Video summary

Onboarding training session 2: Import clients and set up CRM – Client Import Process

Main summary

Key takeaways

Technology

Tech/Product Concepts Covered

  • TaxDome CRM client import workflow (Client Import Process)
  • CSV-based import using a guided multi-step mapping UI
  • Two-phase mapping model:
    1. Stage 1/2: Import account information (account name/type, tags, account custom fields, etc.)
    2. Stage 4: Import contact information (first/last name, email, phone, DOB, addresses, etc.)

Import Navigation + UI Steps

  1. Go to the Account section → click Import
  2. Use the import panel options:
    • Drag-and-drop
    • Browse
  3. The UI shows the step order at the top:
    • Upload
    • Map account information
    • Settings
    • Map contact information
  4. Download a CSV sample template to ensure correct column naming.

Mapping Rules / Column Naming

  • TaxDome auto-detects CSV columns using their headers.
  • Import accuracy depends heavily on exact column names matching what TaxDome recognizes.
    • Examples referenced:
      • account name, name, first name, etc.
      • company state and province (combined formatting; mismatches trigger warnings like !)
      • Common mismatch: zip code vs /postal code
  • If mapping looks incorrect (e.g., a field is treated as a phone number), the presenter recommends:
    • Use the dropdown to select the correct column
    • Use sync field to map or correct headers

Custom Field Creation During Import

  • If a CSV column doesn’t exist in TaxDome, you can:
    • Click Sync field
    • Create a new custom field from within the importer
  • Examples of fields created during import:
    • Client ID number (text or number depending on format)
    • EIN (text to preserve dashes)
    • Date of birth (date type created when missing)
  • Important note: map account fields and contact fields separately
    • Example: client ID / EIN belong to the account, not the contact—unless you explicitly want otherwise.

Account Import “Settings” Toggles

Before importing, the guide covers settings including:

  • Login enabled
    • Important for allowing client login via email
  • Notifications
    • Ensures clients receive notifications about messages/actions
  • Email sync
    • Syncs the client’s email with the system email they use
  • Invites
    • Presenter explicitly says do not send invites now (toggle should not be checked)
    • Mentioned scenario: invites might be “pretended” as sent now, with actual invite sending deferred later

Additional configuration:

  • Add tags
    • Adds tags on top of existing mapped tags
    • Includes an option to create tag if it doesn’t exist
  • Team member visibility
    • Limits who can see/open the imported accounts

Folder Structure / Templates

  • Choose a template that includes a folder structure
    • Example template: default tax years
      • Includes tax years like 2022/2023/2024
  • Imported clients automatically receive the selected folder structure.

Contacts Mapping (Stage 4)

  • Presenter instruction: do not remap account name in the contact stage
    • Account name was already handled earlier
  • Map contact fields such as:
    • first name, email, phone, address, DOB, etc.
  • If a contact field isn’t mapped:
    • Use sync field or create
    • Example given: create/sync DOB

Post-Import Verification + Error Handling

  • After starting import, wait for completion and don’t close the window.
  • The results show:
    • accounts created
    • rows skipped (typically due to errors)
    • a downloadable error sheet listing problematic rows
  • Common error example:
    • Invalid emails caused by whitespace (e.g., client space@gmail.com)
  • Fix approach:
    • correct the CSV
    • re-upload
    • repeat until rows import successfully

Reviewing an Imported Account

  • Go to Account list → click an imported account
  • The account page includes:
    • info/overview, tabs, and preview panes
    • account details on the left (tags, team member, custom fields)
    • contacts on the right (e.g., husband/wife)
  • Demonstrated behaviors:
    • edit account tags/custom fields
    • update custom fields later
    • custom fields only display when they are populated (otherwise hidden)

Handling “Spouse” / Multiple Contacts with Multiple Imports

A major scenario in the tutorial:

  • Some CSV exports initially include only one main tax person, but also include a spouse section/columns.
  • Recommended solution: perform multiple imports into the same account.

Two-pass import approach

  1. First import
    • Create the account
    • Import the primary contact (husband/main person)
  2. Second import (spouse)
    • Import spouse contact into the same existing account
    • For the spouse import:
      • select account name
      • set account type = individual
    • Ignore account details in the second pass
      • Map only contact info/tags

Duplication behavior notes

  • TaxDome should avoid account duplication.
  • Contacts may duplicate if imported twice with mismatched values.
  • Presenter notes that if contact duplication occurs, it is “easy to manage” (details promised later).
  • The spouse contact will appear after the second import.

Main speakers/sources (as stated in the subtitles)

  • The presenter/instructor (single primary voice)
  • TaxDome (platform UI/system referenced throughout)

Original video