CRM (Basic): Contact toggles (login, notify, email sync)

TaxDome provides flexibility in your CRM, in the same manner as your clients are set up in the real world. Each account can be linked to multiple contacts and each contact may have multiple emails. When creating an account or importing clients, you can set up the permissions and notifications. Additionally, you can update the permissions in bulk at any time in the future. This article will outline how to set up access and notifications for each contact's email within each account.

Contact toggles, explained

Contact toggles modify the basic settings for your client interactions:

• Login defines if the client has portal access.
• Notify defines if the client will receive system notifications and which ones.
• Email sync defines if you will receive emails from clients inside TaxDome. 

Each client account can be linked to multiple contacts, but you can set up contact toggles for each linked contact separately. This allows you to provide portal access and other settings to specific contact linked to the client account without giving it to the other contacts. Contact toggles are always linked to contact email, so if your contact has two or more emails, you can select different settings for each.

You can access contact toggles:

• in the Info tab of a client account  
• when creating a new client account 
• during client list import
• in your account list.

Tip! You can streamline client management and set contact toggles in bulk. Learn more in the section below.

Login, explained: manage portal access

When  Login in the Info tab of the client profile is toggled on, the contact can access the TaxDome client portal. Usually, when you turn the Login toggle on, you may want to send the invitation to the client. However, you can toggle the Login on but choose to invite the clients later. This way, the account will be active but marked as Pending activation.

You can configure your portal to allow certain actions—such as viewing, signing, uploading documents, paying invoices and completing client requests—without requiring portal access.

• Enable portal access
• Remove portal access

Enable portal access

You can toggle on Login in the Info tab of the client account page to give portal access to the person to whom this email address belongs.

What this does:

• The user gets an invitation to the TaxDome client portal by email.
• Once they accept the invitation, they can sign in to the client portal.

Once you’ve added portal access to a contact’s email address, you are prompted to send an email invitation to that user. When you click Send, TaxDome sends the person an activation request by email. To activate the account, the person accepts the request and creates a password. The new user is then automatically linked to the account. Each user has their own login credentials for an account.

Tip! If you want to turn the Login on but send the invite later, consider updating contact toggles from accounts list.

Remove portal access

If someone no longer wants to have access to an account, go ahead and remove them. Under the Info tab of the account profile, toggle off Login to the right of the user’s email address. The account will remain intact; however, the user will no longer be able to access it.

Notify, explained

The  Notify toggle in the Info tab of the client profile helps manage the system notifications sent to the specific client. You can turn it off completely or decide which types of notifications the client will receive.  

Tip! You can receive copies of all TaxDome emails sent to clients. Here's how you can set up receiving system notifications TaxDome sends to clients.

Select which notifications clients will receive

Decide which notifications the user should get by clicking the three dots to the far right of the email address, then selecting Notification Preferences.

What the toggles mean:

Documents: File upload

• Notifications about new firm-uploaded documents

Documents: Signature requests

• Requests for documents pending signature
• Reminders about documents pending signature

Documents: Approvals

• Requests for documents pending approval
• Reminders about documents pending approval

Messages and client tasks

• Notifications about new messages, including client tasks
• Notifications about new replies in chat threads

Proposals

• Request for new proposals
• Reminders about pending proposals

Organizers

• Requests for new organizers
• Reminders about pending organizers

Invoices and payments

• Requests for new invoices
• Reminder about pending invoices
• Confirmations for invoice payments
• Notifications about refunds issued

Client requests

• Requests for new client requests
• Reminders about pending requests

Email sync, explained

When this is toggled on, you and your team can see and reply to the client’s emails right from TaxDome. 

What this does:

• If Email sync is enabled, the Email tab appears in the client portal. 
• All team members see all emails received from that address in the Inbox+ section and in the Email tab of the account profile and be able to reply from TaxDome.
• All history between your synced emails and the contact's emails will automatically populate on TaxDome.
• If Automatically Save Attachments is enabled, all future emails with attachments will automatically save the documents to the Client’s Docs section of the account.

Tip! Toggle on Email sync for future clients who don’t yet have portal access (their Login still hasn’t been toggled on), so you can receive emails from them, too.

Update contact toggles in bulk

Updating contact toggles in bulk streamlines client management and saves time. This way, you can modify settings for all contacts linked to your selected accounts. To set contact toggles in bulk, go to Clients > Accounts from the left menu bar and follow these steps:

1. Choose the clients by selecting checkboxes to the left of them.

2. Click More Actions and then select Edit login, notify, email sync.

3. Select an action from the drop-down to the right of each setting:

• Do nothing: The setting will not be updated.
• Enable for all contacts: The setting will be enabled for all contacts linked to the accounts.
  • Login: Enabling Login allows you to select the Send invitations checkbox and add a message for the invitation email (optional).
  • Notify: Enabling Notify allows you to toggle on Customize notification preferences and select the system notification types your clients will receive (optional).
• Disable for all contacts: The setting will be disabled for all contacts linked to the accounts.

Once done, you will receive an Inbox+ notification with a brief report on the bulk update result and a list of errors (if any).

Do my clients have access?

You can easily check your clients'  Login, Notify and Email sync settings. To do so, go to Clients > Accounts from the left menu bar:

• Login: The ID column in your client list indicates whether at least one contact linked to the account has portal. 
  • Green means the client account is active, i.e., it has at least one user that can log on. Accounts pending activation appear active, too. 
  • Beige means the client account is offline. It exists on TaxDome but does not have users who can log in (no invites have been sent yet).

• Notify and Email sync: the Notify and Email sync columns in your accountslist indicate whether the setting is turned on for at least one contact linked to the client account.

Note! Customize your client account list in case some of the columns are hidden.

Add multiple email addresses

Because a contact is a person, it's natural that one contact might have several email addresses (personal, work, etc.). By default, each contact has one email address field, but you can manually create extra CRM fields or add ones while you’re creating new contacts manually or importing them.

In the account profile, open the Info tab, then review the Contacts section. Here, you’ll see all the email addresses of contacts linked to the account. If you want to add email addresses that aren’t listed, either add another linked contact or add another email address to the contact that is already linked.

Follow these steps:

1. Create custom CRM email fields to store the additional email addresses.
2. Update the existing contact to include an additional email address.
3. Turn on the Login, Notify and/or Email sync toggles for the email address if you need to (see more on the toggles below).

Notifications and emails for clients pending activation

If you’ve toggled on contact toggles for a contact linked to an account, but they haven’t yet activated their account, they’ll still receive TaxDome email and system notifications:

• All regular email you send from TaxDome will go out to the recipient regardless of whether their account is activated or not. You also can receive Inbox+ notifications about new emails from that contact linked to the account (set this up in your Notification settings).
• All system notifications will go to the contact’s email address and will include the Account activation banner at the top of the email until they have activated the account.

You can always resend an invitation.

Changing an email address for a client

When a client’s email address changes, add their new email address as if they were an additional user.

Attention! Make sure not to immediately remove the obsolete email address.

Instead, follow these steps:

1. Update the client contact to include the new email address instead of the old one.

2. Toggle on the Login toggle and wait for the user to accept the invitation sent to the new email address, so that they don’t lose access to their account. 

3. Once the client has accepted the invite, delete their previous email address from the Unlinked Emails section by toggling the Login off.

Note!  If you change the email address before the invited person clicks the invitation link, it'll be deactivated for security reasons. A new invitation email will be sent to the updated email address.

How clients can switch between accounts on the client portal

Because one contact can be linked to several accounts, some of your clients may have access to different accounts with one email (for example, to their family account and to the business one). When logging in, they will see the pop-up for selecting the desired account and the notification with the account they logged in with on the top of the screen. The notification on the top can be closed until the next login by clicking X to the far right of it.

They can access the pop-up anytime later by clicking on the Switch account link at the bottom of the blue sidebar or to the right from the notification on the top.