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Manage client profiles

Offline and duplicate clients

Offline clients can be created for clients who haven't yet signed up for TaxCaddy or for clients you don't intend to invite. Creating offline clients can help you take advantage of TaxCaddy features without relying on taxpayers to sign up and connect with you in TaxCaddy. Client profiles for offline clients allow you to upload and organize tax documents. You can also create a binder once you've uploaded documents.
If an offline client connects to your firm as a Standard(Online) client via invite, then the pre-existing offline client profile will be labeled as
Duplicate
. If you already uploaded files to the Offline/Duplicate client profile then you can use the
Transfer
 documents feature to copy documents over to the Standard (connected) client profile.
note
There's an alternative method of adding Standard clients as offline clients that function similarly to Standard(online) clients. The new alternative offline client method streamlines all of your clients as "Standard" clients instead of Standard and Offline/Duplicate client types. You also don't need to transfer documents between different client profiles if the client decides to sign up at a later time. The Standard(offline client) method does require you to provide a client's mobile phone number for instant access to the clients' profiles.

Enable Offline Clients

Follow these steps to enable offline clients:
  1. Log in to TaxCaddy.
  2. Select
    Administrative
     then
    ADMIN SETTINGS
    .
    Select Administrative, then ADMIN SETTINGS.
  3. Select the
    Offline Clients
     tab.
    Select the Offline Clients tab.
  4. Select
    Enable
     to allow adding offline clients, select
    Disable
     to prevent adding any new offline clients.
    note
    Disabling this feature won’t effect any existing offline clients.
    Enable offline clients for your domain.

Add an offline client

  1. Once you've enabled offline clients, select
    Administrative
     then the
    Client Management
     tab.
    Select Administrative, then CLIENT MANAGEMENT.
  2. Select the
    Add a Client
     icon Add a Client icon.
    Select the Add a client icon in CLIENT MANAGEMENT.
  3. The
    Add Client
     screen will appear. If the offline client feature is enabled, you will see the option to make standard clients at the top of the screen. Select
    Standard
     to make a regular online client, or select
    Offline
     to make an offline client. Continue entering the remainder of your client's information.
    note
    A client can have both a
    Standard
     as well as an
    Offline
     client profile if the
    Standard
     client is unconnected. If the client connects with your firm, the Standard client status will be updated to
    Connected
    , and the
    Offline
     profile's status will be updated to
    Duplicate
    .
    Select the OFFLINE client type.
  4. Once all the required fields have been entered, select
    SAVE
     to add the client. Select
    CANCEL
     to close without adding the client.
    Select SAVE.
Once the client has been added, the
Offline
 status appear as the client's status.
OFFLINE status in CLIENT MANAGEMENT.
An Offline client can't be created if there's already a connected standard client using that Tax Client ID. Users will see the following error:
A connected client already exists with this Tax Client ID.
If an offline client creates an account and connects to you as their firm, their offline client profile with the same email address or Tax Client ID will be labeled as a 
Duplicate
. Fields matching a connected client will be in red text.
note
When an Offline Client Profile is marked as a
Duplicate
, any documents associated with the Offline Client Profile won’t be automatically transferred to the Standard Connected client's profile. If you already uploaded files to the Offline/Duplicate client profile then you can use the
Transfer
 documents feature to copy documents over to the Standard (connected) client profile.

Follow an offline client

Follow these steps to follow a client on the
Overview
 screen:
  1. On the
    Overview
     screen, select
    Search All Clients
    .
    Select Search All Clients from Overview.
  2. Enter the client name then select
    Search
     to search for clients.
    Use the SEARCH FOR A CLIENT feature.
  3. On the
    Type
     column, each search result will have a color indicating the client profile status.
    • A green dot indicates a connected client.
    • A red dot indicates a duplicate client.
    • A gray dot indicates an offline client.
    Types of clients displayed in Overview.
  4. OFFLINE ACCOUNT will show on the upper left corner of the client profile for an offline client. Select
    Follow
     to follow the client on the
    Overview
     screen.
    Offline client profile.
    Similarly,
    DUPLICATE
    will show on the upper left corner of the client profile for a duplicate client. Select
    Follow
     to follow the client on the
    Overview
     screen.
    Duplicate client profile.
    note
    Documents from Offline or Duplicate client profiles don’t transfer to the connected client's profile.

Offline client profile

Offline Client Profiles allow you to upload and organize tax documents. You can select
Add Document Requests
 to add requested documents one by one or you can use the Create Custom DRL (document request list) feature to import document requests based on the proforma from the tax software.
Upload documents and add document requests in client profiles.
Once you've uploaded documents, select
Create Binder
 to create a binder.
Select CREATE BINDER in client profile.

Delete an offline client

Follow these steps to delete an offline client:
  1. On the
    Administrative
     screen, select the
    Client Management
     tab.
    Select Administrative, then CLIENT MANAGEMENT.
  2. Locate the offline client you want to delete, then select the
    Menu
    icon .
    Select a kabob menu in CLIENT MANAGEMENT.
  3. Select
    Delete
     from the dropdown.
    Select Delete from the client menu.
  4. On the
    Confirm Delete
     window, select
    Yes
     to delete or select
    No
     to cancel.
    Confirm Delete window.

What's Next?

At a later time, if an offline client connects to your firm as a Standard(Online) client via invite, then the current pre-existing offline client profile will be labeled as
Duplicate
. If you already uploaded files to the Offline/Duplicate client profile then you can use the
Transfer
 documents feature to copy documents from 1 client profile to another.

This article applies to:

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

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