This does happen fairly commonly in accountancy practices – for example when an individual is a contact on a client company, say, a director, and yet is also a private client for their own personal tax return.
Imagine Joe Bloggs is a director of a company called Acme Ltd. You are doing corporate work for Acme Ltd, but are also engaged by Joe Bloggs to do his personal tax return.
However, Joe Bloggs may not wish other directors to see his tax return or learn about his private financial affairs.
In this case, it's necessary to set Joe Bloggs up twice – once as a client in his own right, once as a contact on Acme Ltd.
Creating a linked individual from the contact of a company
Clients and contacts can now be linked in Senta easily. The client and contact continue to exist as separate entities, but they are linked and their details will automatically update. So, if you changed their name, for example, on the client record, it would update on the contact record too.
To turn a contact into an individual client, find the contact under the contact tab on a client page. Click "Copy to individual".
You can also choose whether to activate this new individual client as a contact on their page.
You will then be taken to the new client page for the individual.
On the original client page for the company, there will now be a link to their individual page.
How can clients that are linked to multiple records use the Client portal?
You can set up your clients with the option to switch between their linked profiles (e.g. corporate or individual) on their Client portal. To do this, you will have to ensure that the email address for the client matches across all of their profiles. The email address will also have to be activated on each profile.
Please note that Senta will only send the welcome email and password set up email to your client the first time they are activated. If you then activate the same email address on other client records, they will simply appear as "activated".
When clients log into the client portal, they will see a dropdown menu asking them which portal they want to log in to.
Once they are logged in, at the top right of the screen there will also be a dropdown menu telling them which profile they are currently logged in as, where they can choose to switch to a different profile.
Linking an existing individual to a company
Linking individuals to companies is straightforward, all you need to do is find the relevant contact under the contacts tab for a client/individual. Click on 'Link to another contact'
You will then be given the option to select which contact to link to.
Once you have selected the contact to link, you can select whether to merge information between the contacts.
Any linked contacts will be displayed on the contact card in the company, and for the individual.
Unlinking clients and contacts
To unlink a contact and client, go to the company's client page, and click on the 'Contacts' tab. Find the contact you want to unlink, and click on the link symbol.
Click to confirm that you want to remove the link.
If a contact is linked to multiple companies and one of their companies closes down, you can prevent portal access to this company's records by deactivating this contact on the client record. The contact will still be able to access records for all of their other companies via the portal.