• Metrics to track (turnaround time, signed coverage, renewals)

Your Implementation Manager can provide a sample deck template for this session.

External Pre-Live Email to Clients

Subject: Coming Soon: [Firm Name]’s New Digital Engagement Letters

Body:
Hi [Client Name],

We’re excited to share that [Firm Name] is introducing a new digital experience for engagement letters. Soon, you’ll be able to review and sign your engagement letters online through Aiwyn, our new secure platform.

This change will make it easier to review terms, sign quickly, and get work started without delays.

We’ll notify you once the system is live. In the meantime, if you have any questions, please reach out to your engagement contact.

Thank you,
[Your Firm Name]

External Go Live Email to Clients

Subject: [Firm Name]’s Digital Engagement Letters Are Live

Body:
Hi [Client Name],

We’re pleased to announce that our new digital engagement letter experience powered by Aiwyn is now live. You can now review, sign, and track your engagement letters online - all in one secure, easy-to-use platform.

Here’s what you can expect:

• Clear, digital signing with faster turnaround
• Transparent scope and terms for every engagement
• Option to securely save and view signed letters anytime
   

Click here [Embed Engagement Intro Video Link] to learn more and watch our short video introduction.

If you have any questions, please contact [Firm Contact or Engagement Manager].

Thank you,
[Your Firm Name]