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Adding an Employee to the System

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You'll use the Employees page of the Setup screen to add your dealership's users. Every employee who needs to use the system must be added to this page. This is also where you will create the unique username and password each user will use to log in to the program. You also will control roles and permissions here.

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Step. 1. Click the Setup Application button in the left navigation panel. The Dealership Setup screen opens. 

Step 2. Click the Employees button along the top button bar. The Employee Search screen opens.

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Step 3. Click the New Employee button in the upper-right corner of the screen. The Search Customers pop-up opens.

Step 4. Search for the employee by typing their partial or full name in the Search field and clicking Search.

If the employee has already been created in the system, the results will include the employee's name. Click the radio button to the left of the employee's first name to select the employee and click Save and Continue or Save and View Employee.

If the employee's name is not among the search results, click Create New Employee. The New Employee pop-up opens.

Step 5. In the Employee Information card of the pop-up, enter the employee's name and other pertinent information. The First Name and Last Name fields are required. You'll also have to select the correct role for the employee from the Title field's drop-down menu. The Title field defaults to Salesperson, but you can click the field's options button to open the menu and select a different title for the employee. 

Step 6. Enter the employee's address in the Address card of the pop-up, using the Type field to select whether the address is a physical, mailing, garage, previous, or work address. As you type the street address in the Address field, predictive addresses will appear. When the correct address appears in the list below the field, you can click it to save some keying. This auto-populates the City, State, Zip, and County fields. If you want to add another address, click the blue Add (+) button to open another set of address fields.

Step 7. In the Phone Numbers card of the pop-up, select Work, Cell, Fax, or Home from the Type field and enter a phone number in the Phone Number field. If you want to enter additional phone numbers for the employee, click the blue Add (+) button to open another entry line. 

Step 8. Use the Email Addresses card to enter the employee's email address. Select Personal or Work in the Type field and enter the email address in the Email field. Click the blue Add (+) button to add a second email address. 

Step 9. If you've entered more than one address, phone number, or email address for the employee, click the Select Primary options button in the upper-right corner of the pop-up. Any of those categories with multiple entries will have an active arrow to open a sub-menu. Click that arrow and choose the primary entry for that category. 

Step 10. Click Save and View Employee to open the employee record with the information you've entered on the pop-up and continue setting up the employee's profile. 

Step 11. The employee record opens to the Detail page containing all the information you just entered. Click the Account button below the Employee Summary card.

Step 12. The Account page of the employee record opens. Here you'll establish the employee's Login Name and enter the Account Email address that will be used to verify the user's identification. 

Step 13. Click Save. An email is sent to the employee at the Account Email address listed on the page to verify the account. 

Step 14. Click the Permissions button to open the Permissions page of the employee record. Here, the various permissions for functions and pages throughout the system are listed by application (DMSCustomer, DMSVehicle, DMSSales, General, and DMSDashboard). Items marked with a checkmark are accessible to the employee. Those marked with an X are inaccessible to the employee. These initial determinations are based on the Assigned Role, which can be changed by clicking the field's options button and selecting a different option from the drop-down menu. When you change the role, a Clear Overrides pop-up opens, notifying you that changing the role will clear all overrides. Click Clear to continue. 

The standard roles are listed below. However, you can create new roles in the Security portion of Setup.

  • Dealer Principal: This role grants full access to the program, including the ability to access the Employees section of Setup, thereby allowing the role to control user accounts. 
  • Finance Admin: This grants full access to the program; however, Admin rights exclude those associated with the Employee section of Setup. 
  • Finance Restricted: This grants full access to all sales and finance information in deals but restricts access to Setup.
  • Sales Admin: This grants access to all sales information but restricts access to finance.
  • Sales Desking: This grants access to both the basic sales information and the Desking page of deals.
  • Sales Restricted: This grants access to basic sales information only.

While the permissions are based on employee role, you can override those settings and allow or restrict permissions on a case-by-case basis without changing the assigned role. Simply click the boxes next to the item to check or uncheck the box. Any overridden permission settings are noted by an asterisk (*) to the right of the permission name.  

Step 15. When you're done setting the employee's permissions, click Save

Note:  You can use the Deal Reassignment button once the employee is established to reassign deals from one employee to another. To learn more about this, see the System Setup Knowledge Base article, "Reassigning Deals from One Employee to Another."

Step 16. Click the Accounting button to open the employee record's Commissioning page.

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The page has lines for front option commission, back end commission, and reserve. To activate these commissions, click the toggle on the left side of the commission or commissions that apply to the employee. This marks the commission as "Active."

Step 17. Enter the percentage for the applicable commission or commissions. You can also add a minimum for each commission to ensure that the employee is paid at least that amount of commission on applicable deals. 

Step 18. Click Save. The employee record is now complete. 

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