Difference between revisions of "Vendor Guide"

Latest revision as of 12:26, 8 March 2012

Getting Started

Logging In

All vendors have been issued a specific login that when used grants access to the Vendor Management Area. This is a special area where you have the ability to manage your individual clients, run billing reports or even set up other vendor admins.

The Vendor Dashboard

The Vendor Dashboard is a little different then the client or employee dashboard. If you recall, the dashboard is the first page you are taken too upon a successful login. For the vendor, the dashboard is split into two columns. Each column contains the main areas you have access too as a vendor.

Account Types

Vendor Admins

Vendor Admins are accounts that have the ability to login to your Vendor account and make changes to client information, run billing reports, etc. You have the ability to create as many Vendor Admin accounts as you need. In order to avoid the practice of sharing login information with others, it is considered best practice to create Vendor Admin accounts whenever needed. There are two types of Vendor Admins, 1) Super Admins and 2) Admins. The difference between the two is defined below.

• Super Admins
  Super Admins have full access to every area of the Vendor account. This is considered the highest level of access. They can also create other Super Admins as well as other Admins. Due to the high level of access, it is recommended that only a small number of Super Admin accounts are created. If access needs to be granted to the Vendor Area, we recommend as best practice to set-up the account as an Admin.

• Admins
  Admins have the ability to create sales rep accounts as well as manage client accounts. They cannot however create other admin accounts.

Managing Vendor Admins

Once you've determined the type of Vendor Admin you wish to create (Super Admin or Admin), proceed to the administration area for that type. For demonstration purposes, we'll show how to set-up an Admin account.

• Click on "Admins" from the Main Navigation. This will take you to the Admin Administration section.
• The main Admin Administration page will list any previously set-up Admin accounts.
  • If you wish to edit an existing account, click the "edit" button found on the far right hand side of the account in question.
  • If you wish to create a new Admin account, click the "Create New Vendor Admins Account" button found on the page.
• Fill out the necessary fields and click the "Submit Form" button.

Sales Reps

Sales reps are used i attributing client accounts to a particular sales rep. This isn't required but if you wish to identify a sales contact with a particular client, this is a convenient way to do so.

Managing Rep Accounts

If you wish to edit or create a new Rep Account, proceed to the Rep Administration area.

• Click on "Reps" from the Main Navigation. This will take you to the Rep Administration section.
• The main Rep Administration page will list any previously set-up Rep accounts.
  • If you wish to edit an existing account, click the "edit" button found on the far right hand side of the account in question.
  • If you wish to create a new Rep account, click the "Create New Sales Reps Account" button found on the page.
• Fill out the necessary fields and click the "Submit Form" button.

Client Accounts

Client accounts are pretty much exactly what you might be imagining. They are the businesses/entities that you've extended a TimeMD account too for time and labor management purposes. For more information on client accounts, please refer to the section #Managing Client Accounts below.

Managing Client Accounts

Client Account Listing Page

This page lists all your existing client accounts. It also serves as the portal to various management functions related to your client accounts. By default, this page will always show your "Active" clients. If you wish to view any "In-Active" clients, you must click the "View In-Active Clients" button found towards the top of the page. To switch back to the "Active" client view, simply click the same button again to toggle back.

Below is a description of each column seen on the listing page.

Client Name

The name of the account. Below that is the sub-domain granted to the account. This is an active link. If clicked, you will be taken to the clients assigned sub-domain.

Licensing

Which licensing package you've assigned the client too.

# EE's

How many user accounts have been created. In the parentheses is the number of active accounts vs. inactive accounts. These are also an active link. If clicked, you will be taken to the billing page and it will show you any invoices generated for the client in question.

Identifier

This is the value being used in a number of areas, primarily the clients sub-domain.

Username

The client's main accounts username.

Contact

The name used when setting up the client.

Created

When the account was created.

Manage Codes button

The button is used to manage which pay codes are associated to the clients account. In nearly all cases, these codes must be matched with the codes used in your payroll software. Below the button is a link titled, "associate codes". This is used to identify how the codes will actually be used in the clients account. For more information see "Managing Client Codes".

Payroll Emails button

When clicked, this will take you to an interface where you can specify what emails should receive the payroll export file when generated.

Login As button

This button should be used whenever access to the client account is needed. This allows you to "Login As" the client and access their account directly. This is vital in order to avoid sharing the clients login information.

Edit button

This button is used to edit the clients information.

Client Account Input Page

This area is used to manage basic account information related to your client. The area is divided into eight distinct sections. Each section is described below:

General Account Information

This is where you set up basic account information. The fields used in this area are described below:

• Client Name
  The name of the client as you would like it represented in TimeMD.
• Identifier
  How the client account will be identified in certain areas such as sub-domains. NOTE: Once the identifier has been set, it cannot be changed. No spaces, numbers or symbols can be used in the identifier, only values from the alphabet (a-z).
• Status
  Account status. If set to "In-active", the client will not be able to access their account nor will any of their users.
• Version
  For some of our legacy users, they have the option of using our legacy version of TimeMD. It is "highly" recommended that the "New" version always be used.
• Sales Rep
  If you have saved any Reps, they will be listed here. Otherwise you may select "General Sales" if no Reps have been entered.
• Parent Account
  You may associate any client account under any other client account through this field. This doesn't change the clients experience whatsoever, but is used strictly for reporting purposes.
• Client Notes
  Use this field if you wish to leave notes for other admins related to the client account. The client does not have access to this information.
• Hide from Vendor Admin view? checkbox
  Check this box if only Super Admins should have access to this account. This is helpful in circumstances where your company may be using TimeMD for it's own time tracking purposes. If checked, this would prevent your company account from appearing in the list of Client accounts when other Admins are accessing the page.
• Is this a demo account? checkbox
  Check this box if this account is considered a demo account. All Vendor accounts can set-up to 6 demo accounts. These accounts will not be charged. Below this checkbox you will find a total of how many demo accounts have been used.

Primary Contact Information

This is where you can set-up basic contact information for the client.

• First Name
  The first name that should be used to identify the client contact. HINT: We strongly recommend not using an actual persons name in this field. Simply because you will have the opportunity to define a primary contact within the client's account itself. So what do you input? We recommend something generic such as "System" or "Client".
• Last Name
  The last name that should be used to identify the client contact. HINT: We strongly recommend not using an actual persons name in this field. Simply because you will have the opportunity to define a primary contact within the client's account itself. So what do you input? We recommend something generic such as "Admin" or "Account".
• E-mail
  The e-mail address that should be used in relation to the client account. HINT: We strongly recommend not using an actual e-mail account. Simply because you will have the opportunity to define a primary contact's e-mail within the client's account itself. So what do you input? We recommend something generic such as "systememail@noamil.com". Remember that even if the e-mail isn't real, it still needs to be unique and in the proper format.
• Main Phone
  The primary phone number related to the primary contact for the client.
• Alt. Phone
  Any alternate phone number that might be applicable for the client.

Administrator Login Information

This is where you define the client's primary login. HINT: We strongly recommend not sharing the login defined in this section with the client. You will have the opportunity to define a dedicated login from within the client's account.

• Username
  The username associated to the client account. Must be unique, cannot contain spaces or non-alphanumeric characters and must be at least 6 characters in length.
• Password
  The password associated to the client account. It cannot contain spaces or non-alphanumeric characters and must be at least 6 characters in length.

Billing Information

Where billing invoices should be mailed too. This is intended to be used for your own internal purposes. Because TimeMD does not bill your clients directly, we do not refer to these fields with the exception of the "Begin Billing Date" field.

• Address
  The address where invoices should be sent too.
• City
  The city as related to the address.
• State
  The state as related to the address.
• Zip
  The zip as related to the address.
• Billing Cycle
  How often are you going to bill your client.
• Begin Billing Date
  When will you begin billing your client.
• Pay Method
  How is your client going to pay you.

Payroll Processing Information

This is where you can define any information related to the payroll process. Because we will integrate with your payroll software of choice and depending on the software's needs, there may be specific types of questions that need to be answered in order to ensure a smooth integration. You may see different fields displayed depending on which payroll software platform is selected.

• Payroll/PEO System
  The name of the software the client's export file will need to be compatible with. If for some reason the platform you are using is not listed here, please let us know. We will be happy to create an integration with your platform at no cost.
• Payroll Export
  Depending on the type of software being used for payroll may require different export formats. This is where you would define those. In nearly every circumstance the selection, "Pre-Built for Payroll Software Above" would be the appropriate choice.

Branding

This is where you can change the logo as well as color scheme of the pages in order to better mach the clients style and brand.

• Color Scheme
  Select the color scheme most appropriate for your client. For the "New Version" you have eight choices. If using the "Legacy" version you have 13.
• Logo Upload
  This is where you can upload the clients logo. HINT: We strongly recommend keeping the clients logo under 200 pixels in height. This will prevent any unnecessary space from being created at the top of the page. If you need help resizing your clients logo, please let us know and we'll be happy to assist.

Misc. Settings

Various miscellaneous settings.

• Activate "paid" break tracking checkbox
  Check this box if the client needs to track paid breaks.
• De-Activate Time Clock Import checkbox
  Check this box if the client is using a hardware solution and for some reason the time data import process needs to be suspended.
• Use Standard Personnel Account Tracking checkbox
  Check this box if the client does not need to integrate their employee data with your HR, payroll or PEO system. Otherwise, if this is not checked, your client will have the ability to set-up temporary employees. However all other employee data will be coordinated with the employee data feed process. Unless specifically told to do so, this box should always be checked.

Licensing Options

As of February 1st, 2012, there are new licensing options available to our vendors. These new licensing options are explained in detail below. Please note that accounts set-up prior to February 1st, 2012 are not eligible for these pricing options.

All Inclusive

If selected, this will provide your clients access to all our modules for a flat per user fee per month. Please note that if you select this licensing option, you must still select which modules you wish activated. This allows you to complete customize the users experience by choosing what modules you wish your client to see.

Ala-Carte

This option allows you to build not only a custom experience by only showing modules you wish your client to see, but also allows you to extend pricing based on what the client will be using.

Setting Up Client Accounts

When setting up a new client, it is important to follow these steps in order to establish the best experience possible with your client. This will ensure a smooth transition and establish proper expectations.

Step 1: The Demo

We highly recommend any potential client be given an opportunity to view the system prior to adoption. This can be done through a formal demo by way of a webinar or any screen-sharing software. This provides the client the ability to ask questions as well as bring to light any potential issues that may arrise during the client set-up phase.

Step 2: Gathering Information

Once a demo has been given and the client is ready to move forward, a needs analysis should be sent to the client. This will provide the client an opportunity to answer specific questions regarding their time tracking needs. It will also give you an opportunity to follow-up with any questions of your own.

Note that if the client will be using TimeMD in order to submit the appropriate file for payroll processing, you must also coordinate any necessary time tracking related "pay codes" with your payroll department. These are typically found within your payroll software. Some of the more common pay codes include:

• the code for regular hours
• the code for overtime hours
• the code for salaried personnel hours
• the code for vacation hours
• etc, etc,

It would also be appropriate to determine which licensing option the client wishes to use. For more information on licensing options, see the section titled, #Licensing Options

Once you've received back from the client the filled out needs analysis, you've determined which licensing option they will be using and have coordinated with payroll which pay codes are to be used, you are ready to proceed to the next step.

Step 3: Inputing Client Data

To set-up a new client, proceed with the following steps.

1. Login with your vendor account login from your dedicated vendor account sub-domain.
2. Proceed to "Clients -> Create New Client Account" from the main navigation.
3. Input the appropriate responses into the given form fields. For more information on the form fileds, see the section titled, #Client Account Input Page
4. Save the form. Note there will be a few second delay as the form is saved. This is due to the system creating the client's database as well as defining all the necessary system parameters.

Step 4: Setting Up Pay Codes

Once the client's account has been created, you will be taken to your client listing page. Here you should see your newly created client account. While it's technically possible to login to the clients account, you should ensure the clients pay codes have been saved to their account. Please follow these steps:

1. Click the "manage codes" button found on the client's line from the client listing page. For more information on where this button can be found, see the section titled, #Manage Codes button.
2. You should have been taken to a page asking to "Define Pay Codes". If no pay codes have been entered, the system will give you a list of commonly used pay codes just as a means to help you out. On this page you should see the following columns:
   1. Pay Code
      This is the code as it is recognized in the payroll software.
   2. Display As
      This is the "human readable" representation of the code as it should be displayed to your client.
   3. Pay Code Type
      What type of pay code is this. Your options are:
      1. Regular Hours - used for regular hours
      2. Salary - used for hours related to salaried personnel
      3. Overtime (1.5) - used for overtime hours
      4. Overtime (1.5 - salary only) - used for overtime hours for salaried personnel
      5. Double Time (2.0) - used for double time hours
      6. Holiday - used for holiday hours
      7. Holiday (salary only) - used for holiday hours associated to salaried personnel
      8. Holiday Worked - used for holiday worked hours
      9. Vacation - used for vacation hours
      10. Vacation (salary only) - used for vacation hours associated to salaried personnel
      11. Sick - used for sick hours
      12. Sick (salary only) - used for sick hours associated to salaried personnel
      13. FMLA - used for FMLA related hours
      14. FMLA (salary only) - used for FMLA relate hours associated to salaried personnel
      15. Military Leave - used for military related hours
      16. Military Leave (salary only) - used for military related hours associated to salaried personnel
      17. Jury Duty - used for jury duty related hours
      18. Jury Duty (salary only) - used for jury duty related hours associated to salaried personnel
      19. Paid Time Off - used for paid time off hours
      20. Paid Time Off (salary only) - used for paid time off hours associated to salaried personnel
      21. Paid Days Off - used for paid days off hours
      22. Paid Days Off (salary only) - used for paid day off hours associated to salaried personnel
      23. Bereavement - used for bereavement (funeral) hours
      24. Bereavement (salary only) - used for bereavement (funeral) hours associated to salaried personnel
      25. Float - used for float related hours
      26. Float (salary only) - used for float related hours associated to salaried personnel
      27. Other Paid - used for any other paid hours
      28. Travel - used for travel related hours
      29. Comp - used for comp related hours
      30. Leave - used for leave related hours
      31. Birthday - used for birthday related hours
      32. Short Term Disability - used for short term disability related hours
      33. Unpaid Time Off - used for tracking unpaid time off
      34. Additional Pay/Deduction - used for tracking any expense or pay code. Use this field if the client wishes to track expenses.
      35. Use As Alternate Regular - specialized field for clients that have alternate regular pay codes
      36. Use As Alternate OT - specialized field for clients that have alternate overtime pay codes
   4. Is Mapped?
      Whether or not the pay code has been mapped for usage in TimeMD.
3. Fill out the form per the clients pay code requirements in order to complete Step 1: Define Pay Codes
4. Once all the pay codes the client will be using have been entered, you must now tell TimeMD how those pay codes will be used by completing Step 2: Map Pay Codes. To finish this step, click the button titled, "Click to Map Codes".
5. Once clicked, you should now see a pop-up window. If it has been blocked, please change your browser settings in order to allow pop-ups from TimeMD.
6. Check the appropriate boxes. If certain hours that have been mapped as Day Off related and those hours need to be considered for overtime calculations, check the "Use in OT calculations" checkboxes.
7. Save the form.
8. Your clients basic account has now been set-up. All that remains is to put in place the clients time and labor management rules. We would recommend at this point to test the account confirmation by clicking the "login as" button found on the client listing page. If everything is working as it should, you should be redirected to the client's preferences page since no rules have been input into the system. Please refer to the Client Set-Up Guide in order to learn more about setting up the clients rules.