Vendor Guide

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 is the area used to manage basic account information related to your client. The area is divided into eight distinct areas. Each area 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