Creating Users

Enter the user’s name.

For practices integrated with Xero Practice Manager, changing the name of a user in FYI can only be done by a user in Xero.

The user’s Phone and Mobile numbers. 

These fields can be added to email signatures and document templates using Merge Fields.

For practices integrated with Xero Practice Manager (XPM), these fields are not displayed. Phone and Mobile numbers are maintained in XPM and synchronised to FYI.

The Cabinet Group and Permission Group are User Groups that control the features the users have access to.

If the User Group includes both Cabinets and Permissions, the Permissions field below will be disabled.

To make the user an FYI Admin, select Admin.

The Cabinet Group and Permission Group are User Groups that control the features the users have access to.

The Permission Group field displays a list of User Groups with permissions settings when the selected Cabinet Group does not include permissions. If the Cabinet Group includes permissions, this field will be disabled.

The Email Alias is only relevant for users who are added directly to FYI. An alternate email can be entered so that if the user is unable to use the original email, they can log in with the email alias. You cannot add or edit the Email Alias of an existing user, but you can delete it from a user's profile.

For practices integrated with Xero Practice Manager, if a user needs to log in to FYI with an Email Alias, this needs to be linked to the Xero Practice Manager login email address using the Magic Link. 

Where a user has an Alias set up in their profile:

• Email notifications will be sent to the email address used for the Alias.
• The Alias will be displayed as the Sender for all emails sent from FYI.
• The Alias will be used as the Author merge field in Signatures.

To remove an Email Alias, click the X on the field.

The user's role within the practice, for example, Director, Partner, or Accountant.

This can be added to email signatures and document templates using a Merge Field. 

Enter the user’s qualifications, for example, CA.

This can be added to email signatures and document templates using a Merge Field.

Select the Partner associated with the user, if required.

When a user has a Partner assigned in their User Profile, they can use the Show documents of Clients for My Partner function in Document Lists. This displays documents for any clients assigned to the Partner selected in their User Profile.

Marks the user as Active, enabling them to log in to FYI. 

Inactive users will not be able to log in to FYI and will see the message "No account associated with your email address".

• Before making a user inactive, refer to the FAQ Steps to Complete before Offboarding a Team Member or Making a User Inactive.
• For practices with a Practice Management integration, making a user inactive or deleting the user in your Practice Management system will not make the user inactive in FYI. The user needs to be changed to "Inactive" in FYI.
• Inactive user names will still be displayed for Documents, including the Activity log, if the user has modified the document. If the user is assigned to any of the fields, for example, as a Partner, the field will still display the user name even though the user is inactive.
• Inactive users will not be included in Filters, for example, when filtering the Jobs List by the Job Partner.

An FYI Admin can select whether new users are created as Active or Inactive by default. Refer to Managing Practice Settings.

Select a Cabinet and any Categories to set the user’s Filing Defaults. When emails and documents are auto-filed, the user's defaults may be used as part of the filing process. 

Users will also be able to maintain their filing defaults from My Settings.

Enter the user’s name.

For practices integrated with Xero Practice Manager, changing the name of a user in FYI can only be done by a user in Xero.

The user’s Phone and Mobile numbers. 

These fields can be added to email signatures and document templates using Merge Fields.

For practices integrated with Xero Practice Manager (XPM), these fields are not displayed. Phone and Mobile numbers are maintained in XPM and synchronised to FYI.

Select the User Group that determines which Cabinets the user can access. If the User Group includes both Cabinets and Permissions, the Permissions field below will be disabled.

To make the user an FYI Admin, select Admin.

Displays a list of User Groups with permissions settings when the selected Cabinet Group does not include permissions. 

If the Cabinet Group includes permissions, this field will be disabled.

The Email Alias is only relevant for users who are added directly to FYI. An alternate email can be entered so that if the user is unable to use the original email, they can log in with the email alias. You cannot add or edit the Email Alias of an existing user, but you can delete it from a user's profile.

For practices integrated with Xero Practice Manager, if a user needs to log in to FYI with an Email Alias, this needs to be linked to the Xero Practice Manager login email address using the Magic Link. 

Where a user has an Alias set up in their profile:

• Email notifications will be sent to the email address used for the Alias.
• The Alias will be displayed as the Sender for all emails sent from FYI.
• The Alias will be used as the Author merge field in Signatures.

To remove an Email Alias, click the X on the field.

The user's role within the practice, for example, Director, Partner, or Accountant.

This can be added to email signatures and document templates using a Merge Field. 

Enter the user’s qualifications, for example, CA.

This can be added to email signatures and document templates using a Merge Field.

Select the Partner associated with the user, if required.

When a user has a Partner assigned in their User Profile, they can use the Show documents of Clients for My Partner function in Document Lists. This displays documents for any clients that are assigned to the Partner selected in their User Profile.

Marks the user as Active, enabling them to log in to FYI. 

Inactive users will not be able to log in to FYI and will see the message "No account associated with your email address". Before 

• Before making a user Inactive, refer to the FAQ Steps to Complete before Offboarding a Team Member or Making a User Inactive.
• For practices with a Practice Management integration, making a user inactive or deleting the user in your practice management system will not make the user inactive in FYI. The user needs to be changed to "Inactive" in FYI.
• Inactive user names will still be displayed for Documents, including the Activity log, if the user has modified the document. If the user is assigned to any of the fields, for example as a Partner, the field will still display the user name even though the user is inactive.
• Inactive users will not be included in Filters, for example, when filtering the Jobs List by the Job Partner.

An FYI Admin can select whether new users are created as Active or Inactive by default. Refer to Managing Practice Settings.

Used to select the Workflow Approval Level, to allow more senior members to sign off on documents.

Note: Users assigned to a User Group with Create Automations permissions can select any workflow status in automation steps, including approval statuses. Separate Approval Level user settings are still required to manually apply approval statuses outside of automation steps. 

Enter the user’s name.

For practices integrated with Xero Practice Manager, changing the name of a user in FYI can only be done by a user in Xero.

The user’s Phone and Mobile numbers. 

These fields can be added to email signatures and document templates using Merge Fields.

For practices integrated with Xero Practice Manager (XPM), these fields are not displayed. Phone and Mobile numbers are maintained in XPM and synchronised to FYI.

Select the User Group that determines which Cabinets the user can access. If the User Group includes both Cabinets and Permissions, the Permissions field below will be disabled.

To make the user an FYI Admin, select Admin.

Displays a list of User Groups with permissions settings when the selected Cabinet Group does not include permissions. 

If the Cabinet Group includes permissions, this field will be disabled.

The Email Alias is only relevant for users who are added directly to FYI. An alternate email can be entered so that if the user is unable to use the original email, they can log in with the email alias. You cannot add or edit the Email Alias of an existing user, but you can delete it from a user's profile.

For practices integrated with Xero Practice Manager, if a user needs to log in to FYI with an Email Alias, this needs to be linked to the Xero Practice Manager login email address using the Magic Link. 

Where a user has an Alias set up in their profile:

• Email notifications will be sent to the email address used for the Alias.
• The Alias will be displayed as the Sender for all emails sent from FYI.
• The Alias will be used as the Author merge field in Signatures.

To remove an Email Alias, click the X on the field.

The user's role within the practice, for example, Director, Partner, or Accountant.

This can be added to email signatures and document templates using a Merge Field. 

Enter the user’s qualifications, for example, CA.

This can be added to email signatures and document templates using a Merge Field.

Select the Partner associated with the user, if required.

When a user has a Partner assigned in their User Profile, they can use the Show documents of Clients for My Partner function in Document Lists. This displays documents for any Clients that are assigned to the Partner selected in their User Profile.

A percentage of the expected working hours of their total Working Hours. For example, entering a value of "80" would represent a Productivity Target of 80%.

Productivity Targets allow practices to set their expectations for their employees while reporting regularly on a user's target vs. actual productivity to ensure the practice is on track each month. Users will be able to view their Productivity Targets on the My Time tab. FYI Admins, and users assigned to a User Group with permission to either access or manage employees will also be able to view the Productivity Target on the Home - My Team tab.

Marks the user as Active, enabling them to log in to FYI. 

Inactive users will not be able to log in to FYI and will see the message "No account associated with your email address". Before 

• Before making a user Inactive, refer to the FAQ Steps to Complete before Offboarding a Team Member or Making a User Inactive.
• For practices with a Practice Management integration, making a user inactive or deleting the user in your Practice Management system will not make the user inactive in FYI. The user needs to be changed to "Inactive" in FYI.
• Inactive user names will still be displayed for Documents, including the Activity log, if the user has modified the document. If the user is assigned to any of the fields, for example as a Partner, the field will still display the user name even though the user is inactive.
• Inactive users will not be included in Filters, for example, when filtering the Jobs List by the Job Partner.
• For practices on the Elite plan, inactive users may still appear in Home - My Team if the selected date range includes a period when they were active.

An FYI Admin can select whether new users are created as Active or Inactive by default. Refer to Managing Practice Settings.

Used to select the Workflow Approval Level, to allow more senior members to sign off on documents.

Note: Users assigned to a User Group with Create Automations permissions can select any workflow status in automation steps, including approval statuses. Separate Approval Level user settings are still required to manually apply approval statuses outside of automation steps.