Add a new client

Adding a new client

Login to TaxCaddy.
Go to
Administrative
, then
CLIENT MANAGEMENT
.

Select the
Add Client
icon. The
Add Client
window appears.

You can add a new client by entering clients' personal information.

The
CLIENT TYPE
option only appears if your firm enables the Offline Client feature. If you don’t see the option, then you're adding a standard online client.
Select
STANDARD
, to make a regular online client.
Select
OFFLINE
to make an offline client. This is useful for clients that don’t want to sign up for TaxCaddy.

Enter the new client’s information. Required fields are marked with an
*
(asterisk) next to the field name. You need to enter all the required fields to save the new client.

Required fields are
CLIENT FIRST NAME
,
CLIENT LAST NAME
,
OFFICE LOCATION
, and
OWNER
. The
CLIENT EMAIL
field is only required if you intend to send this client a TaxCaddy invite. After you add a client, you will have instant access to the clients' profiles on the Overview screen. If you are then, enter your client's mobile phone number. Not the landline number.
note
While
MOBILE NUMBER
and
SSN
are optional fields, we highly recommend you enter at least one of these fields to improve your client's TaxCaddy login experience. Clients that successfully log in by verifying the
MOBILE NUMBER
(via SMS) or
SSN
will instantly get access to all the requested items you sent them. If a mobile number is missing in
Client Management
, TaxCaddy will get the mobile number from the tax software when you use
Create Custom DRL
. Client's with missing mobile phone number or SSN will be able to log into TaxCaddy, however, your firm users will need to make sure their identity before you and your clients can see each other's documents, requests, and activities.
If you want to create a custom DRL after you save the client, then you'll need to include all the required fields based on your tax software.

If your firm currently has a custom field created and enabled in FileRoom, the custom field (such as Project ID, Firm ID, and so on.) will appear as a mandatory field in the
Add Client
window checkbox.
Select
SAVE
to save the new client record.

You will see
Missing required field
text (in red) appear if you are missing a field required to save the client. Enter the required client information then try again.

A confirmation notification message will appear.

Notes

Guidelines for adding a client

Select the
Standard
client (online) or
Offline
as the CLIENT enter.
Enter the
*Office location
that the client is assigned.
Location Restriction restricts access to a clients' binder to users from the same
Office Location
as the client.
The following users can also access the client's profile irrespective of the Office Location they belong to: Owners, Assigned Members, Users from the same office location.
If the user is not an assigned member when assigned members restriction is enabled. A Firm System Administrator can also enable location restrictions at the domain level for all clients. Go to
FileRoom
Admin
Enterprise Features
Manage Restrictions
Office Locations
Office Locations
.
Unless the user is not an assigned member when If you clear the checkbox, the
Location Restriction
won’t be mandatory and clients can be accessed by users from other office locations. This won’t remove location restriction for clients whose office restriction was toggled
ON
manually from TaxCaddy.
Enter the client's *first name, *last name, and email address.
note
The email address field is optional when adding a client, however, it is required to send invites or send Deliverables using Dynamic Password.
Enter the mobile number information, country, numeric digits (no special characters). You can add this manually later. We recommend providing a mobile phone number so your clients will be able to receive their two-factor authentication codes when signing in. Landline numbers are not viable for receiving 2FA codes.
Enter the client's social security number.
Select your
‡‡ Tax Software
from the dropdown.
Enter the
‡‡ Tax Client ID
from the tax software. This is required to create or link a binder. It's also required to create DRL and send DRL.
Enter the
Tax Client ID
before you can select
‡‡ Tax Software Account #
.
Enter the
‡‡Tax Software Password
if it exists on the client’s tax file.
The
‡‡ Tax Version
field only applies to CCH Axcess Tax version numbers.
Select an
*owner
from the dropdown.
Enter their spouse's
FIRST NAME
,
LAST NAME
, and
EMAIL
.
note
Spouses will not receive a TaxCaddy invitation when the client is invited. Any spousal information added is for the client's reference when adding a spouse to their account.
The
*Custom field
only appears when your firm's custom field is enabled in FileRoom. If your firm currently has a custom field created and enabled in FileRoom, the custom field will appear as a mandatory field.
note
Standard clients created without an email address or mobile number can still be used as an Offline account.

Tax Software specific requirements

Tax Client ID
: This field is called Client ID in CCH Axcess
Tax Software Account number
: Required*
Tax Software Password
: This is only required if the Tax Client ID requires a password to access the client's tax return from last year.
Tax Software Version
: Use V1, V2, etc.

Tax Client ID
: This is called
LocatorNumber
in GoSystem Tax RS
Tax Software Account #
: Required*
Tax Software Password
: This is only required if the Tax Client ID requires a password to access the client's tax return from last year.
Tax Software Version
: Leave blank.

Tax Client ID
: This field is called Client Number in Lacerte
Tax Software Account #
: Leave blank
Tax Software Password
: Leave blank
Tax Software Version
: Leave blank

Tax Client ID
: This field is called Client ID in UltraTax
Tax Software Account #
: Leave blank
Tax Software Password
: Leave blank
Tax Software Version
: Leave blank