Goal
You just signed a new client and want to get them into Stax.ai CX the right way. This guide walks you through the full setup: create the company record, fill in the details that power automation, add your contacts, and set up the client's retirement plan with its provisions. When you're done, the client is ready for projects, payroll, files, and the portal.
Prerequisites
You need permission to create and edit clients. If the New button isn't visible on the Companies page, ask your administrator to check your permission group.
Have the company's name, EIN, website domain, and primary address handy.
Know the primary contact's name and email, and have the plan's document or provisions file available (FTWilliam.com, ASC, Datair, or Relius).
Step 1: Create the company record
Click Companies in the left sidebar. The Companies list opens.
Click the New button in the top-right corner.
Enter the company name and press Enter. CX creates the record and opens it right away.
New companies start with Prospect status. For full field-by-field detail, see Creating and Editing Companies.
Step 2: Fill in the core details
On the Overview tab, click each field to fill it in. Changes save automatically. Two fields matter most:
EIN — prevents duplicate records and supports plan-level integrations.
Website — the company's email domain. CX uses it to match emails to this client. If it's wrong, email threading won't work.
Important: Double-check the Website field. It controls email-to-company matching for everything that follows.
Add tags if your firm uses them — plan type, region, or service tier are common patterns.
Step 3: Add your people
Click the People tab on the company record.
Under Assignees, add yourself or the team member who owns this relationship. The company now appears on that person's dashboard.
Under Contacts, click Add Contact and enter the primary contact — usually the plan sponsor or HR director. Include their name, email, and role.
See Managing Contacts and People for external contacts like advisors and CPAs.
Step 4: Set the status to Onboarding
On the Overview tab, click the Status dropdown.
Select Onboarding. The company is now portal-eligible, so you can invite contacts to the client portal when you're ready.
Step 5: Create the plan
On the company record, find the Plans card in the top left corner.
Create the client's plan from the Plans card, entering the plan's basic details such as plan type and plan year end. The plan record opens.
Step 6: Load the plan's provisions
On the plan record, find the Provisions panel on the right-hand side.
Choose how to add provisions: upload a provisions file (FTWilliam.com or ASC), upload the adoption agreement, copy from an existing plan of the same type, or enter them manually.
Review the imported provisions — eligibility exclusions, age and service requirements, and vesting schedules.
Once provisions are loaded, CX calculates participant eligibility, entry dates, and plan compensation automatically. See Provisions, Eligibility, and Compensation for the details.
Expected outcome
You now have a complete client setup: a company record with correct details, at least one assignee and one client contact, an Onboarding status, and a plan with its provisions loaded. Everything you do next — projects, payroll, files, portal invitations — links back to this record.
Related features
Creating and Editing Companies — every company field explained
Managing Contacts and People — assignees, contacts, and roles
Plans Overview — how plan records work
Provisions, Eligibility, and Compensation — what CX calculates from provisions
Tips
Search before you create. Check the Companies list (by name or EIN) to avoid duplicates.
Don't skip EIN and Website. These two fields drive the most automation.
Move to Active when onboarding wraps up. Status keeps your filters, reports, and portal eligibility accurate.
Next steps: build the client's file structure (see Building Your Client File Structure) and invite the client to the portal (see Inviting a Client to the Portal).