The Contact Information section contains general information about the client’s file.
Field Descriptions #
Primary #
Access Code – Unique client ID code *We highly suggest using your client’s social security number or a cell phone number for a tax prospect. The code cannot exceed ten characters (numeric or alpha). For example, if nine characters are entered, the field will display 1234-12-123.
NOTE: To change the display to the Canadian version (123-123-123), go to ADMIN > ATOM Core Configuration > Company & Tax Information > Access Code and Date Mask Formatting
Type – Drop-down menu that states whether the client is an Individual or a Business. (Business clients have different sections; See PAGE 4).
First Name – Displays the client’s First Name.
MI – Displays the client’s Middle Initial
Last Name – Displays the client’s Last Name.
Suffix – Field used to display the client’s suffix.
Nick Name – Field used to display the client’s Nick Name
Date of Birth – Primary Client’s Date of Birth. DoB format is mm/dd/yyyy.
NOTE: To change the display to the Canadian version (yyyy/mm/dd), go to ADMIN > Company & Tax Information > Access Code and Date Mask Formatting.
Primary ID Icon [Current Valid ID] – Interactive Icon appears when a Permanent Document labeled as ID – Taxpayer has been uploaded. The document can be either without an expiration date or with a current expiration date. When selected from the main page, it will download the copy for viewing.
Primary ID Icon [Expired ID] – Interactive Icon that appears when a Permanent Document, labeled as ID-Taxpayer, with an expired expiration date. When selected from the main page, it will download the available document for viewing. The ID icon will also appear when the upload type is set as a requirement document but is missing from the uploaded documents.
SET UP: The ID Upload Type will default as required when you purchase the software; you can adjust settings under ADMIN > ATOM Core Configuration > Upload Types. Upload types set as required have a built-in feature to work with the Self Check-In Screen. When a required document is not uploaded or current, the Client will receive a message to see a receptionist after checking in.
NOTE: The Interactive Icon functionality (link to download file with visual confirmation of current/expired) only works for the ID Upload type.
Age – Numerical Age will display calculated from the entered Date of Birth.
Date of Death – Date of Death for the primary contact when applicable. The field will highlight in yellow if a date is entered.
NOTE: If there is a spouse, who will continue as your client, then the primary contact name will not display on Check-In Screen after the 1st year of death. Also, a new client file will automatically be created if an individual client file was never made for the surviving spouse. This will list them as the Primary Contact and have the appropriate retention years carried forward. For example, if filing a 2023 return, and the Date of Death is 1/10/2024, then Primary Name will display on the Check-In Screen for TY 2023 and TY 2024 but removed from TY 2025 because, in that year, they will not file jointly.
Cell Phone# – Primary Contact’s cell phone number.
Day Phone# – Primary Contact’s day phone number.
Default – A checkbox that will cause messages and calls from the number to default to this client file. Useful if the client has multiple accounts with the same phone number.
Evening Phone# – Primary Contact’s evening phone number.
Fax# – Primary Contact’s fax number.
PIN – Data Entry PIN Field for the primary contact to be used when setting up electronic signatures in ATOM. The number must be five digits
Password – Data entry field for a temporary password to be used when your client logs into your client portal.
NOTE: When entered by staff, temporary passwords do not have to follow specific password parameters – we suggest using 1040 or 2022 to avoid errors. The system will prompt clients to change their password upon the first login.
Send Scrambled Password: Automatic Link that sends a temporary scrambled password to the email and/or text to the primary contact. The system will prompt the clients to change their password upon first login.
Email – Primary Contact’s Email address.
Gender – Primary Contact’s gender.
Spouse #
Social Security # – Unique Spouse ID code. We recommend using the spouse’s social security number or a cell number for a tax prospect. The code cannot exceed ten characters (numeric or alpha). For example, if nine characters are entered, the field will display 1234-12-123.
Divorced – Selection field box denotes that the two clients are now divorced. The field will highlight in yellow when selected.
NOTE: If the Primary person checks in using the ATOM Software Self Check-in kiosk, the Spouse’s name will no longer display on the Check-In screen. The Spouse’s name will not be added to the file for the new Account Year. If the Spouse checks in using the ATOM Software Self Check-in Kiosk, a new Client File will automatically be created listing the Spouse as the Primary Contact. The appropriate retention years will carry forward.
MFS – Selection field box to denote when the taxpayer and spouse are filing married filing separate. The field will highlight in yellow when selected.
NOTE 1: Office Event “Lobby” – the spouse’s name will be followed by “MFS” to identify that the Taxpayer is filing Married Filing Separate (i.e., Mary Jones (MFS))
NOTE 2: Self Check-In Screen – The primary or the spouse’s name will display on the Check-In screen but not both. The name that shows will depend on which SSN is entered.
First Name – Displays the spouse’s First Name.
MI – Displays the spouse’s Middle Initial.
Last Name – Displays the spouse’s Last Name.
Nick Name – Field used to display the spouse’s Nick Name
Date of Birth – Spouse’s Date of Birth. DoB format is mm/dd/yyyy.
Age – Numerical Age will display calculated from the entered Date of Birth.
Date of Death – Date of Death for the spouse contact when applicable. The field will highlight in yellow if a date is entered.
Cell Phone# – Spouse Contact’s cell phone number.
Day Phone# – Spouse Contact’s day phone number.
Evening Phone# – Spouse Contact’s evening phone number.
Fax # – Spouse Contact’s fax number.
PIN – Data Entry PIN Field for the spouse to use when setting up electronic signatures in ATOM.
Spouse Email – Spouse Contact’s email address.
Gender – Spouse Contact’s Gender.
File Settings #
Default all communication to – Pulldown selection field to designate a preferred ATOM User for automatic assignment across all ATOM Portals.
NOTE: All arriving communication from the client file will be assigned to the selected ATOM User
Requested Preparer – Pulldown selection field to designate a preferred User for the client file. Requested Users will default when scheduling appointments.
Category 1 and 2 – Pulldown selection fields to choose categories that will display in reports and event groups. *Client Categories can be created in: ADMIN > Category Types > Client Categories.
NOTE: Client Categories should NOT be deleted but inactivated to avoid software search errors.
Special Condition – Unique client appointment/file identifier (i.e., notes such as “Can’t climb stairs, home appointment,” etc.) When a message is entered, an Alert ICON will display on the Appointment, Search Results, and Office Events Home Page.
Archive – Selection field box to “hide” the client’s file in ATOM. To activate, check the box and you will no longer see or be able to search for the client’s file. To “find” the file again, go to Search > Advanced Search Filters > click the Archived box > Click Search.
Other Language – Selection field box to note that a second language is preferred instead of the primary language used. Client files will highlight in purple on the Office Events Home Page and Search Results. *IF customized in ADMIN settings, they will receive automatic notifications in the preferred language.
Blocked – Selection field box originated to notate “blocked or fired” clients. Client files will highlight in brown on the Office Events Home Page and Search Results. This can be used to fit any definition you choose in-house.
Disable Emails – Selection field box to disable emails (All ATOM Email Notifications) from going to this Client.
Disable SMS – Selection field box to disable texts (All ATOM Text Notifications) from going to this Client.
Stop Sending Mailers – Selection field box to disable the client’s information from populating in the “Mailers Reports.” These are geared towards creating Mail Lists and publications *See the Mailers section under the Report Tab.
Notification Overrides #
Email – List all emails you would like ATOM to send notifications to. This will overwrite the primary contact’s email. When adding more than one email, separate each email with a semicolon and space.
Cell Phone – List a cell number that will overwrite the primary contact’s number.
Disable Contact Auto-Data Update – Selection to notate that EF data will not overwrite currently saved Client Information with EF Data from Drake or Crosslink.
NOTE: This is automatically selected after the initial E-file data is pulled for each account year and updated with the contact information from your tax software. Once selected, the ATOM Contact Information can be updated in the ATOM file without fear that the static E-File data (at the time of filing) will override your updated information. *If changes are made to your tax software after a return has been accepted, new contact information will NOT flow into ATOM’s Contact Information section, even if you uncheck this option. The EF Data flow is static based on the file information at the time of acceptance.
Users with access to this file – Click on the “View” to open up the selection field box to restrict specific Users with access to the client file. *Only selected users and any user with Administrative Security rights will have access to view the client file.
Use Nickname for notifications – Default to using the client’s Nick Name for any automatic notification that would normally include the client’s name.
Primary Address #
Address – Client’s primary street address.
Print Address button – Mailing Label Hyperlink *ATOM will format a printable label with the client’s primary listed address.
City, State, Zip Code/Postal Code – Client’s City, State, and Zip Code/Postal Code.
NOTE: Modifications can be made under ADMIN > Core Configuration > States / Provinces / Territories.
Time Zone – Time Zone for client. Time Zone definitions can be created under ADMIN > Core Configuration > Time Zone.
Province, Country – Client’s Province and Country.
Secondary Contact #
First Name – Secondary Contact’s First Name.
Last Name – Secondary Contact’s Last Name.
Relationship – Relationship of contact to the client.
Gender – Secondary Contact’s gender.
Cell Phone – Secondary contact’s cell number.
Evening Phone# – Secondary contact’s evening (home) phone number.
Day Phone# – Secondary contact’s daytime (work) phone number.
Fax – Secondary contact’s fax number.
Email – Secondary contact’s email address.
Secondary Address #
Address – Client’s secondary address.
Print Address button – Mailing Label Hyperlink *ATOM will format a printable label with the client’s secondary listed address.
City, State, Zip Code/Postal Code – Client’s secondary City, State, and Zip Code/Postal Code.
Province, Country – Client’s secondary Province and Country.
Secondary Address Note – Secondary address notes or instructions.
Business Information #
A Business file in ATOM will have a few different fields. Business files are determined by the “Type” field.
EIN – Unique Client ID code *We highly suggest using your client’s EIN or a cell number for a tax prospect. The code cannot exceed ten characters (numeric or alpha). If nine characters are entered, the field will display as 12-3456789.
Type – Drop-down menu that states whether the client is an Individual or a Business.
Business Name – Company name associated with the account.
DBA – The company’s DBA name or number.
Website – Data entry field for the company’s website address. Once the entire URL is entered, the field name “Website” will become a hyperlink to directly open the website.
Primary Contact #
Name (first and last) – First and last name of the primary contact person of the business.
Title – The contact’s business title, used for reference.
Cellphone – Primary contact’s cell phone number *you must have a field entry here for Twilio/ATOM text messaging.
Phone (1) – Primary contact’s daytime (work) phone number.
Phone (2) – Primary contact’s evening (home) phone number.
Default – Selection field box to designate this client file as the default “Arrival Account” for all Twilio messages associated with this cell number.
Fax – Primary contact’s fax number.
PIN – Date entry PIN field for the primary contact to be used when setting up electronic signatures in ATOM.
NOTE: The IRS does not allow Form 8879 to be electronically signed for business returns. If you’d like to use the PIN signature for other non-governmental forms, you should ensure the principal firm accepts PIN signatures.
Password – Data entry field for a temporary password to be used when your client logs into your client portal.
NOTE: When entered by staff, temporary passwords do not have to follow specific password parameters – we suggest using 1040 or 2024 to avoid errors. The system will prompt clients to change their password upon first login.
Send Scrambled Password: Automatic Link that sends a temporary scrambled password to the email and/or text to the primary contact. The system will prompt the clients to change their password upon first login.
Email – Primary contact’s email address.
Gender – Primary contact’s gender.
Second, Third, and Fourth Contact #
The fields for the Second, Third, and Fourth Contact are all the same.
Name (First and Last) – First and last name of the contact person for the business file.
Title – The contact’s business title, used for reference.
Gender – The contact’s gender.
Cell Phone – Contact person’s cell number
Phone (1) – Contact person’s daytime (work) phone number
Phone (2) – Contact person’s evening (home) phone number
Fax – Contact person’s fax number
Email – Contact person’s email address
Buttons #
The top-right of the Client Information section has a few buttons that lead to other functions connected to Contact Information.
Actions #
Add Permanent Upload – This is a quick link that allows the User to upload a document into the Client’s Permanent Uploads section.
NOTE: Permanent Uploads are meant for copies of ID or any document that doesn’t pertain to a particular account year.
Delete – This button will delete the entire contact file. However, every document, event, transaction, etc must be deleted from EACH account year and each account year must be deleted in order to delete the entire contact file.
Print – Clicking this will create a client information sheet for this client and allows you the print it.
Schedule – This will take you to the Appointment Scheduler page and allow you to schedule an appointment for the client.
Links #
Appointments – This takes you to the client’s Appointments page which will display all the appointments the client has scheduled.
Call Log – A quick link that will take you to the client’s Call Log section.
NOTE: This option is only available for those who have signed up for ATOM’s VOIP service.
Client Portal Messages – This link will take you to the client’s portal message log.
Contact Summary – This link will display a summary of all the communication between you and the client.
E-mail Messages – A shortcut that will take you to the client’s E-mail log.
NOTE: This option is only available for those who have signed up for ATOM’s Sendgrid Email upgrade.
Permanent Documents – A shortcut to the client’s Permanent Document storage.
Prospect Messages – Clicking this will take you to the client’s Prospect Message log.
Referrals – This link will display Referral information pertaining to this client.
Twilio Messages – A shortcut to the client’s Twilio Text Message log.
NOTE: This option is only available for those who have signed up for Twilio Texting.
Save #
Clicking this button will save any changes you have made to the client’s Contact Information.