Get Your XBert Setup Working for You
Practical actions to optimise your XBert portal for 2026
A well configured XBert account ensures the system works for you, not the other way around.
When core settings, workflows, and views are aligned to how your practice actually operates, teams gain clarity, reduce rework, and deliver more consistent client outcomes.
In our recent XBert Setup to Success webinar series, we shared practical, experience based guidance on how to configure XBert so it supports day to day work, capacity planning, and quality control without adding overhead.
6 steps to clean up and optimise your XBert to start 2026 fresh
This blog brings together six key actions you can take now to optimise your XBert setup and start 2026 with stronger structure, clearer workflows, and better visibility across your practice.
We cover:
- Getting the groundwork in place
- Mirroring how your practice operates
- Building structure that keeps XBert scalable
- Seeing what you need, when you need it
- Applying proactive quality control without extra effort
- Bringing everything together with reports and insights
You can now watch this webinar On Demand, or read on for the key things you need to know.
Get the groundwork in place
Before diving into workflows, it is essential to confirm that your foundational settings are correct. Set up:
- Time zones
- Scheduling rules
- Capacity settings
These directly affect how tasks behave, how work appears on boards, and how reporting performs.
Without this groundwork, practices often feel overwhelmed by volume rather than supported by structure.
“If you haven’t been using XBert properly to begin with, this can impact everything. There is an overwhelming amount of information there.” - Cassandra Scott
Example: Practices that enable Actual Time, Capacity, and Non Workday scheduling avoid mismatches between due dates, team availability, and reporting outputs later.
Strong foundations ensure tasks, capacity, and reporting behave as expected from day one.
Mirror how your practice operates
XBert is not designed to force your firm into a generic workflow. Its value comes from reflecting how your practice already works, including your roles, processes, and client delivery model.
This means inviting the right users, assigning roles correctly, setting realistic capacity targets, and defining processes that match your services.
“Making sure that we're setting up processes, statuses and roles that match the way you work. Tailor XBpert to fit your firm.” - Will Rush
Example: Practices that define clear roles and statuses such as “No Action Required” reduce unnecessary follow ups and improve internal handovers.
When XBert mirrors your practice, your team spends less time managing the system and more time delivering value.
Structure is what keeps XBert scalable
Scalability comes from documented processes, consistent templates, and scheduled recurring work. Templates ensure work is delivered the same way every time, regardless of who completes it.
This consistency supports onboarding, quality standards, and growth without increasing risk.
“Having work, process and methodology templated effectively and accurately for your practice, helps everyone working within your practice.” - Cassandra Scott
Example: Templates for bookkeeping, BAS, payroll, onboarding, and offboarding reduce reliance on memory and protect against missed steps during busy periods.
Documented structure is what allows XBert to scale with your practice, not slow it down.
See what you need, when you need it
Visibility is critical to staying in control of workload and priorities. Saved Views, filters, and board preferences allow each team member to focus on what matters to them without losing sight of the bigger picture.
“Filters are a really powerful tool within XBert to bring everything you need back into focus.” - Cassandra Scott
Example: Saved Views such as “My Tasks” or “My XBerts” reduce noise and help users immediately identify what requires action.
The right views surface the right work at the right time.
Proactive quality control without the effort
Quality control does not need to rely on manual checking or reactive fixes. XBert Automations, Rules, and Custom XBerts allow practices to identify issues early and act before they become problems.
“If you're working at full capacity, using your templates is a way to make sure you don't miss something that's critical.” - Cassandra Scott
Example: Custom XBerts that flag tasks exceeding estimated time or transactions above a set value provide automatic oversight without adding admin work.
Automation supports consistent quality even when teams are stretched.
Bring it all together with reports and insights
Once your workflows and data are structured, reporting becomes a powerful decision making tool. XBert reports help practices manage capacity, refine processes, and price clients accurately.
“You're capturing your timesheet entries that will inform your billing.” -Cassandra Scott
Example: Reports such as Capacity Management, Task Completion, Estimated Accuracy, and Client Insights help identify inefficiencies and highlight problem areas early.
Insight driven reporting turns activity into actionable data.
Why getting this right now sets your practice up for 2026
These six actions help remove friction, reduce uncertainty, and give your team clarity on what needs to be done, when, and by whom. A well configured XBert portal supports better delivery, stronger consistency, and more confident decision making across your practice.
Want to set this up in your business?
