Enabling FYI as Primary Source for Client Data

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In your Practice Settings, you can choose to enable FYI as your primary source for your client data, allowing FYI to become the main source for creating and managing your clients. Refer to Editing Client Details and Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data.

When integrated with Practice Manager, using FYI as the Primary Source reduces the number of synchronisations, reducing the risk of exhausting available requests. Refer to Xero Practice Manager Rate Limits.

These settings can only be enabled by an FYI Admin. 

Important notes:

  • Consider your Xero Practice Manager integrations with other app providers before enabling these settings. Once enabled, not all data will sync back to Xero Practice Manager and may affect your integrations. We recommend contacting your app provider to discuss an integration with our API.

  • We recommend that once these settings are enabled, you do not disable the setting in the future. This will ensure data integrity, with one source location for your data. 

  • After enabling FYI for Client Maintenance:
    • The frequency of client synchronisations with Xero Practice Manager will be reduced. 
    • Custom Fields will be synchronised from FYI to Xero Practice Manager, as a one-way synchronisation only.
    • If the FYI Client Mobile & Salutation option is enabled, the Salutation and Mobile fields will become available for editing in FYI. These fields will then be maintained in FYI only, and will not synchronise to Xero Practice Manager.

  • The Client Manual Sync function is only available for FYI Admins, and users in a User Group with access to Automations. Refer to Running a Manual Sync with Xero Practice Manager

  • Changes made to Clients in FYI will not be updated back to the original state in Xero Practice Manager (XPM) if a manual Sync is requested before the change in FYI has been updated to XPM.

Refer to Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data.

Enable FYI Client Maintenance

  1. Log in to FYI as an FYI Admin.
  2. From FYI, click Settings in the top right-hand corner.
  3. Select Practice Settings, then select General.
  4. The Settings tab will be displayed.
  5. Tick to enable FYI as Primary for Client Maintenance and Client Mobile and Salutation as required. Once enabled, we do not recommend disabling in future, to avoid potential data loss. Refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

  6. A confirmation message displays.
  7. Click Yes to continue.

Configure User Group Permissions

Once FYI is selected as your Primary Client Maintenance Source, users must be assigned to a user group with the "Edit Client" permission enabled to allow users to create and edit clients within FYI.

Note: users may already have this permission enabled. We recommend reviewing this permission and updating where required.

To review your User Group Permissions, refer to Managing User Groups.

  1. Login to FYI as an FYI Admin.
  2. From FYI, click Settings in the top right-hand corner.
  3. Select Practice Settings from the drop-down.
  4. Select General.
  5. Go to the User Groups tab.
  6. Review each user group and where required enable the Edit Clients Permission. If needed, create a new user group with the relevant permissions. Refer to Managing User Groups.


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