Glossary

Term

Definition
Account Manager User assigned as the main contact or responsible person for a client.
Archived Client A client removed from active client, task and dashboard views but retained in the system and available to restore later.
Checklist A set of sub-tasks attached to a main task, allowing users to tick off items as completed.
Client A person or organisation to whom the Customer provides services. The record is set up as an Organisation or Individual with the relationship type Client.
Column Chooser Tool to customise list views by showing or hiding fields.
Companies House Sync Daily automatic sync that updates company data from Companies House (can be triggered manually at any time).
Custom Field User-defined field on Organisations, Individuals, or Tasks; configurable data type and staff visibility on/off.
Customer The accounting or bookkeeping firm that subscribes to PracticeFlow.
Dashboard Visual overview of all task statuses by service, colour-coded by status.
Email Template Predefined email draft that auto-fills with client data using merge fields in curly braces.
Import Template CSV file used to bulk import Organisation or Individual data into PracticeFlow.
Lightning Icon Indicates that a field is required to trigger a Smart Task.
Merge Field A placeholder (e.g. {Organisation.Name}) that automatically inserts data from a client record or task into an email or form template.
Planning Section Area within a task or task templates where Start, Complete, and Deadline rules are defined.
One-off Task A task created manually for a single piece of work, with no recurring schedule or Smart Task automation.
Records Required Toggle Task setting indicating that records are required. When enabled, the folder icon can be used to record that the records have been received.
Recurring Task A task that repeats at a regular interval, manually configured for a specific client.
Reset View Button that clears filters and restores default layout in any tab.
Search Bar Magnifying glass icon used to search for clients or tasks by keyword.
Service A category of work performed for a client (e.g. VAT, Payroll, AML).
Service Manager User responsible for a specific service (e.g. all VAT tasks) across clients.
Smart Task Automatically generated task based on a template and triggered by specific client data and dates.
Tasks Tab Workspace to search, filter, and manage tasks across all clients and services.
Update on Completion Rule that updates client fields (e.g. VAT quarter) when the task is marked complete.
User A person who has access to the Customer’s PracticeFlow account, with an Owner, Administrator or Staff role.