Managing practice settings

Practice settings control practice-wide options such as login timeout and the default status for new users.

Displaying practice settings

1. Log in to FYI as an FYI Admin.
    
2. Select Settings, then Practice settings, then General.
   
3. The Settings tab is displayed. The options available vary, depending on your plan and practice management source.
   

Practice settings

Login Timeout

If users are inactive in FYI for the configured period, FYI logs them out and prompts them to log in again. The default timeout is 8 hours. You can change the timeout to suit your practice.

New Users

This setting controls the default status of new users when they are synchronised and created in FYI from integrated practice management solutions:

• Xero Practice Manager
• MYOB Practice Management (formerly GreatSoft)
• Practice Sync integrations (MYOB AE & AO, APS, IRIS, or CCH Central).

The default is Default Inactive. Select Inactive or Active as required.

Inactive users must be activated by an FYI Admin before they can log in to FYI.

Financial Year Start

Use this setting to enter the start date of the financial year for your practice. For example:

• 01/07 (for the 1st of July)
• 01/04 (for the 1st of April)

For Australian and New Zealand practices, this field will default to 30/06. For UK practices, it will default to 31/03. This can be adjusted as required.

The date set in this field will adjust the results of the Relative Date filter in views and lists when selecting This Financial Year or Last Financial Year.

Custom Field Grouping

The Custom Field Grouping option enables FYI Admins to group Custom Fields together on the Client and Job - Custom Fields tabs. If users select the Group view, Custom Field Groups will be collapsed, allowing users to quickly locate the Custom Fields relevant to their needs. For example, grouping Custom Fields by team or department.

Select an existing Custom Field. Alternatively, FYI Admins can create a dedicated Group by creating a new drop-down type Custom Field.

Country of Origin

The Country of Origin setting allows practices to select their default country.

When documents are shared with recipients using Secure Link, recipients will be sent a verification code by SMS or email. If the recipient's mobile number doesn't include a country code, FYI uses the country selected in the Country of Origin field when sending the SMS.

XPM Staff Allocation

This feature is available to practices where Xero Practice Manager (XPM) is selected as the practice management source. This feature is not available for practices on the Elite plan where FYI is selected as the practice management source, as time is not synchronised with Xero Practice Manager.

The XPM Staff Allocation allows practices to control the number of synchronisations with XPM when submitting time by selecting either Explicit or Inherit from Job.

To submit time in Xero Practice Manager, users must be assigned to a Job or Task.

• Explicit - FYI will perform extra syncs to assign and remove the user from the task when submitting time entries. This ensures the time is submitted for any task, even if the task is assigned to another user. These extra synchronisations increase the number of Xero requests used each day, but will ensure there are no errors in Practice Activity related to the task being assigned to another user. 
   
• Inherit from Job - The user must be manually assigned to the job in XPM. When time is submitted, FYI will perform a single sync to create the time entry in Xero Practice Manager. If the user has not been assigned to the job, or the task has been assigned to another user, the time entry will not be synchronised, will return to a Draft state in FYI, and a failure will be displayed in Practice Activity. The user will need to be assigned manually to the job or task in Xero Practice Manager before the time entry can be resubmitted. This option is selected by default for all practices new to FYI.

Sample Content

When setting up your trial from the Welcome Screen, you can create Sample Clients and a Sample Cabinet. This provides example data to explore and test features within FYI. This sample data is in addition to the Sample Templates and Automations that are automatically included when your trial is created.

Sticky Views

When Sticky Views is enabled, FYI remembers the view a user selects for each list during the session and after they log out and log in again. When the user returns to the list, FYI displays the same view.

FYI as Primary

This feature is available to practices on the Elite plan, and as a beta for practices on the Pro plan.

The FYI as Primary setting allows practices to create and manage clients from within FYI as the point of truth before synchronising the data to Xero Practice Manager. To reduce the impact on Xero rate limits, the synchronisation frequency with Xero Practice Manager will be adjusted accordingly.

As these settings are enabled or disabled, an alert will be added to Practice Activity.

When upgrading to the Elite plan and selecting FYI as the Practice Management source, the FYI as Primary - Client Maintenance option will be automatically enabled. This setting cannot be disabled.

For practices integrated with MYOB Practice Management (formerly GreatSoft), the FYI as Primary Client Maintenance setting is not available.