I saw in the recent TaxCycle Newsletter a tip to clean up TaxFolder. Thanks for the tip, but I need a bit more guidance. The link to Manage TaxFolder client list does not mention deleting clients @sarka
I think I am doing it by going into Client settings and selecting “Delete Client”, but they are still showing in the client list and the total number of clients does not change.
Can you provide clear instructions on how to go about Deleting a client from the list.
Can you also tell me how I can easily determine the number of clients that is used for the license threshold.
That is correct. All active and deleted clients will show in your list if you do not have your list filtered for active clients only.
The filter to hide or show deleted clients is at the top of the Client List tab. When you hide deleted, the client count at the bottom of the page will update to show your active clients (# of clients filtered out of total clients).
When all clients are showing, if there is a “Restore” button next to the client then they have been marked as deleted prior to 2026 and will not be counted towards your license on January 1, 2026 (for the 2025 tax year).
To delete a client select Delete in the client menu on the Client List tab:
This will prompt you to confirm. At that point you can either cancel or continue to delete the client which will mark the client as deleted and record the date they were deleted.
You can restore a client at any time (if they come back in a subsequent year) which will once again count them as an active client in the year they are restored. On restore, access to all related history, including all documents and files) for both you and your client will also be restored.
I have noticed duplicate clients where the email address changed. I know I did not got into TaxFolder to edit the client when there was an email change, i just changed it in TaxCycle and sent it off of e-signature. Based on what I am seeing now, we should be going into TaxFolder to edit the client to the new email address as well as change it in TaxCycle. Am I correct?
Another Question - if the client was deleted, and they come back, but I don’t restore the client in TaxFolder, will a duplicate client be created or will we get a prompt of some sort?
Also, based on what I am seeing with duplicates, it would be nice to merge clients.
TaxCycle looks for a client with the same email in TaxFolder. If it does not find one, then it will create a new client. So, yes, you would need to first update the client email in TaxFolder and then send your print request to ensure it gets attached to the intended existing client in TaxFolder. See: Updating Client Email and Phone Number in TaxFolder - TaxCycle for a more detailed explanation.
If you print to a deleted client, TaxCycle will alert you in the left sidebar that the client has been deleted. You would then need to restore them in TaxFolder. TaxFolder will not create a duplicate client if the email is already attached to a client (active or deleted).
So, there is no way to actually delete them forever instead of effectively archiving them? I have quite a few that were never used; false starts (i.e. the clients never used it after set up), us learning it ourselves way back when (testing accounts), etc.
We need a “purge deleted” option that permanently deletes any data, and removes the item from the client list (active and deleted).
If you’re concerned about calls asking “[whining voice] how do I recover a deleted account?”, make this option available only 30 or 60 days after an account has been archived, and large print warning about no recovery being possible.
This could even be added to a new menu item under ‘Account Settings’…Organization, Preparer, Team, Accounts, etc. I’ve always thought this would be a good place for some of the other suggestions for TF that I’ve seen, like family groups, merging accounts, etc.
This would also be a good place for some account stats, like number of active accounts, number still available under the license, etc.
We were planning on surfacing the number of available clients for TaxFolder on the TaxCycle start page where you see the update notifications and the licensing information:
The ability to merge clients is climbing up the list for priority but is not yet on our roadmap. Add your voice to this product suggestion here The ability to merge clients in TaxFolder .
For the purge option, please add this in the Suggestions category if it is not already there. This allows other community members to vote this idea up and we can gauge relative importance and impact for planning purposes.
We need the ability to merge clients in TaxFolder for the upcoming tax season. I have over 600 clients on TaxFolder but less than half are active and a lot are ones that changed their email addresses. A way to click and merge would be great
