Skip to content
English
Go to clouddepot.com
  • There are no suggestions because the search field is empty.

RPS Automations - Autotask Onboarding

This article explains how Autotask can be used to onboard and setup customers.


Recurring Payments > Configuration > Configure Automations

Background

The Autotask Onboarding module in RPS uses a UDF on the Autotask company record to control and display the current status of each onboarding action.

To setup

From the dropdown menu, select Autotask – Onboarding RPS.

When you run the setup for the first time, RPS checks whether the UDF already exists in Autotask.

If the UDF is not detected, you will be prompted to create it automatically in Autotask. You must complete this step before you can continue.

 

Once the UDF has been created, the Autotask Onboarding Automation window will appear, allowing you to open the UDF in Autotask (via link) and toggle the summary report on or off. 

Tip: The default name for the UDF is RPS Status, but you can rename it after it has been set up in Autotask. 

Note: By default Autotask will not display the UDF you need to configure it to be visible under Account (Company) Categories

Understanding the UDF items and how they operate

Tip: The Display Values can be edited but the stored values must be kept

The UDF is structured into actions and statuses, allowing you to both trigger onboarding workflows and track their progress at a glance.

Actions are prefixed with square brackets, for example: 
[Action] Send Customer Onboarding

Statuses are prefixed with a `>`, for example: 
> Auto Pay Active

Status values are updated automatically by RPS and do not need to be changed manually.

The table below describes the meaning of each UDF value, so you can see at a glance which onboarding actions are available and what stage each customer is currently in.

[Action] Send Customer Onboarding  Automatically sends an onboarding email to the customer requesting that they set up payments. If the customer is new and Xero is configured, the customer will be created in Xero first, so you do not need to enable the separate “Setup in Xero Only” action before using this option. 
[Action] Setup in Xero Only Creates the customer in Xero if they do not already exist.
 > Auto Pay Active  (Read only) Indicates that Auto Payments is configured and active for this customer.
 > Onboarding Pending  (Read only) Indicates that the automation is currently processing the onboarding action request above.
 > Onboarding Sent  (Read only) Indicates that the automation has sent the customer an onboarding welcome email and is waiting for the customer to set up a payment method.
 > Payment Method Linked  (Read only) Indicates that a payment method is on file, but Auto Payments is not enabled.
 > Xero Pending  (Read only) Indicates that Xero setup is currently pending for this customer.
 > Xero Setup Complete  (Read only) Indicates that Xero has been successfully set up for this customer.