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Practice Management Source: Available: All sources
The New client onboarding form provides a template for practices to collect information from new clients and their related entities as part of the onboarding process.
The Form collects client and entity details, previous accountant information, identification documents, and privacy and consent acknowledgements.
The template is designed to be used as a General Form, with an external link that can be added to your practice's website. Clients can use the link to submit a separate Form for each individual or entity being onboarded. Alternatively, practices can create and send individual Client Forms.
What's included in the New client onboarding form?
The New client onboarding form contains four main sections. Expand the sections below for more information.
To demonstrate potential use cases, some fields in this sample template are tailored to Australian practices. These fields can be easily customised across regions.
New Client Information
Collect the information required to identify the new client or entity being onboarded.
The Form includes an entity type selection, allowing clients to provide details relevant to the individual or entity.
Depending on the entity type, the Form collects information such as:
- Personal and contact details.
- Company information.
- Trust details.
- Tax information.
- Addresses and contact information.
The information collected varies depending on the type of client or entity being onboarded.
Previous Accountant Details
Collect information about the client's previous accountant, including:
- Previous accounting firm.
- Accountant name.
- Supporting records or documents uploaded by the client.
These details help the practice identify the previous adviser and review any supporting information provided as part of the onboarding process.
Identity Verification
The Form includes a Photo Identification Upload field for collecting identification documents.
Practices should review the documents provided and complete any additional identity verification requirements according to their onboarding procedures.
Uploading an identification document doesn't automatically verify the client's identity.
Privacy & Consent
The Form includes an acknowledgement and consent section covering the information collected during onboarding.
Clients can review the information and provide the confirmation requested by the practice.
The template contains sample practice details within the consent wording. Review and replace these details before sharing the Form.
Importing the New client onboarding form
Download the New client onboarding form using the file attached at the bottom of this article.
Once you've downloaded the file, import the Form template into FYI. Refer to Managing form templates for instructions on importing a Form template.
What's next?
After importing the New client onboarding form, review and customise the template to suit your practice's onboarding requirements.
Reviewing the Form template
Review the entity type options, client information fields, previous accountant details, identification requirements, and privacy and consent wording.
Update the practice details. The template contains the placeholder [Practice Name] and a reference to Growth Partners in the consent wording. Replace these with your practice's correct details before using the Form.
Review the privacy and consent wording to ensure it reflects your practice's information collection procedures and requirements. Seek appropriate professional advice where required.
For more information on editing Form fields and configuration, refer to Creating templates for Forms.
Before sharing the Form, review the template's AutoFile settings and ensure the Filing Status is set to Active. Refer to Managing form templates for more information.
Reviewing Form Rules
This Form uses Rules to dynamically display or hide fields and panels based on the information entered by the user. After importing the Form template, review the Rules in the Form Template Builder to ensure they're configured correctly for your practice. Follow the instructions in Creating a dynamic form using rules to review and configure the Rules, then test the Form to confirm the relevant fields and panels are displayed based on the responses selected.
Sharing the Form on your practice's website
The New client onboarding template is designed to be shared as a General Form using an external link. This allows new clients to complete the Form without the practice first creating a Client Form against an existing client record in FYI.
To generate the external link:
- Navigate to Knowledge - Templates in FYI.
- Select the New client onboarding Form template.
- Select External Link from the Doc Link drop-down in the toolbar.
- Copy the link and add it to your practice's website or other onboarding communications.
Refer to Creating a direct link to a general form for detailed instructions.
When onboarding a client group with multiple entities, clients can return to the website link and complete a separate submission for each individual or entity.
Before publishing the link, open it in a browser and check that the Form displays the correct practice details, entity options, questions, and consent wording.
Using the template as a Client Form
Alternatively, the template can be used to create individual Client Forms in FYI. A Client Form is created against a specific client record and can be sent to the client for completion.
Important: If the client needs to provide onboarding information for multiple entities, create and email a separate Client Form for each entity. Each Form allows the client to submit the details for one individual or entity.
For instructions on creating and sending Client Forms, refer to Creating client forms.
Reviewing submitted information
When a client submits a General Form, the response is filed according to the Form template's AutoFile settings, where applicable. If no template AutoFile settings are configured, the practice's AutoFile Settings and Defaults apply.
General Form submissions aren't automatically linked to an existing client record in FYI. Practices should review each submission and update the filing or relevant records as part of their onboarding process.
General Forms don't save partially completed responses. Clients need to complete and submit each Form before closing their browser window.
For information on General Form behaviour and submissions, refer to Creating a direct link to a general form.
When a Client Form is submitted, the responses are updated in the Form filed against the selected client record.
Review the submitted client and entity details, previous accountant information, identification documents, and privacy and consent acknowledgement before completing any further onboarding activities.
Submitting the New client onboarding Form doesn't automatically create client or entity records in FYI or complete any additional identity verification or onboarding requirements.