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This article applies to:

  • Product: SurePrep
  • Sub-Product: TaxCaddy
  • Subject: Clients

Edit individual client records (update missing information)

With the
Edit Client
 feature, you can easily update a client's tax software information, change their office location, update their mobile phone number, or transfer them to a different owner, all depending on their status in
Client Management
.
If a client has the status
Missing Tax Info
, it means we can't create a custom DRL for them because their record lacks the necessary information to find them in the Tax Software. Once you update all the required tax software fields with valid information, the client's status will change to
Eligible For Import
. After the status updates, you'll be able to create a custom DRL for the client.
Users have the ability to edit a single client's records directly in TaxCaddy's
Client Management
 screen. If a user has multiple clients to edit, they can download an edit template to perform multiple edits in bulk via Excel.

Edit client records individually

  1. Select
    Administrative
     , then
    Client Management
    .
    Select Administrative, then CLIENT MANAGEMENT.
  2. To update a client record, select the
    Menu
     icon then
    Edit Client
    .
    Select Edit Client from the client's kabob menu.
  3. On the
    Edit Client
     window, edit client details or enter the missing information. You can change the client's email as long as the client's invite status is
    CONNECTED
    ,
    NOT ENROLLED
    ,
    NOT INVITED
    , or
    MISSING INFO
    .
    note
    - Required fields are
    CLIENT FIRST NAME
    ,
    CLIENT LAST NAME
    ,
    OFFICE LOCATION
    , and
    OWNER
    .
    -
    CLIENT EMAIL
     are only required if you intend to send this client a TaxCaddy invite.
    Edit Client window.
  4. Users can make their necessary updates to the selected client records then select
    SAVE
     to save these changes and close the window. Select
    CANCEL
     if you don't want to save any changes.
    Select SAVE to update client records.
    note
    Office location restrictions may prevent you from saving any updates to the selected client's records.
  5. A message will appear on your screen indicating that your updates to the client record have been saved.
    Notification appearing to indicate that the changes have been saved.

Guidelines for editing client records

Due to some potential firm-wide settings configured in your domain, updating a client's records may impact available features or access restrictions to a client's account.
If a newly added client's records are inaccurate, they won’t be able to log into their TaxCaddy account and connect with your firm.
Changing contact information
When updating a
CONNECTED
 client's contact information (such as
MOBILE NUMBER
 or
EMAIL
) records, saving erroneous records to their profile can prevent them from accessing their account (unable to receive a dynamic password login link or 2FA code). Make sure that these records are accurate before saving any updates.
Highlight of contact information fields.
Offline Clients
For Offline clients, you can't edit first name, last name, and email address.
Grayed out name fields for Offline clients.
Editability based on status
Some fields may not be editable based on status (such as a client's first and last name can only be edited if they are in the
NOT INVITED
status.).
Clients with the NOT INVITED status in Client Management.
Changing Owner
When changing a client's owner, you won’t see Owners (users) with 7216 consent restrictions in the dropdown if 7216 Restriction is enabled. This prevents you from accidentally selecting a user with 7216 consent .
Updated Owner options once 7216 consent restrictions are enabled.
Office Location restrictions
Office Restrictions can be enabled globally at the firm level for all clients or locally per client. Firm-level restrictions apply across the whole firm and override local client-level restriction settings.
When editing a client record, you will see the following error notification if your firm enabled the
Office Locations
 restriction at the firm level after the client was already created: 
Office location restrictions have to be applied to this client.
Notification that office location restrictions must be enabled for this client.
note
If the firm has office location restriction enabled and a user doesn't have access to the client, they won’t be permitted to update the
Office Location
 field.
When this happens, select
ON
 for the
LOCATION RESTRICTION
 within this client's records, then
SAVE
 your changes. You can't switch the
LOCATION RESTRICTION
 feature back to
OFF
until the firm-wide location restriction is disabled.
Enabling the Location restriction.
note
When not editing a client's records, users without the necessary permissions to bypass firm-wide location restrictions will be unable to view restricted client profiles in
Overview
.
Changing Tax Client ID
TaxCaddy uses the
TAX CLIENT ID
 when creating a DRL (Document Request List) for the client or a binder.
TAX CLIENT ID
 links the client profile with their associated binder in FileRoom. If you plan to update the
TAX CLIENT ID
 field of a client with an existing binder (in TaxCaddy), altering a client's
TAX CLIENT ID
 won’t sync the updated
TAX CLIENT ID
 with the binder in FileRoom and you won’t be able to access the binder through TaxCaddy.
Note indicating that the tax client ID is required to create or link a binder.

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