Creating and Editing Companies
Company records are the foundation of your book of business in CX. This guide covers how to create new company records, update existing ones, and manage the core fields that drive email matching, portal eligibility, and reporting across the platform.
Prerequisites
You need clients/w (write) permission to create or edit companies. If the New button is not visible, ask your administrator to check your permission group.
Create a New Company
Click Companies in the left sidebar.
Click the New button in the top-right corner of the Companies page.
Enter the company name in the input field and press Enter.
CX creates the record and opens it immediately. New companies default to Prospect status.
Tip: Before creating a new company, search your existing list to avoid duplicates. If your firm has EINs populated on existing records, the EIN field is the most reliable way to confirm whether a company already exists.
Fill In Core Company Fields
With the company record open on the Overview tab, fill in the following fields:
EIN — Employer Identification Number. Strongly recommended — prevents duplicates and is used in plan-level integrations.
Address — primary business address for the company.
Phone — main contact number.
Website — the company's email domain (e.g., greenfield-mfg.com). This is critical because CX uses the website field to automatically match inbound and outbound emails to the company record. If this field is wrong or missing, email threading won't work for this client.
Business Type — the legal structure of the company (Corporation, LLC, Partnership, etc.).
NAICS Code — North American Industry Classification System code, if applicable.
Important: The Website field directly controls email-to-company matching. Double-check that it contains the correct domain. If a company uses multiple we suggest linking individual conversations, or associating specific contact emails once those contacts have been added to a company/plan record.
Set Company Status
Update the Status field to reflect the client's current lifecycle stage. Click the status dropdown near the top of the Overview tab and select one of the following:
Prospect — potential client, not yet onboarded (default)
Onboarding — actively being set up (portal-eligible)
Active — live, managed client (portal-eligible)
Terminating — in the process of off-boarding (portal-eligible)
Inactive / Terminated — no longer active
Vendor / Competitor — non-client reference records
Status changes take effect immediately. Changing a company to a non-portal-eligible status (Inactive, Terminated, Vendor, Competitor) will remove portal access for all contacts on that company.
Add and Manage Tags
Tags help you categorize and filter companies across your book of business. Common tagging patterns include:
Plan type (401(k), Defined Benefit, 403(b))
Service tier (Standard, Premium, Enterprise)
Region or office
Seasonal workflow status (Census Pending, Year-End Complete)
To add a tag, click the Tags field on the Overview tab, type the tag name, and select from existing tags or create a new one. You can assign multiple tags to a single company.
Edit an Existing Company
Navigate to Companies in the left sidebar.
Click the company name to open the record.
Click any editable field on the Overview tab to update it. Changes save automatically.
All edits are logged in the company's activity feed so your team has a record of what changed and when.
Delete a Company
Company deletion in CX is a soft delete — the record is deactivated rather than permanently removed. Deleting a company also deactivates all associated plans.
Important: Deleting a company deactivates all linked plans, removes portal access for associated contacts, and unlinks projects and tasks. This action should be used carefully. If you need to retain historical data, consider changing the status to Terminated instead.
Best Practices
Always fill in EIN and Website — these two fields drive the most automation (duplicate prevention, email matching) and should be populated for every company.
Use consistent tagging — agree on a tagging convention with your team before building out your book of business. Inconsistent tags make filtering and reporting unreliable.
Set status accurately — status drives portal eligibility and affects how your team filters the company list. Keep it current as clients move through onboarding and termination.
Prefer Terminated over Delete — if you need to retain any historical record of the client relationship, change the status to Terminated rather than deleting the company.
Related Articles
Companies Overview — understand how company records anchor client relationships in CX
Company Profiles and Custom Data Fields — configure and use custom fields on company records
Managing Contacts and People — add assignees, client contacts, and external contacts
Permissions and Roles — understand permission scopes that control company access