Switching XBert Capture on for a client is what lets them use the app. Until you do, they can't sign in, send you a receipt or message you from it. You can switch clients on one at a time, or many at once with Bulk Actions.
⚠️ This is a different switch from Receipt Capture
They're on two separate screens and neither one turns the other on. XBert Capture gives your client the app. If they'll send receipts from it, they need Receipt Capture on too, so the receipts get read.
👉 Read more here: How To: Turn On Receipt Capture for Your Clients
Before you start
You'll need admin access. Everything on this screen is admin only.
If you don't see XBert Capture under Settings, contact our support team.
The client has to be connected to their accounting software, and their first sync needs to have finished.
If your client will send receipts from the app, switch on Receipt Capture for them too, and set up their payment methods.
Without Receipt Capture, the app hides the + button and the Documents tab, so they can chat with you but can't send receipts. Once it's on, they have to pick a payment method before they can send a receipt, so an empty list leaves them stuck.
👉 Read more here: How To: Turn On Receipt Capture for Your Clients
👉 Read more here: How To: Configure Payment Methods for Receipt Capture
Turn XBert Capture on for one client
In the left-hand menu, click Settings.
Under XBert Capture, click Settings.
Your clients are listed, with columns for Access, User Permissions and Users.
Find the client and set Access to On.
That's it. There's no save button, and no confirmation. You can invite people to the app as soon as it's on.
Turn XBert Capture on for many clients at once
Bulk Actions changes a setting for as many clients as you like in one go. Nothing is saved until you've checked a summary of exactly what will change, and which clients will be skipped and why.
Step 1: Narrow the list
Bulk Actions starts with the clients the list is showing, so filter it first.
Go to Settings, then under XBert Capture click Settings.
Use the advanced filters at the top:
Search finds clients by name
Client Groups picks a group
Filters has XBert Capture On / Off, Receipt Capture On / Off, and Ledger Connected / No Ledger Connected
For example, choose Receipt Capture On and XBert Capture Off to list every client who's set up for receipts but can't use the app yet.
Step 2: Choose the clients
At the top right, click the Actions icon. Hover over it and you'll see Bulk Actions.
Every client the list was showing is ticked. Untick any you want to leave out.
Use Search clients... to find a client quickly.
The tick box at the top selects or clears every client shown.
The Receipt Capture, XBert Capture and Ledger columns show where each client is up to.
Click CONTINUE. The button shows how many clients you've picked.
Step 3: Choose the change
Click the change you want to make:
Option | What it does |
Switch XBert Capture on or off | Turns Access on or off for every client you picked |
Set User Permissions | Chooses who in your team can use XBert Capture chat for those clients: Admins Only, All Users or Specific Roles. Only for clients with XBert Capture already on. |
Clicking an option takes you straight to the last step. To pick a different one, click BACK.
Step 4: Check and apply
At the top, choose the setting. On and All Users are already picked for you, so check it's the one you want. For Specific Roles, click each role that should be able to chat.
Check the summary. It shows:
how many clients will change
how many are already set, so nothing needs to happen for them
how many are skipped, and why. Click Show next to a reason to see those clients.
Click APPLY TO [number] CLIENTS. A progress bar shows each client being updated. Once it starts, it can't be cancelled.
When it's finished, you'll see how many clients changed. Click CLOSE and the list shows the new settings.
💡 Switching on, then setting permissions
Set User Permissions skips any client whose XBert Capture is still off. If you're setting up new clients, run Switch XBert Capture on or off first, then run Set User Permissions.
💡 You can still change clients one by one
The toggles on each row work just as before. For example, you can switch everyone on, then switch a few back off.
If Access is greyed out
Why | What to do |
The client isn't connected to accounting software. Hover over the toggle and you'll see XBert Capture not available for non-connected clients. | Connect that client first. 👉 Read more here: How To: Add Client Files |
They've only just been connected and are still syncing. | Wait for the sync to finish. The toggle becomes available on its own. |
The client is locked. | Click the row and you'll be taken to the Client Plans page to unlock them. |
You're not an admin, or you don't have access to that client. | Ask an admin in your firm to switch it on. |
If Bulk Actions skipped some clients
Bulk Actions only changes a client you could change with that client's own toggle. Anyone else is skipped, with one of these reasons:
Reason | What to do |
No accounting ledger connected | Connect that client's accounting file first. 👉 Read more here: How To: Add Client Files |
Still completing its first sync | Wait for the sync to finish, then run Bulk Actions again. |
Client is locked | Unlock the client on the Client Plans page. |
You do not have access to this client | Ask an admin with access to that client. |
XBert Capture is off | Only for Set User Permissions. Switch XBert Capture on for that client first. |
If a change doesn't save
When Bulk Actions finishes, any client that couldn't be updated is listed with the reason. The rest are still updated. Click RETRY FAILED to try just those clients again.
Choose who in your team can chat with them
The User Permissions column controls who in your firm can use XBert Capture chat for that client. It appears once Access is on, and shows a dash until then. To set it for many clients at once, use Bulk Actions and choose Set User Permissions.
Option | Who can chat |
Admins Only | Only your admin users. |
All Users | Anyone in your firm who has access to that client. |
Specific Roles | Only the roles you pick. Choosing this adds a role picker next to it, showing how many you've selected. |
💡 This is about your team, not your client
It decides who on your side can see and answer that client's messages. It has nothing to do with your client's own sign-in.
See who's using the app
The Users column shows how many people at that client have been invited.
Click the count to see them listed by name and email, each with where they're up to:
Active: they've signed in and are using the app
Pending: they've been invited but haven't signed in yet
Expired: their invitation has run out and needs sending again
If nobody has been invited yet, you'll see No XBert Capture users found for this client.
What's next
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io