3.0 Adding a New Client

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

Adding a New Client

1. Select Management>Clients from the left menu to set up a new client.
2. Using the top menu icon, click on Create New Client Portal. 
   
   Note:  Certain areas of VO 3.0 have been redesigned with tabs at the top of the page for easier navigation. The tabs are Basic Info, Login Settings, Conversation Settings, Departments, and Advanced. The Tab headings break down this article.
   
   
   

   
   Basic Info
   
   

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 that apply to the client. Unlike the Primary Category, a client may be assigned multiple Message Categories. This allows clients to receive email blasts based on their assigned message categories.
5. Enter a Company name for the client as 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 and Last Name fields are required. 
7. The Client's 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, and Cell fields are optional.

10. If you are processing receivables in FCA and emailing statements, enter the Billing Name and Billing Email address 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. 

11. Click the Suppress Email slider button to suppress the automated email sent to the New Client to set up the credentials for the new client portal.
12. Click the blue Next button at the bottom right corner of the page.
    
    
    
    

    Login Settings
    
    

13. You may create a bookmark from your browser which automatically logs you into the VO. The VO will prompt you to set up a Direct Login PIN during your first use of this bookmark.  This Direct Login PIN will be required for future use of the bookmark. This bookmark or favorite can be used 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.
14. The Master Client Direct Login Pin is used to impersonate the employee portals. Click here for instructions on Impersonation.
15. Two-factor authentication can be enabled by clicking a preferred method of code delivery.  Click here for more information on Two-Factor Authentication. The cell phone field must be populated for the use of this feature.
16. A Profile picture can be added to the Client Profile. This profile image will display at the top right corner of the Client portal. Click the Edit icon to add or update an image.
17. Click Next at the bottom right corner of the page to apply any changes. 
18. Click the Back button at the bottom left corner to return to the previous page.
    
    
    

    
    Conversation Settings
    
    

19. BCC Conversation Email—Select this option to generate a blind carbon copy when a conversation message is sent to a client.
20. Include Signature—Select this option to set up an email signature for the Conversations module and include it in all Conversation messages. The signature can be edited.
21. Receive Conversation Email—Select this option to generate an email for every new message in a Conversation.
22. Click the Assigned Accountants field to select a staff member's name to include in all conversations with the client. 
23. Click Next at the bottom right corner of the page to apply any changes.
24. Click the Back button at the bottom left corner to return to the previous page.
    
    
    
    
25. 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, click the Sends Files and Messages box. We recommend verifying the email address of the staff person to whom the file upload email notice will be sent.
26. The general office contact information will be displayed if a department contact is not selected.
27. Click Next at the bottom right corner of the page. 
28. Click the Back button at the bottom left corner to return to the previous page.
    
    
    
    
29. Click the Email SPF slider button ONLY if this client has a restrictive SPF record for their domain or any other issues that prevent email notifications from being sent by the VO on behalf of the client. When this button is activated and a client uploads files, an email notification will be sent to your office from "noreply@dillners.com."
30. Click the Allow to Create Chat slider button to activate the Chat feature within the VO. 
31. The slider button will display in green for an Active Client. Click the button to Inactivate a client. The files for an Inactive Client will remain in the VO if they are re-activated. However, if a client is deleted from the VO, all client files are deleted.
32. Click the Employee Portals slider button to allow a client owner to set up employee portals. This will enable the client employees to use the VO. This is especially beneficial if an employee handles payroll for the Client owner.
33. Enter a Custom Message in file notice email to Client field. This message will display on all email notifications when uploading a file to the Client. 
34. 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.
35. Select Branding for Client
36. Home Page Content has two options to choose from:

    Default Client - This will be the Client's Home Page Content default 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).

37. 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 (Office)

A reminder email may be sent if the client does not create their login within two days. 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 use the Nudge Client feature. This can be found using the left menu, Management>Clients>Nudge Client from the top menu.

1. Check the box to the far right of the client.
2. Click the blue Send button at the top to send the friendly reminder.
   
   
   
   

What to Expect Next (Client)

The client will receive an email notification with a link to create their username and password.

1. Click the blue Create your User Name & Password button 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 blue 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 can 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 using the Edit/Delete icons to the far right of each Category Name.

Search Clients

The Client List can be filtered by Company Name, First Name, Last Name, Email, Categories, Department, and Status. 

1. The Search Filters are located at the top right corner of the Client list.
2. Click the Show Filters arrow.
3. Click the Hide Filters arrow to close the Filters.
4. To clear filters, click the broom icon at the top right.
   
5. Click on the blue Search button to display your filtered Client List.

Preview Clients

The Client list now includes a "Preview" of the Client/Staff contact information and provides edit, impersonate, and delete options at the bottom of the preview page!

To access the Client preview, click on the Company name link for the client.

Here is an example of the Client preview that will display on the right side of the Client list page. To close the Preview, click the "X" at the top right corner.