Clients

Clients

Watch or read the below guides to learn more about client settings and access to The Gap.

Adding & Managing Clients


Alert
If your Xero Practice Manager (XPM) is connected to your Gap account then clients will automatically sync twice daily, with XPM remaining the course of truth.  

To add a client:
  1. Navigate to Main Menu > Clients.
  2. Click Add Client.
  3. Complete all the details prompted:
    1. Client name: The name of your client's business
    2. Contact first name: The first name of the primary contact for your client's business
    3. Contact last name: The last name of the primary contact for your client's business 
    4. Contact email: the primary contact's email address
    5. Contact numbers: the primary contact's phone number
    6. Status: 'Client' or 'Prospect'
  4. Once all details are entered, click Save to create your client record.
Note
You can also add clients on-the-fly when sending documentation such as pre-work and proposals.
Important Info
There can only be one Primary Contact per organisation - this is the key person who will receive the invitation to set up an organisation within The Gap.

Invite your primary client contact to create their account and connect with The Gap:
  1. Navigate to Main Menu > Clients.
  2. Find your client and click on the envelope icon to send an email invitation to the Primary Contact.
  3. You will then be prompted to confirm your decision, click Yes to proceed. This will send an email invitation to the Primary contact, asking them to complete their account set-up and connect with you on The Gap.
Note
Once a client has connected to The Gap the envelope icon will change to a link icon.
Important Info
A client does not need to set up an account to accept a proposal or complete pre-work, but they will need to have an account to view completed documents, such as their business plan and a session record.

To view or update a client record:
  1. Navigate to Main Menu > Clients.
  2. Find your client and click on the Edit icon.
  3. Here you can:
    1. Update client's details
      1. Organisation name
      2. Status
    2. Update client contacts
      1. Add new client contacts:
        1. Click on the Contacts tab.
        2. Click the Add Contact button.
        3. Complete all the details requested in the prompted fields.
        4. Click the Save icon to finalise the details.
        5. Then click Confirm to add your new client contact.
      2. Edit existing client contacts
        1. Click on the Contacts tab
          1. Click the Edit button of the client whose details you wish to update then click the save icon to finalise your changes.
          2. Click the drop-down arrow next to the Edit button to archive a contact or make them the Primary Contact
        2. Then click Confirm to commit your changes.
Note
Contacts added are then made available for selection when choosing recipients to send documents to, such as proposals and pre-work.

To archive a Client:
  1. Navigate to Main Menu > Clients.
  2. Find your client under the Active Clients or Prospects tab and select their relevant checkbox.
  3. Click the Archive Client button that now will display in the top right-hand corner above the list.
The client will now be removed from the Active Clients tab and will be stored under the Archive tab.

To restore an archived client:
  1. Navigate to Main Menu > Clients.
  2. Find your client under the Archive tab and select their relevant checkbox.
  3. Click the Restore Client button that now will display in the top right-hand corner above the list.
The client will now be removed from the Archive tab and will be restored under the Active Clients tab.

Client Documents


To access and view Client Documents:
  1. Navigate to Main Menu > Clients.
  2. Find your client from the Client list and click the Document icon in their row.
  3. Click on the document you wish to view to open it.
Notes
  1. Client documents are grouped by the service you have created
  2. If a client does not have any documents available to view, the document icon will be greyed out
  3. You can also access client documents within the meeting delivery workspace by clicking on the Document icon from the Toolbar
  4. The Business Plan lives outside of the Document folder as it is a 'living document' that is updated throughout the year


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