Account Set Up

Org settings

Attention

1. Only users with admin permissions can update your organisation's details
   
2. Tax description and percentage are required for the Proposals feature

1. Navigate to the App Bar Menu > Org Settings.
   
2. Enter your organisation's details in the prompted General Information fields.
   
3. Once completed, click Save.
   
   

Connect to Xero Practice Manager (XPM)

Attention

Only users with admin permissions can manage your Xero connection.

To connect your Xero Practice Manager (XPM) to The Gap to sync your Clients and Client Contacts:

1. Navigate to the App Bar Menu > Org Settings.
   
2. Click on the Integrations tab from the main menu.
   
3. Click the Connect button on the XPM box.
   
4. You will then be prompted to set up Multi-Factor Authentication – this is a security requirement and must be done to sync client information, including client contacts, from XPM to The Gap.
   
5. You will then be redirected to the Xero login page - enter your details to complete the login and follow the instructions.
   
6. Click Allow Access to authorise the connection.
   
7. After authorising the connection, you will then be redirected back to The Gap’s Integrations page. The XPM tile should show a title of Connected and a success bar will appear at the bottom of the page confirming all clients have been imported from XPM.

Note

1. This is a one-way sync - XPM remains the source of truth. Client records can only be updated in XPM and will therefore be in 'view only' mode in The Gap
2. Automatic syncs occur twice daily
   
3. Once XPM is connected to The Gap, all other connected users in your organisation will receive a notification the next time they log in, prompting them to set up Multifactor Authentication
4. Once you have successfully imported your clients via XPM, the Add clients button under the Clients area will now say Update Xero Clients
   

User Set Up

Attention

Only team members with admin permissions can invite other team members to join your organisation's account.

1. Navigate to the App Bar Menu > Org Settings.
   
2. Click on the Team Members tab from the main menu.
1. To add a team member:
   
1. Click the Add team member button.
   
2. Enter your team members details in the prompted fields.
   
3. Once completed, click Send Invitation. This will immediately send an email to the team member inviting them to set up their account by verifying their email and creating a password.
2. To edit a team member:
   
1. Select your team member.
   
2. Edit the details required.
   
3. Once completed, click Save.
   
3. To deactivate a team member:
   
1. Click on the ellipses (...) in your chosen team member's row.
   
2. Click Deactivate.

Important Info

1. The User Role determines the user's access permissions. Only a Team Member with an Admin role can access the Org Settings
2. Team Members with Admin permissions can update any other team members' details except for their email - that can only be updated by the Team Member themself

Managing your profile

1. Navigate to the App Bar Menu in the top right hand corner.
   
2. Click on your User Profile. 
   
3. Here you can:
   
1. Update the email address linked to your personal account:
   
1. Click Change email address.
   
2. You will then be prompted to enter a verification code. Check your emails and enter the code. If you have not received it, click Resend Code.
   
3. Click Next.
   
4. Enter your new email address.
   
5. Verify your email address.
2. Edit your profile details and click Update Profile to save your changes.
   
3. Change your password and click Change Password to save your changes.
   
4. Review your Multi-Factor Authentication settings:
   
1. Set up MFA
   
1. Scan the QR code in your Authenticator App.
   
2. Enter the code from your Authenticator App into the prompted field.
   
3. Click Activate MFA.
2. Disable MFA
   
1. Click Disable MFA.

Attention

If your account is connected to Xero Practice Manager, you will not be able to disable MFA.

Manage notifications

1. Click on the Notifications icon located in the top right-hand corner.
   
2. Use the toggle to filter your notifications from all to unread, as preferred.
   
3. Scroll through the list of notifications and select your notification.
4. You’ll be notified when a client completes a document (e.g., pre-work) and can access the document from the notification. 
   

Notes

1. Notifications are displayed in chronological order from the top
   
2. Click Mark all as read to change all notification statuses to read