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Employee – Setup

Revised 04/14/2020 1 | Page

To enter Employees in Restoration Manager, go to Settings → System Setup → Employees Note: Employee records can only be setup by the Administrator of the application.

To enter a new employee record, click the + icon located to the top right of the page.

Overview of the Employee Detail Page:

Employee ID: Enter the employee ID. Example: Last Name, First Name Initial (BryantD), First Name, Last Name Initial (DawnB), Employee ID (0721), Alpha Numerical combination (D21B), etc. Notes: If you have an integration with Sage 100 and would like the Supervisor, Salesperson and Estimator to import into Sage 100 then the Sage 100 employee number must be applied to the Restoration Manager Employee ID and match exactly.

On Call: Check this box if the employee may be on call. If the box is checked “Yes” will display within the On Call column on the Employee page if the box is not checked then “No” will display in the column.

First and Last Name: Enter the employee’s First Name, Last Name, the Middle initial is optional. Recommendation: Within the First Name field apply the first name that the employee goes by such as their middle name, nick name, etc.

Title/Position: Select the Employee’s Title/Position for the Company from the drop down. Note: If the Title/Position is not within the drop-down selection, go to Settings→ System Setup→ Settings→ Other Settings, Title/Positions to add an additional Title/Position. Click the + icon then type in the description, select which area in the database you would like the description to available within Company, Sub/Tech, Job or Employee.

Initials: Apply the employee’s initials within the initials field. Note: Name/Date/Time Stamp is available throughout the application sometimes Name/Date/Time Stamp uses the full name in other areas it only uses the initials, if the initials field is blank nothing will time stamp.

Address, City, State and Zip: This can be the Business Address a personal Home Address or left blank these are optional fields. Note: Only the Administrator of the application will see the address, this information is secure and will not display externally.

Employee – Setup


Phone Fields: You can enter up to five (5) phone numbers. Only the first two (2) phone numbers will always print, please ensure these are business related numbers. Next to each phone number is a drop-down menu to select the type of phone number. Example: Main, Cell, Work, etc. Phone fields 3-5 are only visible to the administrator only.

Email Address: Enter the Employees business email address so the Employee can email out of the application, receive email notifications, and receive emails that are generated by someone else.

SMS/Text: Select the Country Code from the drop-down menu. Enter the Employees cell number no spaces, dashes, etc. just the number by applying the number the employee can receive a text when sent from Restoration Manager. Example:

Username & Password: Enter a username & password **required for the employee to log into RM Recommendation: Copy the password and paste it in the notes field then Name/Date/Time Stamp. After Saving the employee record the Password is no longer visible. IMPORTANT: The password must equal a strength of weak or above (good, excellent) to save the employee record. Example:

Sample of the Password strength meter – not meeting the minimum requirements.

The following message will display if you click Save and have not met the minimum strength requirement “Weak”.

Allow RM.NET access: Check the box **required for the employee to log into RM

Allow RM.Mobile access: Check the box for the employees that will be using Mobile in the field. (Intuitive Mobile or ManageIT Mobile).

Login Type: There are three (3) Login Types, select the Login Type from the drop-down. • Admin: Admins have the highest access within the application. They can see all, do all, and have access to the backend

parameters of the application Settings, System Settings & Office Setup.

• Power User: Power Users can access all jobs in the application whether they are assigned to the record or not. The power users Permissions & Report Permissions are selected and maintained by the Administrator. The Power User doesn’t have access to Settings, System Settings & Office Setup (backend parameters).

• User: Users can ONLY access jobs that they are assigned to. The users Permissions & Report Permissions are selected and maintained by the Administrator. The Power User doesn’t have access to Settings, System Settings & Office Setup (backend parameters). Note: If the employee is going to use ManageIT Mobile they must have a Login Type of Admin or Power User.

Dashboard Views: There are two (2) dashboard views, select the dashboard view from the drop-down that will benefit the employee the most. Production or Sales/Marketing.

Employee – Setup


Notes: The administrator can enter notes on the employee record. Notes entered in this field will print on the Employee Detail Report.

Name/Date/Time Stamp: This is an optional field and is available throughout the application, when selected this will stamp the full name or just the initials of the employee depending on how much room is available on the page.

Home Office: This is an optional field and typically only applied if there is more than one office. This represents the main office / location the employee works out of. If the employee works out of more than one office do not select anything.

Offices available in/log into*: Select the Office(s) the employee has permission to log into. **required for the employee to log

into RM

Auto Logon to these region*: Select the Region(s) you would like the employee to auto logon to. (if applicable)

Auto Logon to these offices*: Select the Offices you would like the employee to auto logon to. (if applicable)

To save the record click the save icon located to the bottom left of the page. Reminder: The fields highlighted in yellow are required fields for the employee to have access and log into Restoration Manager.

Employee – Setup


Personal Information Tab:

All the fields within this page are optional. For the individual employee(s) that need to meet a Yearly Sales Goal enter the Goal within this page. In addition, for the individual Employee(s) that could receive Commissions for Invoices applied to jobs add the commission percent to the Invoice % column per Loss Type. For the individual Employee(s) that could receive commission off Paid Invoices add the commission percent to the Collection % column per Loss Type. For the individual Employee(s) that could receive commission off the job Gross Profit add the commission percent to the Gross Profit % per column per Loss Type. A picture of the employee can be uploaded by selecting the camera icon this picture is only viewable through the portals (Job Portal, Company Portal, and Sub/Tech Portal) dependent upon the Portal setup. If any information is added within this page, please remember to click the save icon located to the bottom left of the page.

Employee – Setup


Permissions Tab:

Within this page you can select the employee permissions (access or functions). Toggle All: By checking this box it checks all permissions within the page. After selecting the permissions remember to click the save icon located to the bottom left of the page. Note: A description of each permission is available on pages 6-11.

Employee – Setup


Permission Descriptions: Charges

• Re-open Charges: by checking this box the employee can re-open WO charges.

Dashboard

• Allow GP Graph View: by checking this box the employee can view GP% on the Gross Profit Performance Dashboard panel. This permission is only applicable when the Dashboard is set to the Production view.

Integrations

• Create Xactimate® Project: by checking this box the employee will be able to use the Send Job to Xactimate function which creates the Project in Xactimate.

Correspondence

• Delete: by checking this box the employee will be able to delete ANY correspondence record. • Edit: by checking this box the employee will be able to edit ANY correspondence record.

Note: All employees have permission to add correspondence notes.

Utilities

• Re-Assign Job EST/PM: by checking this box the employee will have access to do a mass reassignment of the Estimator or PM assigned to a Job.

• Re-Assign WO EST: by checking this box the employee will have access to do a mass reassignment of the Estimator or PM assigned to a Work Order.

Documents

• Add: by checking this box the employee can add Documents to the Job, Company or Sub/Tech records. • Delete: by checking this box the employee can delete ANY Document associated with a Job, Company or Sub/Tech record. • Edit: by checking this box the employee can edit and document associated with a Job, Company or Sub/Tech record. If this

is not checked and the add permission is checked, they still will not be able to add a new document.

Merge Templates (Email & Text Templates)

• Add: by checking this box an employee with a Login Type of Power User or User can add Email and/or Text Templates. • Delete: by checking this box an employee with a Login Type of Power User or User can delete ANY Email and/or Text

Template. • Edit: by checking this box an employee with a Login Type of Power User or User can edit ANY Email and/or Text Template.

Inspections

• Allow Review: by checking the employee will have the ability to review an Inspection in .NET. • Edit On Hold: by checking this box the employee will have the ability to uncheck the On Hold .NET at the job level. • Re-open Template: by checking this box the employee will have the ability to re-open a closed inspection in .NET at the job

level.

XA

• Enable Send Correspondence to XA: by checking this box the employee will have the ability to send correspondence notes to XactAnalysis (XA).

• Enable Send Documents & Pics to XA: by checking this box the employee will have the ability to send documents and

pictures to XactAnalysis (XA).

• Enable XA Trans ID Entry: by checking this box the employee will have the ability to apply or remove the XactAnalysis (XA)

Trans ID number.

Employee – Setup


Manager’s Dashboard

• Job Summary By Employee: by checking this box the employee has access to the Job Summary Dashboard.

• Project Management Summary: by checking this box the employee has access to the Sales/Estimates Dashboard.

• Sales/Estimates By Employee: by checking this box the employee has access to the Sales/Estimates Dashboard.

• Task Performance Analytics: by checking this box the employee has access to the Sales/Estimates Dashboard.

Example of the Job Summary Dashboard:

Employee – Setup


Example of the Company Management Dashboard:

Example of the Sales Dashboard:

Employee – Setup


Example of the Task Performance Dashboard:

Enterprise, National, Preferred and Prospect Accounts Important: Account permissions ONLY apply if Company Accounts are used.

• Add: by checking this box the employee can add the account to a company record. • Delete: by checking this box the employee can delete ANY Company record. • Edit: by checking this box the employee can edit the company record. If this permission is not checked Save at the bottom

of the record is greyed out, anything they add to the record such as address, email address, phone number, etc. cannot be saved.

• Limited View: by checking this box the employee can’t open the record with a specified account. They are not able to view the company details, such as address, company type, etc. nor can they access any contact records associated with the company.

Tasks • Add: by checking this box the employee will be able to add a Task. • Delete: by checking this box the employee will be able to delete ANY Task.

• Edit: by checking this box the employee will be able to edit ANY Task.

• Request Completed Task Notification: by checking this box the employee will receive completed Task email notification.

Subs/Techs • Add: by checking this box the employee will be able to add a Sub/Tech record. • Change Status: by checking this box the employee can change the status from Active to Inactive. • Delete: by checking this box the employee will be able to delete ANY Sub/Tech record. • Edit: by checking this box the employee can edit the Sub/Tech record. If this permission is not checked Save at the bottom

of the record is greyed out, anything they add to the record such as an address, email address, phone number, etc. cannot be saved.

Loss (Example: Water, Fire, Structural Repairs, etc.)

• Add: by checking this box the employee can apply the Loss to a Lead/Job. • Bypass Date Rules: by checking this box the employee will be able to bypass the date rules defined by the administrator. • Close: by checking this box the employee will be able to close the Loss. • Delete: by checking this box the employee will be able to delete any Loss applied to the Lead/Job. • Edit: by checking this box the employee can change the Loss applied to the Lead/Job. • Sign Off: by checking this box the employee can get the customers signature on the Loss using IM ONLY.

Companies

• Add: by checking this box the employee will be able to add a new Company. • Change Status: by checking this box the employee can change the status from Active to Inactive. • Delete: by checking this box the employee will be able to delete ANY Company record. • Edit: by checking this box the employee can edit ANY Company record. If this permission is not checked Save at the bottom

of the record is greyed out, anything they add to the record such as an address, email address, phone number, etc. cannot be saved.

• Limited View: by checking this box the employee can’t open a Company record. They are not able to view the company details, such as address, company type, etc. nor can they access any contact records associated with the company.

Employee – Setup

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Consumables

• Inv. Adjustment: by checking this box the employee will be able to adjust Inventory. • Issue P.O.: by checking this box the employee can issue a P.O.to order consumables. • Receive P.O.: by checking this box the employee will be able to receive a P.O. for consumables. • Set Trigger: by checking this box the employee can set a trigger point to re-order consumables. • Transfer Stock: by checking this box the employee will be able to transfer the consumables stock. • Void P.O.: by checking this box the employee will be able to void a P.O. issued to order consumables.

Jobs

• Add: by checking this box the employee will be able to add a new Job. • Change Status: by checking this box the employee can change the status from Active to Inactive. • Delete: by checking this box the employee will be able to delete ANY Job. • Edit: by checking this box the employee can edit ANY Job record. If this permission is not checked Save at the bottom of the

job is greyed out, anything they add to the job such as a Claim #, etc. cannot be saved. • Edit Employees: by checking this box the employee can edit employees assigned to the job such as Estimator, PM, etc. • Edit Linked Jobs: by checking this box the employee will be able to link jobs. • Move Jobs Between Sites: by checking this box the employee can move the Job to another Office (Location, Site, Division).

WOs (WOs short for Work Orders)

• Add: by checking this box the employee can a WO. • Change Date Completed: by checking this box the employee can change/adjust the date the WO was completed. • Change Date Due: by checking this box the employee can change/adjust the Due Date on the WO. • Change Date Received: by checking this box the employee can change/adjust the Rcvd Date on a WO. • Change Date of Loss: by checking this box the employee can change/adjust the DOL Date on a WO.

• Close: by checking this box the employee can update the status on the WO. • Delete: by checking this box the employee can delete ANY WO. • Edit: by checking this box the employee can edit ANY WO. • Require Action Taken Field: by checking this box Action Taken (Work Order note ONLY) is required and the employee is not

able to click Save until something has been added in Action Taken. • Require Area Field: by checking this box Area is a required field and the employee is not able to click Save until Area has

been applied. • Require Determination Field: by checking this box Determination is a required field.

Sign Off: by checking this box the employee can get a sign off on a WO in .NET and IM.

Report Printing Contacts, Dashboard, Equipment/Consumables, Job Contacts, Jobs, Losses, Sales Route, Schedules, Sub/Tech, Sub/Tech Contacts, Tasks Pages.

• by checking the box next to one of the specified pages the employee will have the ability to generate a report or export data from the page.

Example View Jobs Page report icons

Employee – Setup

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Job Costs

• Actual:

o Add: by checking this box the employee can manually enter actual costs.

o Edit: by checking this box the employee can edit an existing manually entered actual cost.

o Delete: by checking this box the employee can delete an existing manually entered actual cost.

• Budget:

o Add: by checking this box the employee can apply the budget to a job.

o Edit: by checking this box the employee can edit an existing budget on a job.

o Delete: by checking this box the employee can delete an existing budget on a job.

Note: To use the Override Budget button Edit Budget must be checked.

• Collections:

o Add: by checking this box the employee can manually enter payments received.

o Edit: by checking this box the employee can edit a manually entered payment.

o Delete: by checking this box the employee can delete a manually entered payment.

• Estimates:

o Add: by checking this box the employee can manually enter an estimate.

o Edit: by checking this box the employee can edit a manually entered estimate.

o Delete: by checking this box the employee can delete a manually entered estimate.

• Invoiced:

o Add: by checking this box the employee can manually enter an invoice amount.

o Edit: by checking this box the employee can edit a manually entered invoice amount.

o Delete: by checking this box the employee can delete a manually entered invoice amount.

• Allow Removing Xactimate Estimate: by checking this box the employee will have the ability to remove the uploaded

Xactimate Estimate from the Job.

• Create Estimate Invoice: by checking this box the employee will have the ability to create an Estimate Invoice.

• Viewable: by checking this box, the employee can view job financials (costs) such as the Estimate, Budget, Actual Costs,

Invoices and Payments Received.

Employee – Setup

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Reports Permissions Tab:

Within this page you can select which Reports the employee can access and run from the Report Profiler menu. Note: Please refer to the following reference document All Reports Document available on the University under Training Documents → Report Information. The document provides you with a snippet of each report and will assist in deciding which reports the employee should have access to.

Toggle All: By checking this box it selects reports within the page. After you are finished selecting which reports the employee has access to, click the save icon. The page will redirect back to the employee record as a refresh.

Allow Reports (current and future releases): Recommendation go back to Reports Permissions page and check the Allow Reports box. This allows future released reports to display. Once the page collapses DO NOT click the save icon again.

Employee – Setup

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Certifications Tab: Within this page you can apply Certifications the employee has received. Certification Types need to be added before you can proceed with adding Certification Details. To setup Certification Types please refer to the following reference document Certification Types – Setup available on the University under Training Documents → Administrator. To add an Employee Certification record, click the add icon to expand the page.

Select the Certification from the drop-down, add the Description and the Expiration Date, click save.

After the Certification record has been saved click the Certification row to expand and upload the Certificate. Click Select files… to browse and upload the Certificate or drag and drop the Certificate in the grey area of the Select files…. Box.

Employee – Setup

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To continue adding additional employees select the Employees Tab and then click the + icon button located to the top right of the page. A Detail or Summary Employee report can be generated from the Employee page by selecting the print icons located at the top right of the page.