Overview: Users of the Active Platform can set up and manage clients and their associated groups to streamline client work and ensure accurate organisation of client data.
This article explains the process for accessing client settings, creating clients and client groups, and using the available search, sort, and filter functions.
Please refer to the Glossary for definitions of key terms used in this article.
Accessing the clients tile
Navigate to the Active Platform home page and select the Clients tile.
The below screen will appear showing all the current clients and their client groups.
The icons are associated with the client group and are a visual representation of that client group - each one is different. In Active Platform, a client can be standalone or belong to a client group.
Note: For practices using the Active Platform, it is recommended that clients are managed by your practice management or CRM system and a connection is created to sync clients to the Active Platform.
Refer to the Practice management folder for more information on how to integrate your relevant system. If your firm does not use any of the systems outlined, reach out to your Account Manager to discuss further.
For trial users and firms not connected to a practice management system in Active
The below sections are for trial users of the Active Platform ONLY. If you are currently trialling the product, you will have to add clients manually following the below steps.
Creating a client group
When creating a client that belongs to a client group, you will need to start with creating the Client Group in Active. To do this, click + New Client and select Client Group.
The below pop-up screen will appear. Fill in all relevant details, ensuring at a minimum, to complete the required fields including Name, Office and Partner.
Note: If the checkbox for 'Restrict access to client' is selected, this ensures only users that belong to the same office as the client you are creating will have access to it. If this is selected and you want to grant access to select restricted clients, you are able to specify whitelisted users, as below.
Once satisfied with the details, click Add Client Group.
Note: To create a client group, a partner must be entered. If you do not have a partner user within your organisation, contact the Active Platform admin/owner within your firm to create a partner user. Alternatively, reach out to your Account Manager for assistance.
Creating a client
To create a standalone client, click + New Client and select Client.
The below pop-up screen will appear. Fill in all relevant details, ensuring at a minimum, to complete the required fields including Entity Type, Legal Name, Office and Partner.
Once satisfied with the details, click Add Client.
Note: To create a client group, a partner must be entered. If you do not have a partner user within your organisation, contact the Active Platform admin/owner within your firm to create a partner user. Alternatively, reach out to your Account Manager for assistance.
Searching, sorting and filtering for clients
In the Clients screen, you can search, sort and filter through the available list.
Searching
Using the search bar at the top of the page, type in any part of a client name or code to find the client or client group you are looking for.
Sorting
Using the sorting feature, you can sort through the clients list either by client name or client code - these options are available on the right-hand side of the search bar.
Filtering
The client list can be filtered by office, team, partner, manager or entity type. You are able to use multiple filters at once to produce a more accurate search result.
Note: If no filters are displaying, select the filter icon to enable them.
Tip: To clear all filters, click Reset.
Deleting a client or client group
Before you can delete a client, you must first delete any associated Workpaper binders or Ledger files.
After this action has been complete, navigate back to the Clients screen. To delete a single client, simply click on the settings cog next to the relevant client.
Click Delete.
If you wish to delete a client group, you must first delete all clients within the group by repeating the steps above.
Then, once this is done, click Edit Group within the client group.
Click Delete.
Otherwise, if you do not wish to delete the client or client group entirely, select the Mark as Inactive button instead.
Moving a client between client groups
If you are using an integration (e.g. XPM, MYOB PM, etc.), ensure that any changes to groups are made in the source practice management system first.
To move a client to a different client group or make it a standalone client, click the settings cog next to the relevant client.
In the 'Client Group' field, click the dropdown menu and select the desired client group.
To move the client out of a group and make it standalone, simply leave the 'Client Group' field blank.
