When users are added from your Xero Practice Manager, FYI imports all your employees. They are all imported as "Active". As part of the Onboarding, you need to review all your team members.
Note: Before reviewing users, ensure you have set up the User Groups. Refer to Managing User Groups.
Setting Users as Active/Inactive and Selecting the User Group
- Review all users and set any that do not need access to FYI as "Inactive".
Note: Only Active Users will be included in your monthly billing calculation.
- Select the User Group that each active user belongs to.
All users are initially added to the User Group Standard Users.
If relevant, move users to the relevant User Group to give them the access rights for that group.
The person who performed the installation is automatically made the FYI Administrator. To designate additional FYI Administrators, you can assign your nominated users to the User Group "Admin".
Optionally Set Approval Lever, Role and Qualifications
You can also set up the following, or these can be added if required after Onboarding.
- Select the Approval Level for the user. This is used in the workflow and allows the more senior members to sign off on documents. Refer to Workflow Basics.
- Enter the user's Role and Qualifications which can be used in sign-off emails or documents.
For details on maintaining users, refer to Managing Users.
Setting the Default Cabinet and Category
Using the Defaults button in the Users list, you can also set up the default Cabinet and Category that will be used for a user if this is not set for a client. Users can set up or change these defaults for Cabinet and Category themselves (refer to Setting Defaults and AutoFile Defaults for your Own Login - My Settings).
For a new site, the defaults that are set for all your users are as follows. These are used if users have not set their own defaults.
- Cabinet is set as "Correspondence"
- Category is set as "Year" with the value "2021"
Note: The default Cabinet and Category can also be set for clients and this will override the users' settings when documents are created or auto-filed for that client. When clients are imported from Xero Practice Manager there is no defaults set for Cabinet and Category. Users can add and change these themselves at any time as relevant. Refer to Setting Filing Defaults for a Client.