Managing Users

Users (Staff) are imported from Xero Practice Manager and continuously synchronised in FYI. Refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

Displaying the Users List

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice settings from the drop-down, then select Admin
3. Go to the User tab. A list of all users displays. 
   Initially, this displays the Active users.
   
   
4. To include the inactive users, click the Include inactive users button.
   

Note: Any users that are FYI Support users show "Free Account" and you are not being charged for these users. Ensure you leave any FYI Support users active.

Updating a User/Assigning a User as Administrator

1. From the Users list, click on a user to open the User Profile drawer.
   
   
   
   
2. Making a User Active or Inactive
   Mark that a user is "Active" by clicking the Active option to "On".
   or
   Mark that a user is "Inactive" by clicking the Active option to "Off". An Inactive user will not be able to login to FYI and will see the message "No account associated with your email address"
   
   Notes:
   Making a user inactive in Xero Practice Manager, will not make the user inactive in FYI.
   Deleting a user in Xero Practice Manager, will make the user inactive in FYI once it has synced to FYI.
   
   
3. Assigning a User Group and Approval Level to an Active User
   
   User Group - select the User Group that you wish the user to be in.
   To make the user an FYI Administrator, select the User Group as "Admin".
   
   Approval Level - select the Approval Level for the user from the drop-down. This is used in the workflow and allows the more senior members to sign off on documents. Refer to Workflow Basics.
   
   Email Alias - The Email Alias is only relevant for users that are added directly to FYI. An alternate email can be entered so that if the user is unable to use the original email, they can login with the email alias. This can be used where the user has a different email address held in Office 365 to that held in their user details in Xero Practice Manager. You cannot add or edit the Email Alias in an existing user, but you can delete it from a user's profile.
   
   If a user needs login to FYI with an Email Alias, this needs to be linked to the Xero Practice Manager login email address using the Magic Link. Refer to Logging into FYI with an Email Alias set up using Magic Link.
   
   From FYI, clicking Settings in the top right-hand corner, this displays the name of the user and also the email address they logged in as so they can check which email address they used to log in.
   
   Note: If a user has an Alias set up in their profile, email notifications will be sent to the email address that is set up as the Alias.
   
   Role - For each user, you can enter the user's role within the practice. This is entered as free format text (for example Director, Partner, Accountant). This can be added to the sign-off in emails and documents by including the Merge Code "AuthorRole" in templates. Refer to the articles in the sections Stationery and Templates and Stationery and Templates for Email.
   
   Qualifications - You can enter the user's qualifications. These are entered as free text. This can be added to the sign-off in emails and documents by including the Merge Code "AuthorQualifications" or "OwnerQualifications" (for the owner of the document) in templates. Refer to the articles in the sections Stationery and Templates and Stationery and Templates for Email.
   
   Signature - A Default Email Signature can be set up for your practice can be set up that will be used for all users unless a specific Email Signature is selected in the user profile (refer to Adding Email Signatures to FYI).
   - To use the Default Email Signature, leave Signature in the User profile blank.
   - To use another Email Signature, select the signature that is applicable for the user.
   
   
   
4. Click Save.

Changing Filing Defaults and Settings with Bulk Edit

When one or more user is selected in the Users list, you can click the Bulk Edit button to change user settings.

This can also be used to set the default Cabinet and Category for the selected user(s). FYI provides the ability to set filing defaults for the Cabinet and the Categories for each client (refer to Setting Filing Defaults for a Client). If filing defaults are not set up at a client level, FYI checks to see if the user filing the documents has their own personal defaults when creating documents and for AutoFile. Users can set up or change these defaults themselves (refer to Setting Defaults and AutoFile Defaults for your Own Login - My Settings). The defaults can also be set by an FYI administrator for the user from the Users list.

If any of the fields are not changed, this will keep the original setting in each of the selected documents/emails/tasks/jobs. A message displays in the drawer as a reminder of this.

1. Select one or more user in the Users list.
2. Click the Bulk Edit button.
3. To set the default Cabinet or Categories for the selected User(s), in the Bulk Update, select the Cabinet.
   Then select the Categories as relevant.
4. To change any other settings for the selected User(s), select these as relevant in Bulk Update.
5. Apply to gives you the option of the number of selected documents, or the number of filtered users currently displayed in the User List.
6. Click OK.

Displaying Additional Columns in Users List

In the Users list, you can display the Cabinet that has been set as the default for users by adding the Cabinet column to the Users list. This will also display the default Cabinet where users have set this themselves from their individual settings.

You can also display the users' Approval Level and the Role Cabinets (that is the Cabinets the user can access according to the Group the user is assigned to). If any of the Role Cabinet have been deleted these display with "(deleted)" after the name in the list. Refer to Adding/Removing/Moving Columns in a List.

Send Invitation

The Send Invitation button on the Users list can be used to send an email to the relevant user as an invitation to start using FYI. You can invite new users to start using FYI at any time. The Send Invitation button displays for any users who are marked as "Active". The email includes links to the FYI Login page and to the Microsoft AppSource pages so they can add the FYI Apps individually to their Microsoft Office and Outlook accounts. Refer to Inviting New Users to Start Using FYI.

New Users

New users are automatically imported as active users into FYI when they are added to your Xero Practice Manager.

Adding New Users Directly to FYI

You can also add FYI users directly to FYI. This can be useful, for example, if you have support users or financial planners and that you do not want to add and pay for as users in Xero Practice Manager, but you want them to have access to information in FYI.

1. From the User tab, click Add User.
   A blank User Profile displays.
2. Enter the new user's Name and Email.
3. In the same way as for an imported user, select the User Group, or if the user is an administrator select "Admin".
4. Mark the new user as Active.
5. If relevant enter the Role and select the Approval Level and enter the Email Alias.
6. Click Save.
   A check is made that a user does not already exist with that Email or Email Alias.
   
   
   
   You can update the details of a user created directly in FYI at any time, including updating the Name.

Note: It would be rare to do so, but you can add a user directly to FYI that will also be added to Xero Practice Manager. If you need to do this, you will then need to maintain any changes to that user both in Xero Practice Manager and in FYI. 

Making a User Inactive

If you need to make a user inactive, for example, when an employee leaves the firm, do the following:

1. Removed their access to Microsoft 365 so they can no longer access FYI. They will not be able to login to FYI.
2. We also recommend that you mark the user as inactive in FYI. Open the user in Practice Settings > Admin > Users and set Active for that user to "Off".

An Inactive user will not be able to login to FYI and will see the message "No account associated with your email address".

Deleting a user in Xero Practice Manager, will make the user inactive in FYI once it has synced to FYI.