Fast, Automated Setup: The AcadaFix Importer
There is no need to manually add location or employee data. Once your MAT is created, simply use our 'Importer' tool equipped with 'Smart Check'. This allows you to map and import your existing files in just minutes, saving hours of manual data entry time and ensuring your system is ready to go instantly.
Onboarding and Transition Pathways
Whether you are setting up a brand new structure, consolidating existing AcadaFix accounts, or partnering with a shared services provider, follow the appropriate pathway below to ensure continuous access, correct data handling, and accurate billing.
| Scenario | Action Required | System Settings | Subscription & Billing |
|---|---|---|---|
| Standard Onboarding | Enter the details of the MAT location first (if there is a MAT), followed by the individual details of each location. | MAT settings will be automatically assigned, with the option to amend them as needed. | Standard initial onboarding configuration applies. |
| Adding a Standalone Location to an Existing MAT (already using AcadaFix) | 1. Download the standalone location's 'Export Pack' for the current year. 2. Import the 'Export Pack' into the MAT. | MAT settings will be automatically assigned, with the option to amend them as needed. | The standalone subscription is ended, and billing transfers to the MAT structure. |
| Temporary Assistance via Shared Services (already using AcadaFix) | Create a new user profile with the appropriate permissions so the shared services provider can access the location's data. | No structural changes to the location's setup are required. | Subscription costs and billing responsibilities remain directly with the individual location. |
| Fully Shared Service Provider Onboarding New Locations (not currently using AcadaFix) | Onboard using standard procedures: set up the MAT(s) first, then add the individual locations to the assigned MAT. | MAT settings will be automatically assigned, with the option to amend them as needed. | Subscription is paid by the shared services provider. MAT subscriptions are detailed in the 'Billing' report. Bill your shared services according to your own personal agreement. |
| Leaving AcadaFix | Generate your final reports and download the 'Export Pack' choosing the 'Current Year'. | The Current Year export provides all required compliance information for your handover. | Ensure to give 30 days notice prior to exit to avoid any unnecessary subscription billing. Your account is formally closed after your data has been safely exported. |
- Important Notice on Account Closures:
A minimum of 30 days' notice is required prior to leaving AcadaFix. If this notice is not provided and your account is subsequently suspended, regaining access to your data will require the notice period subscription fees to be paid in full prior to access being granted. Please note that this is a system-automated process and cannot be manually overridden.
- GDPR & Data Retention:
In accordance with UK GDPR, AcadaFix acts as your Data Processor. Upon the closure of your account and the generation of your final 'Export Pack', we will remove your access and permanently schedule your data for deletion from our active systems. It is your responsibility as the Data Controller to securely store your exported records to meet HMRC and statutory retention requirements.
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