Overview: Admin users can connect the Active Platform with Karbon 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 Karbon and Active Platform integration, you will need to ensure that you meet the following prerequisites:
You must have a current Business Fitness Active subscription. The integration won't be available during the trial period.
You must have administrator access to both Karbon and Business Fitness Active accounts
This integration sync People, Organizations, and Client Groups with Contact Types set to "Client" or "Client - VIP" from Karbon to Active. All other contact types will be ignored and will not be synced to Active.
In Karbon, 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 Karbon. We suggest manually adding the partner to the Active Platform before configuring the sync.
If you operate a single-partner firm or a firm that does not assign partners to clients in Karbon, you now have the option to set up a 'default partner' in the Active Platform. This means that if a client has not been assigned a specific partner in Karbon, the sync will use the default partner instead.
To set up a 'Default Partner,' go to Admin Centre -> Office, select the default partner from the list, Save and Close
In Karbon, all staff must have the following fields completed:
Name (Active will split this into first and last name)
Email address
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 Karbon.
For clients not yet set up in Active, you can choose not to have a Client code for the corresponding Client in Karbon, and the Sync will still import the client from Karbon into Active.
Supported fields
The Karbon and Active Platform integration syncs the following user and client fields.
Users
Karbon 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
Entities/clients
This integration sync People, Organizations, and Client Groups with Contact Types set to "Client" or "Client - VIP" from Karbon to Active. All other contact types will be ignored and will not be synced to Active.
Below listed are the fields synced from Karbon.
Karbon field name | Business Fitness field name | Validation |
Name | Legal Name | Required |
Entity Type | Entity Type | Required |
Client Owner | Partner | Required |
Client Manager | Manager | Optional |
Client Identifier | Code | Optional |
Group | Client Group | Optional |
Australian Business Number (ABN) | ABN | Optional |
Australian Company Number (ACN) | ACN | Optional |
Tax File Number (TFN) | TFN | Optional |
Contact Details – Email | Optional | |
Phone | Contact Details – Telephone | Optional |
Fax | Contact Details – Fax | Optional |
Title | Individual Title | Optional |
Physical Address 1 | Residential Address line 1 | Optional |
Physical Address 2 | Residential Address line 2 | Optional |
Physical Address 3 | Residential Address line 3 | Optional |
Physical Address City | Residential Address Suburb | Optional |
Physical Address Region | Residential Address State | Optional |
Physical Address Post Code | Residential Post Code | Optional |
Billing Address 1 | Postal Address line 1 | Optional |
Billing Address 2 | Postal Address line 2 | Optional |
Billing Address 3 | Postal Address line 3 | Optional |
Billing Address City | Postal Address Suburb | Optional |
Billing Address Region | Postal Address State | Optional |
Billing Address Post Code | Postal Address Post Code | Optional |
First name | Individual First Name | Required |
Last name | Individual Last Name | Required |
Contact Salutation | Individual Salutation | Optional |
Setup
To set up the Karbon and Active Platform integration, you will need to follow these steps:
1. Log in to the Active homepage and navigate to the ‘Admin Centre’ by clicking on your username. The select Integrations.
2. In the ‘Integrations’ menu, select the Karbon 'Configure' button.
3. Enter the Access Token.
To generate that, go to the 'Connected Apps' section in Carbon, then select 'Active' from the list and copy the token.
4. Click ‘Connect to Karbon Practice Management' button.
5. Under the 'Notification Settings' section, select a user from the dropdown menu. If the synchronisation between Karbon and Active is disrupted, we will send email notifications to the selected user (a maximum of one notification per 24-hour period)
6. Hit Submit, 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 Karbon and Active Platform integration sync data automatically every 3 hours.
Error logs
If errors occur during the sync, we will log and display them. You can view the error by clicking the 'Sync Errors' button
FAQ's
Question | Answer |
How often does the Karbon and Active Platform integration sync data? | The integration syncs user and client data from Karbon to the Active Platform every 3 hours. |
What happens if there are errors during the data sync process? | If errors occur during the sync, we will log and display them. You can view the error by clicking the 'Sync Errors' button |
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 Karbon and Active Platform integration? | If you encounter any issues with the integration, please contact our support team for assistance. |