Manage Employers

To sort the Manage Employers page:

1. Select the contact type you want to view from the Employers with a Contact Type of field.

2. Search for specific employers by entering their name in the Search in the upper-right corner of the Manage Employers table.

To add an employer:

1. Click Add Employer in the bottom-right corner of the Manage Employers table.

   The Add Employer window opens.

   If the Add Employer window is too large, hover your cursor over the corner of the window. Your cursor will change to a resize cursor. Click and drag to resize the window.

2. Select the Company Type.

   If this employer is a company that will be paid, you MUST select Vendor from this field.

3. Select the contact type this employer is from the Available under the Contact Type heading.

   Press and hold CTRL on your keyboard to select multiple values.

4. Click > > to move the contact type from the Available to the Selected field.

5. Select the maintenance categories this employer belongs to from the Available under the Maintenance Categories heading.

   Press and hold CTRL on your keyboard to select multiple values.

6. Click > > to move the maintenance categories from the Available to the Selected field.

7. Complete the following fields in the General Information table:

   • Name

   • Address

   • City

   • State

   • Postal Code

   • Country

   • Phone

   • Fax

   • Department

   • Mobile #

   • Email

   • Website

   • AKA Name

8. Select the parent company from the Master Employer Group field.

   Create a new group or category.

9. Enter notes in the Notes field.

10. Complete these fields in the Financial Details table:

    • Vendor Number

    • Federal Tax ID

    • Bank Routing #

    • Account #

    • Hourly Rate

    • Travel Rate

    • After-Hours Rate

    • Early Pay Discount: Percentage discount if the balance is paid in the “early pay days” period

    • Early Pay Days: Number of days that the discount percentage applies

    • Net Pay Days: Number of days until balance is due in full without discount or penalty

      The Early Pay and Net Pay fields only impact recurring expenses where the A / R Flag check box is selected.

      The transaction amount is not modified by the early pay discount, but if you use this, the transaction payment due date is adjusted by the net pay days. Early Payment Discount Option for A/R Leases contains more information.

11. Complete these fields in the Company Information table:

    • Coverage: Level of coverage. Create a new group or category.

    • Number of States: Number of states the employer services.

    • Number of Technicians: Number of technicians this employer has.

    • Number of Service Trucks: Number of service trucks this employer utilizes.

    • Business Hours: Business hours of the employer.

    • After-Hours Contact: Contact information of the after-hours contact.

12. If this employer has the Company Type Vendor:

    1. Select the job titles you want the Vendor Administrator to have access to from the Available field of the Job Titles sub-section.

       Press and hold CTRL on your keyboard to select multiple values.

    2. Click >> to move the job titles to the Selected field.

    3. Repeat these steps for the job functions and user classes you want the Vendor Administrator to have access to.

    4. Select Allow Employees Upload / Download access to Employer Documents if employees of this employer should have Upload / Download access to documents uploaded by other employees of the same employer.

       This feature only applies if the users already had Upload Only access to the folder. To learn more about Upload / Download access, see Folder Security.

       If you do not have the Allow Employees Upload / Download access to Employer Documents check box in your layout, you will need to add it to your Manage Employers List Layout.

13. Select the Self-Perform? check box if this employer performs work themselves (rather than hiring third-party assistance).

14. Select the Has After Hours Support? check box if this employer has after-hours support.

15. Select the employer rating from the Vendor Rating in the Rating/Additional Information table.

    Create a new group or category.

16. Enter the effective date of your contract with the employer in the Effective Date field.

    You can also click Calendar to open the Date Picker and select the appropriate date.

17. Select the check boxes for all that apply:

    • Is Preferred Vendor?

    • Is Primary Owner?

    • Is RE Contract Vendor?

    • Is Equip Contract Vendor?

    • Is Minority Owned?

    • Is LGBT Owned?

    • Is Female Owned?

    • Is SBA Program?

      SBA stands for the US Small Business Administration.

18. Click Add.

    The window closes. The employer is saved.

1. Find the employer you want to edit.

2. Click Edit in the Actions column of the record.

   The Edit Employer window opens.

3. Make your changes.

4. Click Update.

   The window closes. Your changes are saved.

You can access and manage the records of employees from the Edit Employer window.

To manage the employees associated with an employer:

1. Find the employer or vendor whose employee records you want to manage.

2. Click Edit in the Actions column of the record.

   The Edit Employer window opens.

3. Click Show Employees link in the upper-right corner of the window.

   The Members / Contacts window opens.

4. Find the employee you want to modify or delete.

5. Do one of the following:

   • To edit an employee:

     1. Click Edit in the Actions column of the record.

        The Edit Person window opens.

     2. Make your changes.

        To learn more about the options in the Edit Person window, see the Add a Person procedures.

     3. Click Update.

        The window closes. Your changes are saved.

   • To delete an employee:

     1. Click Delete in the Actions column of the record.

        A dialog opens, asking you to confirm your choice.

     2. Click Yes.

        The dialog box closes. The person is deleted.

To delete an employer:

1. Find the employer you want to delete.

2. Click Delete in the Actions column of the record.

   A dialog opens, asking you to confirm your choice.

3. Click Yes.

   The dialog box closes. The employer is deleted.

1. On the Manage Employers page, click Edit in the row of the Vendor Employer that you want to add vendor sites to.

2. Select Vendor in Company Type if not already selected.

3. Scroll to the Vendor Sites pane then click Add Vendor Site.

   Existing inactive vendor sites are not listed.

4. Complete the fields and click Add.

   The Vendor Site ID and Vendor Site Name you enter must be unique to the vendor to which this vendor site relates.

5. Click Update in the Edit Employer dialog.

   The vendor displays on the Manage Vendor Sites page.

6. To view the newly created vendor site, on the System Administrator Dashboard click Manage Vendors > Manage Vendor Sites.

Once you have created a vendor, you can add information about insurance policies they hold. This table is not visible when you first add a vendor.

Add Vendor Insurance

Edit Vendor Insurance

Delete Vendor Insurance