Overview: Admin users can connect the Active Platform with FYI Elite Practice Management to synchronise client and user data. By the end of this article, you will understand the prerequisites, setup, data sync details (frequency and fields), usage, error logs and FAQs of this connection.
Prerequisites
Before setting up the FYI Elite and Active Platform integration, you will need to ensure that you meet the following prerequisites:
You must have a current FYI Elite subscription
You must have a current Business Fitness Active subscription
You must have administrator access to both FYI Elite and Business Fitness Active accounts
In FYI Elite, all staff must have the following fields completed:
Name (Active will split this into first and last name)
Email address
In FYI Elite, all clients must have the following fields completed:
Client Name (or first name, last name)
Partner
The above mentioned partner(s) must also exist in the Active Platform, and their email addresses should match those in FYI Elite. We suggest manually adding the partner to the Active Platform before configuring the sync.
The manager assigned to a client must also exist in the Active Platform and their email addresses should match those in FYI Elite.
If you are a single partner firm or a firm that does not allocate partners to clients in FYI Elite, you now have the option to establish a 'default partner' in Active Platform. This ensures that in cases where a client has not been assigned a specific partner in FYI Elite, the synchronisation will proceed using the default partner
To set up a 'Default Partner,' go to Admin Centre -> Office, select the default partner from the list, Save and Close
WARNING: To avoid duplications, please ensure that any clients set up directly in the Active Platform during the pilot/trial stage have the same client code in both Active and FYI Elite.
For clients not yet set up in Active, you can choose not to have a Client code for the corresponding Client in FYI Elite and the Sync will still import the client from FYI Elite into Active.
Supported fields
The FYI Elite and Active Platform integration sync the following user and client fields.
For users
FYI Elite field name | Business Fitness field name | Validation |
Name | First Name, Last Name | Required |
Required |
After users have been added to the Platform, it is necessary for your Platform Administrator to include the following for users to access the Active Platform.
Role
Office
Module
For clients
FYI Elite field name | Business Fitness field name | Validation |
Name | Legal Name | Required |
Salutation | Individual Salutation | Optional |
Contact Details – Email | Optional | |
Groups | Client Group | Optional |
Structure | Entity Type | Required |
Phone Number | Contact Details – Telephone | Optional |
Client Code | Code | Optional |
Partner | Partner | Required |
Manager | Manager | Optional |
Physical Address | Residential Address Line 1 | Optional |
Physical Address City | Residential Address Suburb | Optional |
Physical Address Post Code | Residential Address Post Code | Optional |
Physical Address State/Region | Residential Address State | Optional |
Postal Address | Postal Address Line 1 | Optional |
Postal City | Postal Address Suburb | Optional |
Postal State/Region | Postal Address State | Optional |
Postal Post Code | Postal Address Post Code | Optional |
Business Number | ABN | Optional |
Company Number | ACN | Optional |
First name | Individual First Name | Required |
Last name | Individual Last Name | Required |
Note: Due to privacy protections set in FYI Elite's API, client Tax File Numbers (TFN) are not automatically synced/imported into the Active Platform. You will need to update the client's Tax File Number(TFN) in Active manually if you have not already done so.
Setup
To set up the FYI Elite and Active Platform integration, follow these steps:
1. Log in to the Active homepage and navigate to the ‘Admin Centre’ by clicking on your username and select 'Admin Centre'
2. In the Admin Centre, select 'Integrations' to access the Integrations page.
3. In the Integrations page, select 'Configure' to start the setup:
4. To enable the sync with FYI Elite, ensure the Practice Management checkbox is ticked:
5. To generate the Access Secret and Access ID and populate that information in the configuration, you can follow the steps from our FYI Document Management Integration knowledge article.
6. Under the 'Practice Management Settings' section, select a default office from the dropdown. This will be the default office used for clients synced from FYI Elite.
The user selected in the 'User to Notify' dropdown will be notified by email if the synchronisation between FYI Elite and Active is disrupted (a maximum of one notification per 24-hour period).
Hit Save, and you will receive a message as shown below.
Ready to start the sync? Click Start Sync to initiate the process.
Prefer to sync later? Simply choose the Later option. When you are ready, use the Start Sync button located at the top of the screen to initiate the sync.
Frequency
The FYI Elite and Active Platform integration sync data automatically every hour.
Error logs
The FYI Elite and Active Platform integration generates error logs in case of any issues during the data sync process. This is visible while you are in the admin centre. The error logs provide details on the errors encountered during the sync process and suggestions for resolving the errors.
FAQ's
Question | Answer |
How often does the FYI Elite and Active Platform integration sync data? | The integration syncs user and client data from FYI Elite to the Active Platform every hour. |
What happens if there are errors during the data sync process? | The FYI Elite and Active Platform integration generate error logs that provide details on the errors encountered during the sync process and suggestions for resolving the errors. You can view these sync errors in Admin Centre > Sync Monitoring > FYI Elite |
Can I choose which fields to sync? | No, it is a standard integration that syncs predefined fields listed in the 'Supported Fields' section of this article. |
What should I do if I encounter issues with the FYI Elite and Active Platform integration? | If you encounter any issues with the integration, you can contact Business Fitness support for assistance. |