Add a new client to your Practice Dashboard

Before you start

We'd recommend having the following details to hand about your client before adding them to your dashboard:

• Bank account number and sort code
• Accounting dates
• Company registration number (if applicable)
• VAT registration details (if applicable)

Adding a new client

Begin by logging in to your Practice Dashboard. From the Clients’ area, select 'Add client' in the top-right corner and choose 'Create new licence' from the drop-down menu.

Client details

Now you're ready to enter the following details for the client.

Business name and subdomain

Enter the client's business name and the subdomain you'd like them to use as the URL (​​the web address) for their account. A subdomain should be all lowercase and contain only numbers or letters.

The ‘Generate from business name’ button will automatically create a subdomain for your client’s account, using the text you entered in the ‘Business name’ field.

Client type

Next, choose the client type for this client. Please note that once the client type is set, it can't be changed later. For example, if a client incorporates their business, they will need a new FreeAgent account. 

Client status

Next, choose the client’s status: ‘Active Licence’ or ‘Inactive Licence’.

A client with an active licence will have access to their FreeAgent account and will be able to upload bank transactions. Clients who have an inactive licence won’t have any access to FreeAgent.

Please note that a client can only be active once. If you change their status from ‘Active’ to ‘Closed’, it cannot be changed back to ‘Active’ again. Find out more about client account statuses.

Free licences for your NatWest, Royal Bank of Scotland, Ulster Bank and Mettle clients

If your client has either a business banking current account with NatWest, Royal Bank of Scotland, Ulster Bank or a Mettle bank account, you can add their FreeAgent account to your Practice Dashboard for free.

Clients can have one free FreeAgent account for each NatWest, Royal Bank of Scotland, Ulster Bank or Mettle account that they hold, as long as they meet the eligibility criteria detailed here (otherwise FreeAgent fees will apply). Optional add-ons may be chargeable from each account.

To do this, tick the 'Does your client have an eligible account?’ checkbox in the ‘Get a Free Licence’ section, select the relevant bank and enter the account number and sort code for your client’s business banking current account.

NatWest/Royal Bank of Scotland/Ulster Bank/Mettle clients can be managed as you would any other FreeAgent client account. However, there are some slight differences in the FreeAgent interface. For example, the footer for the client account will include the bank's branding.

Bulk payroll

If you file payroll for your clients in bulk and don’t wish to include the new client in your payroll run, select ‘Yes’ to ‘Exclude from Bulk Payroll’. Otherwise, select ‘No’ to include the client in your next payroll run.

Account owner details

Next, enter the client's name and email address. This will be the email address they use to log in to their FreeAgent account.

Owner permissions

Choose the client's user access level by sliding the pointer along the 'Owner permissions' slider. The user access level that you set will determine the permissions for the client. Bullet points below each level of the ‘Owner Permissions’ slider explain what a user can and can’t see and do at each level.

If you’re adding a new client with a free licence, they’ll need at least level 6 (Banking) user permissions in FreeAgent to allow them to update their bank feed every 90 days via the NatWest, Royal Bank of Scotland, Ulster Bank or Mettle app. They’ll need at least level 7 access to see the Tax Timeline in FreeAgent (and in the Mettle app, if they’re a Mettle user).

Assigning an account manager for the client

If you want one of your colleagues to be this client's account manager, use the drop-down menu in the ‘Account manager’ section at the bottom of the page. Please note that you need to be an Admin for your practice in FreeAgent to assign an account manager to a client.

Add client to group(s)

If you’d like to add this client to an account manager and client group that you’ve created, tick the ‘Add client to group(s)’ check box and tick the check box for each group you want to add them to.

Completing the process

Select ‘Save & continue to client setup’ to finish setting up the client’s account once you're happy with all of the client details sections. 

Alternatively, to save the client’s details without continuing with the client setup process, select ‘Save & return to dashboard’. When you’re ready to complete the setup process, switch to their account.

Select 'Mark as Active' in the pop-up window to complete the process.

Sending the client an invite to set their password

Once you've set up the client's account, return to your Practice Dashboard and select 'Invite client' in the 'Owner access' column.

Alternatively, click on the client's name to access their client profile and select 'Send client an invitation' in the blue banner.

Enter a personalised message if you wish and select 'Send Invitation'.

Once the client clicks on the link within the email invitation, they will be taken to the subdomain that you set up for them and prompted to choose a new password.

Once they've chosen a new password, they'll be invited to log in to their FreeAgent account.