Clients On-boarding Process

Owned by Renaldo Figueiredo (Unlicensed)
Last updated: Jan 24, 2019 by Debby Gibson
4 min read

These instructions can be used for integrations with either Xero Practice Manager, or WorkflowMax.
Client communication via Nimbus centres around people or contacts rather than entities. Therefore, establishing a highly reliable database of contact information is vital for your practice to receive the most from Nimbus.


As expected, Xero Practice Management (XPM) Clients are designed to have multiple Contacts. Conversely, Contacts can be assigned to multiple Clients or entities. This flexibility can however sometime result in identical Contact records being presented slightly differently resulting in duplicate records. For example, Thomas Smith may also be added as Tom Smith or Thomas James Smith will in fact be 3 different Contact records.
Rather than synchronising all your XPM Contact records into Nimbus, this document will explain how to review Contacts first and undertake any maintenance so that only the required XPM Contacts are integrated with Nimbus efficiently.




Summary of steps

Detailed steps are outlined further in the article. The following is a checklist for users once they are familiar with the process.

  1. Review synchronised Contact records from within Nimbus

    • Go to the Contacts grid.

    • Sort both by Surname and Email address to look for any mistyped Contact records.

      You can also apply the filter to reduce your search.

    • The fields of First Name, Surname and Email address MUST EXACTLY match to remove any duplicates.

  2. In XPM, edit any Contact records to ensure the data across each field matches. Ensure that you also update the Client record to save the Contact record changes

  3. If appropriate, setup the option in Nimbus so that Folders Access permissions are enabled for each Contact.

  4. Send the standard Welcome Email to your client contact to start to use the Nimbus secure portal.


Reviewing Contact records – are there any duplicates?


  1. Open the Contacts grid in Nimbus.

  2. In the Contacts grid, sort by Surname and/or Email address to identify records that are duplicated.
    Example where the First Name has been added differently.



  3. You could also use the Filter to search for a name or email.



  4. Go into XPM to make the required changes to ensure the data across each field matches.

Setting the Folder Access permissions check box

Where a Contact is set as the Primary Contact in XPM, or where a Contact is given the Position of "Nimbus", Folder Access permissions will be assigned in Nimbus automatically. Other Contacts will need to be assigned individually.


  1. Go to the Contacts grid in Nimbus. Note: you can also access Contacts via the Client record in the same way if you prefer.
  2. Locate the Contact by using the sort or filter options.
  3. Once you've located the Contact, select the arrow on the far left to open the record.



  4. The grid will drop down revealing more details of the entity relationships. This shows the entities that will be visible when the client logs into their portal 
  5. To add folder access, select the arrow to edit this record. The following screen will open for you to tick the options relevant for this Contact.
  6. Select Update to save your changes. Repeat for other entities if required.


Sending the Welcome email


The Welcome Email (either sent manually, or automatically) allows a Contact to set their Nimbus login and password detail to then be able to Login to their Secure Nimbus Portal.


  1. To send these manually, click the icon against the Contact. You can do the same using the Client grid by selecting the same icon. If you use the Client grid, Nimbus will send the Welcome Email to the Primary Contact listed against that Client.

  2. Once selected, you will be asked to confirm that you are ready to send the email.

  3. Once you select Yes, you will receive a confirmation advising that the email has been sent.



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