Adding a Client

Owners, Partners, and Staff with Client rights may set up an unlimited number of Client portals in the Virtual Office.

1. To set up a new client, select Management>Clients from the left menu.
2. Click on Create New Client Portal. 
   
   
3. Click on the drop-down to choose your Primary Category from the list of Client categories. The default is set to None. Click here for instructions to Create/Edit Client Categories.  A client cannot be assigned to more than one Primary Category. Your client list will be displayed by Category.
4. Select all Message Categories which apply to the client. Unlike the Primary Category, a client may be assigned to multiple Message Categories. This allows the client to receive email blasts based on the message categories selected.
   
   
   
   
5. Enter the Company Name for the client. This is a required field. If the client is a sole proprietor, enter the first and last name as the company name. If the client is a 1040 tax client enter Individual.
6. The First Name field is optional. The Last Name field is required. Exception: If your office will be setting up a Batch Create From File, both of these fields are required.
7. The Client Email address is required to receive a notification email when the client uploads a file to you or for the client to receive a notification email when you send a file to the client. This email is also used in Conversations with the client.
8. Enter the domain name for the client in the Website field.
   
   
   
   
9. The client's Address, City, State, Zip Code, Phone, Fax, Cell fields are optional.
10. If you are processing receivables in FCA and emailing statements enter the Billing Name and Billing Email for the person responsible for handling Accounts Receivable in the client's office. This ensures that the email with the attached statement or invoice will be sent to the appropriate person. If the Billing Email and Name fields are not populated, the default is set to the Client Name and Client Email. 
11. You may create a bookmark from your browser which automatically logs you into the VO. During your first attempt of using this bookmark, the VO will prompt you to set up a Direct Login Pin.  This Direct Login Pin will be required for future use of the bookmark. This bookmark or favorite can be setup as a shortcut on your desktop. The Direct Login Pin can also be entered on the Client Profile page under the Login Settings section before the user's first login attempt. Click here for instructions on Creating a Bookmark.
    
    
    
    
12. The Master Client Direct Login Pin is used when Impersonating your staff. Click here for instructions on Impersonation.
    
    
    
    
13. When the Assigned Accountant is added to the Conversation Settings field, the Accountant will be copied in conversations between the Department contact and the client.
    
    
    
    
14. The Notice Email and Contact settings relate to the Departments you have defined in your Office Profile. If the client belongs to one of these Departments, check the Sends Files and Messages to box and make sure the email address is correct for the staff person that the file upload email notice should go to.
15. If None is selected for ALL departments, then your general office contact information will be displayed.
    
    
    
    
16. Home Page Content has three options to select from:

    Public - This was designed for our Classic website users and will be removed from the VO.

    Default Client - This will be the default for the Client's Home Page Content on their Dashboard . This content may be disabled or edited by the user with Web Master rights in your office. 

    Personal - This content can be specific for one or a group of clients. (i.e. a client has multiple locations such as a restaurant; certain instructions could be outlined for those locations).

17. The box will be checked for an Active Client. Uncheck this box to Inactivate a client. The files for an Inactive Client will remain in the VO in the event they are re-activated. However, if a client is deleted from the VO, all client files are deleted.
18. Employee Portals can be set up by a client when the Grant rights for clients to create unique username/password logins for employees box is checked. This will enable the employees to use the VO.
19. Custom Client ID field can be entered in this field if your office has a unique ID established for the client. This will display on the Client list.
20. Click on the green Submit button to complete the Client Setup.
    
    
    
    

What to Expect Next after Creating the Client (Office)

The client record will display under Management>Clients from the left menu in a "Pending" status under the client list. The "Pending" status will remain until the client login information is created.

• Select the Edit icon  if changes are necessary for the client.
• Select the Delete icon to delete the client.

Nudge Client

If the client does not create their login within two days, a reminder email may be generated. The number of days for the reminder email may vary depending upon the option selected under Office Default Settings from the Office Profile. If there are still delays after the reminder email is sent, your office may click Nudge Client which is located above the Staff list using Management>Clients from the left menu.

1. Check the box under the Select column heading for the client.
2. Click the green Send button to send the friendly reminder.
   
   
   
   

What to Expect Next (Client)

An email will be sent to the client with instructions to create their username and password as shown.

1. Click the link to go to the Setup Page.
2. Enter your User Name and Password.
3. Enter your password a second time to Confirm Password.
4. Click the Create button.
   
    

Batch Create From File 

This feature enables you to import up to 1000 clients at a time into the VO. They can be exported from Tax or Accounting software and imported using an Excel spreadsheet.

Click here for instructions on Batch Create From File.

Create Client Category

You may create unlimited Client Categories to organize your list of clients. You have the ability to filter your client list by Category. Your Client Categories will display based on the display order set by your office. You may edit or delete the Client Categories at any time by using the Edit/Delete icons under the Action column heading.

Search Clients

Your Client List can be filtered by Company name, First Name, Last Name, Category, Department, Status, or Email. The Sort By filter offers additional options such as Phone, PBM Serial #, VO Client ID and/or Custom Client ID. 

Click on the green Search button which will display your filtered Client List.