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Practice Manager | Clients - Ability to re-use Contacts

Ability to have one contact record link to multiple client records like a true CRM system would.

Example: bookkeeper for a client is stored as a contact and may act for many other clients. Currently relationships only exist between 'clients'.

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Sam King shared this idea  ·   ·  Report…  ·  Admin →
delivered  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi everyone, we're excited to let you know that you can now add a contact to more than one clientđŸ™‚ -

See our instructions on how to reuse contacts in Xero Practice Manager, on Xero Central. 

One point to note is that currently, we don't recommend editing or deleting an XPM contact shared between multiple clients using an external app.

This is our first step towards empowering you to have a more efficient contact list management and maintenance. We’ll continue to enhance the contacts functionality in XPM and later this year(2023) we plan to release an update to help tidy up your contacts in bulk. 

Show previous admin responses (4)
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  • Olly Evans commented  ·   ·  Report

    If you do truly allow Contacts to link to multiple Clients, then you also need to allow multiple email addresses etc. Consider the director with 3 separate businesses, they all have a different email address, and there could be a personal one too.

    Also, Clients who are a person, there is nowhere to store Salutation or Addressee at the Client level, so we have to maintain duplicated Contact data for each person Client to store this (or as Xero recommend put it in Custom Fields, but this is not very good for integration with other systems like FYI).

    A complete mess really, sorry to say that, and the solution needs to be spot on.

  • Franca James (GT Admin) commented  ·   ·  Report

    It is very cumbersome to keep contact details up-to-date and correct, when they exist multiple times in the database. We have one example of a client group with 100 entities, and the contact for these entities has changed their mobile phone number.

    To have one contact record that can be linked to multiple clients is a key basic function of any good CRM.

  • Daniel Harcombe commented  ·   ·  Report

    Contacts & Clients to be linked to prevent doubling up

    Would provide easy 1 source of information that is easily updated, prevent needing to update in multiple locations & risk a variety of conflicting information

  • Jason Beare commented  ·   ·  Report

    This is a massive one. Surely, for starters, there would be a way to have contacts created directly from Client database entries so that the contact and database entry are linked. Updating the database entry contact details would then automatically filter through to any entities to which that contact is attached. The Contacts screen itself could also have single contact entries that could be connected to multiple entities in the database rather than treating each identical contact as a separate and distinct entry attached to one entity at a time.

  • AdminJonathan Harper (Admin, Xero) commented  ·   ·  Report

    Hi everyone, thank you for all your feedback on survey.

    Just want to update that we'll be closing the survey tomorrow at 5pm (NZT). Please get your feedback in before then if you haven't already.

  • Rachel Sargeant commented  ·   ·  Report

    @JonathanHarper - Same here would love to do the survey however I don't want to create a google account just for this.

  • Victoria Moroney commented  ·   ·  Report

    This is becoming more and more of a pain point in our organisation. We have integrated PM with a CRM to manage some of our client contact and it is an absolute nightmare with some situations meaning we have multiples of one person turning up in our CRM - rendering it pretty useless.
    It would be great if one contact can then have multiple email addresses as some of our clients have different email addresses per entity however they still need to be recognised as one person.

  • Kaye Francis commented  ·   ·  Report

    This is really important as we waste so much time reloading the same information when loading a group, also a high risk incorrect information gets put into one of them because of data entry.

  • Meagan Wallace commented  ·   ·  Report

    100% This needs to be done. We are new to XPM and it is making my workload over double. I really feel this and linking of address details would be very beneficial.

  • Megan Harrbridge commented  ·   ·  Report

    This REALLY needs to be done - it's super inaccurate having multiple contacts for one person/entity, requiring updating across multiple places. As said below, if you miss updating one, then it's hard to determine which is the most accurate.

  • Shannon Patterson commented  ·   ·  Report

    Agree! have a relationship type called "Contact" so you don't have to have the same thing replicated everywhere!

  • Damien Bailey commented  ·   ·  Report

    This would make updating contacts that are on multiple clients so much easier and more accurate. Currently if you miss updating the contact on one client it can be impossible to know which contact on which client has the most up to date details.

  • Michelle Geldenhuys commented  ·   ·  Report

    Please consider this urgently. this will help remove errors caused by inconsistent contact details and save on a lot of time to correct these

  • Adam Sellars commented  ·   ·  Report

    For a business that is all about a "single source of truth", it's incredible that this hasn't been addressed as yet.