Link Intro Training for Administrators

Every capacity figure, every workflow status and every suggested allocation in Link traces back to a handful of settings that one or two people in a firm maintain. Get them wrong and the charts mislead everyone downstream. This 10-minute training is for the person who owns Link’s configuration in a firm using Xero Partner Hub.

Video Overview

Practice settings: job titles, teams and offices (0:20)
Teams, job titles and offices are the structures every workflow view and capacity chart filters by. A workflow meeting can only be run for a team if the teams exist.

Non-schedulable tasks (0:40)
Some work genuinely has no assignee, estimate or due date. General queries, ad hoc advice and admin can be flagged as non-schedulable so they stay out of the scheduling views, which keeps capacity reflecting time-bound work rather than everything a firm does.

Team members, contracted hours and assignability (2:20)
Each team member carries hours per week and a target capacity percentage, and can be marked assignable or not. Marking the people who do not take allocated work as non-assignable stops them distorting the practice capacity figure.

Inviting team members and setting permissions (3:40)
Users are invited as a Team Member, Manager or Super User, with separate toggles for workflow permissions, capacity permissions, allocation and client and job access. This is where a firm decides who can see the whole practice and who sees only their own work.

Custom task states (4:20)
State templates can be built against a specific task name and label, so Annual Accounts gets a different set of states from a BAS return. Each state has a type and a colour, and the templates are what make a status in Link mean the same thing to everybody.

Syncing with Xero Partner Hub (6:20)
The Integration screen shows the connected XPH tenant and runs the sync that pulls new jobs and tasks into Link. New work does not appear until a sync has run.

The Export Queue (7:20)
Changes made in Link are published back to Xero Partner Hub through a queue. The queue is where you look when an allocation or a time entry has not appeared on the XPH side yet.

A firm’s capacity charts are only ever as accurate as its team list and its settings. Keeping these current is a ten-minute job that decides whether anyone trusts the numbers.