FAQ’s: Scope & Functionality (Managing Expectations)
No. Vizabiliti is a “Workflow Governance Layer” that sits “above” eFiling – it is YOUR toolbox to organise your desk. It does not replace the submission portal or the Master’s Deceased Estate Online Registration System. Instead, it tells you what you need to get from various sources, what to submit and gives you the next step based on the “outcome” of that submission (e.g., Case Numbers, DEC issuance), and ensures you follow up on the specific 2, 21 or 90-day triggers that eFiling does not remind you about.
Yes, although it is optional. You can upload the files from workstation or you can request specific files from the various roleplayers in the Case file via magic-link email. Files are uploaded directly to the backup system where it is securely encoded both in transit and at rest.
We believe in data ownership. In the event of contract termination, we provide a “30-day Grace Period” during which you can export your complete Estate History, Notes and Reminder logs in a standard, machine-readable format (CSV). We do not hold client data ransom.
Vizabiliti was built with an Agility by Design philosophy. Our checklists and workflow triggers are not hard-coded into the core software – they are configuration-based. This means when legislation changes (e.g. a new document requirement), we can update the system logic centrally and instantly without you needing to install updates.
We recommend an Organic Onboarding approach. Because Estate administration is finite, there is no need to import completed or dormant historical data. Simply load “new” estates as they come in or existing estates only when they hit a specific trigger (e.g., a reminder due date). This allows your team to grow into the system naturally without a painful “cut-over” event.
Also – due to each tax administrative person using their own management setup, converting that loose data into an import format would be a logistical nightmare.
Yes. Vizabiliti is designed specifically to solve the “Single Point of Failure” problem. Estates are assigned to Teams, not just individuals. Any authorized team member can view the status, see the history notes, and pick up the baton where a colleague left off,. This ensures seamless continuity during leave or staff turnover.
The Teams architecture separates the “work” from the “worker”, ensuring continuity.
Resource Balancing: Your Subscriber Admin can move staff members between teams to balance workload spikes without disrupting file ownership.
The “One-to-Many” Rule: An individual can serve on multiple teams, but an Estate belongs to a single team. This ensures clear accountability while allowing flexible resourcing.
Scalability: For Sole Practitioners, the system scales down perfectly. You simply occupy the ‘Subscriber Admin’ and ‘User’ roles within a single team, giving you enterprise-grade workflow tools without the complexity.
No. Vizabiliti is a fully cloud-based Software-as-a-Service (SaaS) solution, white labeled on the JustXhale Platform-as-a-Service (PaaS) application. You can access it securely from any device (PC, Mac, Android) with a modern web browser. We handle all server maintenance, backups and security updates.
Note: Due to the extensive contextual information displayed on screen, the system is not ideal for use on mobile devices. The application is however fully responsive to smaller screens.
Yes. JustXhale, the base platform is fully registered with the Information Regulator via GTW Software Technologies acting as your authorized “Operator” under POPIA. We enforce strict security measures, including 16-character password policies, encryption at rest and South African-based data sovereignty. (Please see our dedicated Security Page for our full Compliance Schedule).
We follow a structured 7-step deployment plan to ensure a smooth transition:
1. Validation: Book a live online demo to verify the system fits your specific workflow.
2. Agreement: Sign the Master Service Agreement (MSA) and onboarding docs.
3. Governance: Appoint your “Subscriber Admin” (the internal super-user) and we create you as Subscriber on the system.
4. Configuration: We work with your Subscriber Admin to assist with Team planning and setup.
5. User Training: We conduct the initial training session for your first batch of users and train your trainers.
6. Launch: Your system goes live.
7. Post-Launch Support: We adopt a “Train-the-Trainer” approach. Once your initial team is established, your Admin will be empowered to onboard future staff using your own internal protocols.
Note: Advanced SARS procedural training is available as a separate consultancy service if required.
Unlike traditional software that charges per user seat, Vizabiliti uses an “Active Estate” billing model.
Unlimited Users: We do not charge for user licenses. You can add your entire admin team, partners and junior clerks without increasing your monthly cost. This prevents bottlenecks where work waits for a “licensed user.”
Pay-Per-File: You are billed a pro-rata monthly fee only for the estates currently active on the system. This is calculated from the date it got registered to the date it is completed based on the number of dates in the month. This allows you to get full advantage of the efficiency of your teams.
Incentive Alignment: This model aligns our incentives with yours. Since keeping an estate case file open costs money, the system drives you to finalize files faster.
Recoverability: Because the cost is directly attributable to a specific estate, many firms treat this as a “recoverable administration disbursement” rather than a company overhead.
Vizabiliti transforms raw data into actionable oversight through a two-tiered reporting structure:
Estate-Level Granularity: For detailed audits, you can view a live, real-time activity analysis of any specific file. The system allows for comprehensive CSV exports containing the exact activity timeline, complete SARS reference number history and all associated case notes.
Firm-Level Oversight: For high-level management, the Subscriber Admin accesses a global summary of all Active Estates. This allows you to visualize the workflow status of your entire book at a glance, instantly identifying stalled files or capacity bottlenecks across your teams.