Kolleno imports each of your Xero contact groups as a customer portfolio. The portfolio has the name of the group, and its customers are the contacts in the group. You do not need to set this up. Kolleno does not change your contact groups in Xero.
What you can do with these portfolios
These portfolios work like other portfolios. You can use them to filter your customer list, assign users, restrict what users see, target workflows and choose the email profile or payment account.
In Settings → Users & Permissions → Portfolios, these portfolios show Portfolio created via Xero. To assign users, click Users in the actions menu of the row. You must be an Admin.
What changes and when
Kolleno keeps these portfolios up to date automatically. These changes usually reach Kolleno within 15 minutes:
If you add a contact to a group or remove it, Kolleno adds the customer to the portfolio or removes it.
If you add a contact to a new group, Kolleno also makes the new portfolio.
If you edit a contact or Kolleno imports a new customer, Kolleno updates the portfolios of this customer.
These changes reach Kolleno by the next daily sync:
If you make a new group with no contacts, Kolleno makes a new portfolio.
If you rename a group, Kolleno renames the portfolio. Its users, workflows and other settings do not change.
If you delete a group, Kolleno removes the customers from the portfolio. The customers stay in Kolleno. Before you delete the group, remove the portfolio from your workflows.
Things to note
You cannot add or remove customers, rename or delete these portfolios in Kolleno. Make these changes in Xero.
You cannot use these portfolios in the workflow steps Add to portfolio and Remove from portfolio, or in bulk actions.
Kolleno imports only the contacts that have a sales invoice in Xero. For this reason, a portfolio can show fewer customers than the contact group.
You cannot turn off the import. If you do not need a portfolio, you can ignore it.
A customer can also be in portfolios that you make in Kolleno. The sync does not change those portfolios.