Setting Up an FYI Elite Trial

Setting up an FYI Elite Trial allows existing FYI practices to explore Elite features such as Time & Billing, Reports, and Client Maintenance before upgrading their current platform. 

The following steps should be followed by existing FYI Practices wishing to trial the features of the Elite plan. Some steps may require assistance from an IT professional.

Prerequisites for setting up your FYI Elite Trial

To avoid complications with your current login to platforms, it is recommended that you first create stand-alone trials on specific platforms that integrate with FYI.

Important Note: When a trial account is created, any costs from an expired trial or subscription are the practice's responsibility.

Before creating your FYI Elite trial:

1. Review the Prerequisites for using FYI
   It is important to be reminded of the prerequisites for using FYI to avoid any errors when setting up the trial.
   
   
2. Create a new browser profile
   Each user will need a new browser profile. This will allow you to work in your current, live FYI platform as well as your FYI trial.
   
   
3. Microsoft 365 Trial Account
   Your current Microsoft license is linked to your current live FYI practice and cannot be used with another FYI platform. Consider setting up a brand new Microsoft 365 account or starting a trial.
   
   
4. Xero Ledger Trial
   If you connect the FYI trial to your live Xero ecosystem, Time and Invoices will sync to your live Xero, which will, in turn, require cleanup.

Step 1 - Create a Microsoft 365 Trial

FYI requires a Microsoft 365 Business Basics plan or higher.

1. Sign up for a Microsoft 365 Trial.
   If multiple users need access, each user will require a separate M365 trial account. Alternatively, sharing one email account is possible but will limit Workflow and Approval testing.

Important Reminder: Practices may choose to set up with a trial or a new account, that is not linked to your Live FYI platform. If a Microsoft trial is created, remember to cancel within 30 days to avoid potential Microsoft 365 charges.

Step 2 - Create a Xero Ledger Trial

The Xero Ledger integration is required to connect FYI with Xero Blue and ensure invoices sync with the Practice Ledger.

1. Sign up for a Xero Ledger Trial
   
   
2. (Optional) Enable Xero Practice Manager to understand the Job synchronisation on the Elite trial.

Important Reminder: To avoid any charges, ensure you cancel the trial within the Xero Blue trial period if it is no longer required.

Step 3 - Setting Up your FYI Elite Trial

1. Follow the steps to create an FYI Trial.
   

   Note: Ensure you log in to the trial with your Trial Microsoft 365 account created in Step 2, and create a unique Practice Name. For example, "Your Practice Name - Elite Trial".
   
   

2. From your new browser profile, Log in to FYI.
   
   
3. From FYI, click Settings in the top right-hand corner.
   
   
4. Select Practice Settings, and then select General.
   
   
5. Go to the Account tab.
   
   
6. Select the Elite Plan.
   
   
7. You will be presented with the Elite Onboarding Wizard.
   Note: For practices currently integrated with MYOB or CCH a different Wizard will display when upgrading your Live FYI platform to Elite, with similar steps to the FYI elite trial except for additional debtor and WIP migration sections.
   
   
8. Using the Wizard, configure your FYI Elite Trial settings.
   
   Important: Not all steps can be trialled but they should be reviewed to ensure you understand all the requirements for live migration to Elite.
   

   Elite Wizard Section	Details
   Before you begin (Optional)	Review the requirements for migrating WIP from your practice management.
   Configure Settings	Work through each step to ensure your FYI Elite Trial is configured with the necessary settings. Tip: Set up the same settings as your current Practice Management system.
   Training	FYI, Champions should complete the User Training in the trial to ensure a smooth process. Note: The training will need to be repeated in your live practice environment when performing live migration.
   Switch on FYI as PM	Ensure that you are connecting your Trial Xero Ledger Account.
   Invoice & WIP Migration (Optional)	WIP migration cannot be tested. We recommend reviewing the Help Articles to understand the requirements for Go Live day.
   Configure and Update Jobs	Work through each step to ensure Jobs are configured correctly.
   Finalise Migration Reconciliation (Optional)	WIP migration cannot be tested. We recommend reviewing the Help Articles and Learning Resources to understand the requirements for Go Live day.
   Reporting (Optional)	Watch the tutorial in preparation for trialling the Reporting Elite feature.
   Go Live and Next Steps (Optional)	Bookmark the Learning Resources for reference when trialling Elite Features.

Step 4 - Trialling Elite Features

When trialling features, consider real-life examples to ensure a better understanding of each feature. For example, avoid using "Test Template" as the name of a job template, instead using "Annual Compliance".

Test Core Elite Features

• Creating and Editing Clients
  Familiarise the team with maintaining client data in FYI by creating and editing clients. 
  
  
• Create Time entries
  Experiment with the different ways that time can be added in FYI, including Creating Time using the Timer and creating Disbursements. 
  
  
• Create Invoices
  Explore the invoicing feature and review the different Invoice Types, Permissions and synchronisation to Xero Blue.
  
  
• Create Standard, Billing and Workflow Jobs
  Create jobs directly in FYI, including different Job Types to understand the different functionalities.
  
  
• Employee Management
  Review the different features of maintaining your employees directly in FYI, including familiarising the team with the different User Permissions.

Explore Automations

• Import Automations from our Automation Library
  Explore the Automations Library for Elite-specific automations, such as Draft Time Entry Reminder, Overdue Invoice Reminder and Recurring Invoices. Import and test these automations in your trial.
  
  
• Create your own Automations
  Consider reviewing current Automations in your Live FYI platform, and duplicate in your trial by adding in Create Time and Create Invoice steps, where necessary.
  
  
• Convert Standard Jobs to Workflow Jobs
  Using the Update Job set in a process, test and review converting Standard Jobs to Workflow Jobs in bulk.

Explore Reporting

First, ensure that you have created Invoice and Time data in your FYI Elite trial to ensure effective testing of the reporting feature.

• Create Reports
  Review the various reports available to create on the Elite plan, and create various reports specific to your practice to familiarise the practice with this feature.

Invite Team Members

Where required, add Team Members to the FYI trial account ensuring that they have a unique Microsoft 365 login and create a new browser profile.

Step 5 - Cancel your Trial Accounts

After your practice has trialled the Elite features, ensure that your trial accounts are cancelled.

Important Note: Any costs incurred from an expired trial period are the responsibility of the practice.

Cancel your Microsoft 365 Trial

If Microsoft 365 trial subscriptions have been created, follow the Microsoft 365 instructions to cancel all trial subscriptions.

Cancel your Xero Trial

If a Xero Blue trial has been created, follow the Xero instructions to cancel your Xero Ledger trial.

Delete your FYI Elite Trial

It is important that your FYI Elite trial is deleted, to avoid any confusion with account details in the future.

If you require additional time to continue testing Elite features, please contact the FYI Support team.

To delete your FYI trial, follow the steps Deleting your FYI Account.