Sales Reps / User Logins

Navigation: From the Main Menu select Setup Entry and then press the Employees button.

From the Employees setup window you can not only create logins for employees, but you can also setup their commission rates, their various permissions, and their rights to other stores if applicable.

Creating Employee Log-ins

• Press the New button
• Initials: Enter the Initials of the employee. This can be one to three characters. It must be unique to each employee. (If you are on a Multistore System, it is required that all of these initials be unique among all stores, because any employee can visit any store.)
• Name: The full name of the employee.
• Mechanics/Sales Rep: Is the employee a mechanic, sales rep or both? Check the appropriate box(s).
• Phone 1 & 2: These are the personal and alternate numbers for the employee. These are optional.
• Parts/Labor Comm %: What is the commission rate that this sales rep will receive on parts and/or labor? This information can always be changed later.
• Base on: If applicable, what will the commission rate be based on, Sales or Profit?
• Active: Is this a current employee who is able to log in?
• Login Password. Although a password is not required, it is highly recommended that users have passwords. This is especially important for users with full system access. In fact, if you have full system access, it is often prudent to create a second login for yourself with sales entry rights only. That way, if you log in at the front desk to create a workorder, you don’t have to worry about logging out before leaving the workstation.
• You can optionally enter the cost the employee is paid for doing mechanic work in the cost column. This is not their actual wage, but a cost which will be associated with the labor performed, so you can get a rough idea of your gross profit in your sales reports.

*Tip: If an employee is no longer with the company it is best to uncheck the Active box rather than deleting the employee. If an employee is deleted you may find that certain reports are not accurate or are missing details. It is best to keep an employees information in the system for at least one fiscal year.

Setting Store Rights

If you have multiple locations and would like to set up certain employees with the rights to be able to login to different stores:

• Select the employee that you would like to grant store rights to from the list of employees.
• Depending on the role of the employee you may use recommended permissions by using the Sales Rep Defaults, Mechanic Defaults, Sales Manager Defaults or Back Office Defaults buttons.
  • You may also customize the employee permissions by checking and unchecking and of the boxes.
• Select the store that you would like to grant access to with the store drop down box. Press the Copy Permissions button and then the Paste Permissions button.
• If you would like to grant store rights for all stores you may do so quickly by pressing Copy Permissions and Past to All Stores.
• Similarly you may use the Uncheck All button to clear all selected boxes.
• Press the Save Changes button when you are done.
  

Setting Commission Rates

Basic commission rates can be set when initially entering the employee information, but the Edit button will give you many more options. Upon entering the Commission Setting window you will see two columns for Parts and Labor. Commission can be based on sales of parts, labor or both.

• Base Commission: What do you want to base the commission rate on? The total Sales of the invoice or the profit?
• Commission % Before Cutoff: Would you like your employees to make a different commission rate after they have met a certain goal? If so you can first choose the beginning rate. Say for example, you would like the employee to make 5% up until they have reached $2000 then any sales after that they will make 10%.
• Sales/Profit Cutoff Amount: This is the dollar amount an employee must reach either by sales or profit before their commission % can reach the second rate.
• Commission % after cutoff: This is the rate that will be used on the amount after the Cutoff Amount.
• 2nd Commission Rate: This is an additional commission rate which does not have a cutoff amount.