How to connect to Xero Practice Manager (XPM)

Introduction

This document is intended to provide instructions and details for the integration between Xero Practice Manager (XPM) and the Business Fitness Active Platform. The integration is an optional add-on that syncs client and user data from XPM to Business Fitness’s Active platform. This document includes prerequisites, setup instructions, details on data sync frequency and the fields that are synced, usage information, error logs, and FAQ.


Prerequisites

Before setting up the XPM and Business Fitness Active Platform integration, you will need to ensure that you meet the following prerequisites:

  • You must have an current XPM subscription.
  • You must have an current Business Fitness Active subscription.
  • You must have administrator access to both XPM and Business Fitness Active accounts.
  • To authorize the integration in XPM, ensure that the user account you want to use has the "Authorise 3rd Party Full Access" privilege enabled. To locate this privilege in Xero, navigate to Business → Settings → Staff and select the person you wish to edit. The option should be located towards the bottom of the page, as depicted below. 

  • In XPM, all staff must have the following fields completed:
  1. Name (Active will split this into first and last name)
  2. Email address
  • In XPM, all clients must have the following fields completed:
  1. Client Name (or first name, last name)
  2. Partner 
  • Please note that the mentioned partner(s) must also exist in the Active Platform, and their email addresses should match those in XPM. We suggest manually adding the partner to the Active Platform before configuring the sync.
  • If you are a single partner firm or a firm that does not allocate partners to clients in XPM, you now have the option to establish a "default partner" in Active Platform. This ensures that in cases where a client has not been assigned a specific partner in XPM, the synchronisation will proceed using the default partner. 
    • To set up a 'Default Partner' go to Admin Centre -> Office and select the Default Partner from the list -> Save and close


  • To avoid duplications, please ensure that any clients set up directly in the Active platform during the pilot/trial stage have the same client code in both Active and XPM. 


Supported Fields

The XPM and Business Fitness Active platform integration sync the following user and client fields.


For Users:


XPM Field Name

Business Fitness Field name

Mandatory or optional in Business Fitness  

Name

First Name, Last Name

Mandatory

Email

Email

Mandatory

 

After users have been added to the platform, it is necessary for your Active Platform administrator to include the following for users to access the Active Platform.

  1. Role
  2. Office
  3. Module


For Clients:


XPM Field Name

Business Fitness Field name

Mandatory or optional in Business Fitness

Name

Legal Name

Mandatory

Title

Individual Title

Optional

Email

Contact Details – Email

Optional

Phone 

Contact Details – Telephone

Optional

Fax

Contact Details – Fax

Optional

Client Code

Code

Mandatory

Partner

Partner

Mandatory

Job Manager

Manager

Optional

Address 1

Residential Address line 1

Optional

Address 2

Residential Address line 2

Optional

Address 3

Residential Address line 3

Optional

City

Residential Address Suburb

Optional

Region

Residential Address State

Optional

Postal Address 1

Postal Address line 1

Optional

Postal Address 2

Postal Address line 2

Optional

Postal Address 3

Postal Address line 3

Optional

Postal City

Postal Address Suburb

Optional

Postal Region

Postal Address State

Optional

Postal Post Code

Postal Address Post Code

Optional

Group

Client Group

Optional

Business Number

ABN

Optional

Business Structure

Entity Type

Mandatory

First name

Individual First Name

Mandatory

Last name

Individual Last Name

Mandatory

Contact Salutation

Individual Salutation

Optional

 

Setup

To set up the XPM and Business Fitness Active Platform integration, you will need to follow these steps:


1. Log in to Business Fitness Active and navigate to the ‘Admin Centre’ by clicking on your username.

 

  1. In the Admin Centre, under the Firm, select Integrations.

 

3. In the ‘Inte’ menu, select the Sync option that has been set up by the Business Fitness team (if no option is present, speak to your Account Manager) 

 

 

4. Update the Sync name if applicable and click the Next step.

5. Click the Connect to Xero Practice Manager button and enter XPM credentials. The user credential used for this process must need XPM Administration privileges.


Graphical user interface, text, application

Description automatically generated


 

6. Click ‘Allow Access”

Graphical user interface, text, application, email

Description automatically generated 

Once the connection is successful, you will be redirected to the ‘Set up XPM Connection’ page.


 

** If the Xero Practice Manager Tenant value is empty, please click on the drop-down menu and select the connection available there.

 

7. Select the Default Office Code from the dropdown. You can also set the 'Default Office Partner' here.



8. Under the Notification Settings section, enable the 'Allow Email Notifications' and select a user from the dropdown menu. If the synchronisation between XPM and Active is disrupted, we will send email notifications to the selected user with a maximum of one notification per 24-hour period. 

 




Hit Submit and you are all set! The sync will happen automatically. You can go to the ‘Clients’ screen and check if the clients are syncing from XPM.


Frequency

The XPM and Business Fitness Active platform integration sync data automatically every hour.


Error logs

The XPM and Business Fitness Active platform integration generates error logs in case of any issues during the data sync process. You can access the error logs by going to ‘Sync Monitoring’ (Admin Centre -> Firm -> Sync Monitoring) in Business Fitness Active and clicking on the "XPM" tab. The error logs provide details on the errors encountered during the sync process and suggestions for resolving the errors.

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Description automatically generated


FAQ

Q: How often does the XPM and Business Fitness Active Platform integration sync data?

 

A: The integration sync user and client data from XPM to the Active Platform every hour.

 

Q: What happens if there are errors during the data sync process?

 

A: The XPM and Business Fitness Active platform integration generate error logs that provide details on the errors encountered during the sync process and suggestions for resolving the errors.

 

Q: Can I choose which fields to sync?

A: No, it is a standard integration that sync predefined fields listed in the Supported Fields section of this document.

 

Q: What should I do if I encounter issues with the XPM and Business Fitness Active Platform integration?

 

A: If you encounter any issues with the integration, you can contact Business Fitness Active support for assistance.

 

 

Note: Please note that the XPM and Business Fitness Active Platform integration is an optional add-on and requires a subscription. Please contact your account manager if you have any questions

 

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