Employee Manager
Overview
The Employee Manager is a data repository to hold data referencing all users of the application. This will include both W-2 and 1099 employees. It will include reps and sales support personnel as well as back office personnel. Each employee and Rep has a unique record stored in the database. Access to this database is restricted based on security settings.
To access the Employee Manager, click the ADMIN tab (1), then click on Employee Manager (2).
There are three tabs in the Employee Manager module:
Search Tab
Overview
In the Employee Manager Search tab, you can:
Search employee records
Add new employees
Delete/modify existing employees
View historical employee data
Buttons
There are seven buttons located at the top of the Employee Manager window.
Tip: Alternatively, double-click on an employee in your results list to view its details.
Adding an Employee
Removing an Employee Record
Warning: If the employee record is linked to other objects (contacts, trades, accounts, etc.), the system will not allow you to delete it.
Employee Details
Select the employee and click DETAIL to see or modify the existing employee.
See the Employee Details document for more information.
History
To Do
The main purposes of this module are:
To create tasks for producers (reps and advisors) and track their completion using the built-in Calendar
Create reminders for yourself, reps or advisors to track interaction with investors in the Calendar.
Action Buttons
Creating a Task
There can be different types of tasks:
Task for an employee (prepare documents, meet a client, organize a meeting, etc.)
Appointment with an employee
Task (reminder) for yourself, etc.
Therefore, the creation process of these tasks differs. Basically, you can create them with the To Do option and alternatively with the Calendar.
Note: For the tasks involved with the customers, the contacts are optional. For the appointments, they are required.
Task for an Employee
How to View Open Tasks
How to Create a Follow Up
Basically, a follow up is a second appointment because the current one is finished. You can use the Follow-up function to follow the execution of the task.
After creating a task, e.g., appointment:
Click the FOLLOW UP button (1).
Select the date (2).
Click SAVE (3).
To follow up this event, go to the Event History module.
How To Modify a Task
To modify a task, open it by double-clicking.
You can add a new note (the existing one is not changeable).
You can change a due date.
Click the REASSIGN button to assign a task to someone else. Select the Type and Employee in the Assigned Employee section. You can change the Due Date and Location as well. Click SAVE. The task will have a Reassigned status.
Outcomes
The Outcomes section contains four checkboxes:
Sale
Referral
Plan
Not Qualified
Use these after the task execution. After creating a task, these check boxes automatically update the status flags for reporting purposes.
The system displays the task’s current status at the bottom of the screen. Basically, the status can be changed by action buttons at the bottom of the window.
The status tab shows all statuses. These fields are read only.
You can customize them. See Contact Maintenance module on how to set up the status flags.
When creating a task for employee, they can accept or reject it.
Assigning Attributes
Account Latest Annual Review - For appointments related to advisory accounts, you are required to meet with the client at least once a year. To document it, enter the date of the annual meeting.
Account - Assigned employee’s advisory account.
Letter - Enter the title of the letter (address change, appointment confirmation, written correspondence, etc.).
How to Add a Form to a Task
Sometimes, the client agrees to buy something. In this case, you need to fill out a form.
Creating a Task Using Calendar
The calendar option for task creation is similar to To Do option. Just some steps are different.
With the Calendar you can create:
A task for yourself
A task for somebody else (if you are a manager)
An appointment for yourself
An appointment for somebody else (if you are a manager).
Events
How to Schedule a Phone Call or an Appointment
Unlike other tasks:
Define additional required fields for organizing meetings and reminding phone calls
a) location (place, room)
b) time (there may be others).
Results must be specifically recorded using the alternative set of action buttons.
Hierarchy Tab
The Hierarchy tab displays employees in different levels ranked according to their roles. For example, if selecting any manager, the system displays all the Reps working for this manager.
First Name: Enter the employee’s first name.
Last Name: Enter the employee’s last name.
As Of Date: Select a date to view the hierarchy at that moment.
Exclude Terminated: Check this box to exclude terminated employees.
Show All Hierarchy: Check this box to display all hierarchical levels.
Click the tabs below to learn more about each subtab.
Setup Tab
Buttons
Click the tabs below to learn more about Setup.