This guide explains how to set up and manage accounts and sub-accounts in your website’s dashboard, focusing on navigating the right-hand sidebar for account management.
Accessing the Accounts and Sub-Accounts Sidebar
1. Log in to the Dashboard: Upon logging in, locate the accounts and sub-accounts column on the right-hand side of the viewport.
2. Open the Sidebar: If the sidebar is not visible, click the circle with a `<` icon at the top-right of the viewport to expand it. To collapse, click the `>` icon.
3. Sidebar Features:
- Search Function: At the top, use the search bar to filter accounts by name.
- Account List: Accounts are listed alphabetically. Scroll to browse.
Default Accounts:
- Walk-In: Used for in-store customers (e.g., sales reps creating orders/estimates without an account). Do not modify it.
- Web Orders: Captures activity from non-registered customers. Do not modify it.
Managing Accounts
1. Hover Actions:
- Hover over an account to reveal a hamburger menu.
Menu Options:
- View address and settings.
- View contacts.
- View orders and lists.
- Create sub-accounts.
- Create wishlists or estimates.
- Delete the account.
Close the menu by clicking the `X` at the top.
2. Selecting an Account:
- Click an account to view details:
- Account Name: Displayed in light blue with a toolbox icon.
- Details: Phone number and address below the name.
- Sub-Accounts: A search box and list of sub-accounts appear, showing estimate counts, wishlists, and orders.
- Click a sub-account name (in blue) to view its estimates, wishlists, or orders. Toggle between tabs to review.
3. Adding Items to Estimates:
- Enter an item number in the sidebar’s search box or select items from the catalog and click Add.
- Once items are added, click View Estimate at the bottom to go to the cart page.
Cart Page:
- Order Details: Edit details using the Edit button.
- Estimate Number: Generated automatically.
- Adjustments: Modify quantity, notes, or pricing.
- Options: Use buttons for Pay Now, Email, Print, etc.
4. Admin/Sales Rep Adjustments
- Changes made by admins or sales reps will reflect in the Customer’s ‘Manage Orders & Lists’ section when they log in.
Managing Sub-Accounts
1. Hover Actions:
- Hover over a sub-account (folder icon) to access the hamburger menu.
- Menu Options: Same as accounts, plus an option to Move Sub-Account to another parent account (e.g., if created under the wrong account).
- Relocate orders or estimates as needed.
2. Viewing Sub-Account Details:
- Select a sub-account to view its estimates, wishlists, or orders.
- Click the sub-account name (in blue) to see all added items.
Creating an Account
1. Steps:
- In the sidebar, click the blue + button next to the search bar.
- Enter an Account Name (required).
- On Account Type: For Account Type, select "Contractor." If the default is used, it will be set to "Walk-In."
- Click The Green + Add button.
2. Updating Account Information:
- Select the account from the sidebar.
- Click the account name (in light blue) to open the Account Settings pop-up.
- Add details: address, email, billing, shipping, and assign a sales rep.
- Sales Rep Notifications: Assigned reps receive alerts for estimates or orders.
- Login Setup: Under Contacts > Login Settings, create a login and set permissions.
- Account Settings -> Account Custom ID: This field is used for connecting integrations. Enter the account ID number found in your ERP system here, this links the account to your ERP.
- Click the blue Update button to save.
Creating a Sub-Account
1. Steps:
- Select the parent account.
- Click the blue + button to add a sub-account.
- Enter a sub-account name, then click the green "Create" button when you're done.
- The sub-account appears under the parent account (folder icon).
2. Creating Estimates/Orders:
- With the sub-account selected, click the + button.
- In the pop-up, name the estimate (all orders start as estimates).
- Click the green Create button.
- Add items via the catalog or by searching item numbers in the sidebar.
Dashboard navigation is located in the dark gray bar.
1. Global Search:
- At the top of the dashboard, use the Search All bar to find accounts, estimates, orders, or items across the database.
2. Tabs and Controls:
- Account Tabs: Indicate the open account and sub-accounts.
- Reset Button: Clears queued accounts for a fresh start.
- Quick Link:( Create New ‘+’ ) Create Account an estimate by entering account, sub-account, and order names, then add items.
- Knowledge Base: Access the knowledge base and FAQs via the `?` tab.
- Workspace: Switch between admin, sales rep, or custom workspaces.
- User Indicator: Shows the logged-in user.
This guide covers the basics of managing accounts and sub-accounts. For more information, visit the Knowledge Base through the dashboard’s ‘?’ tab. If you need additional documentation, feel free to contact us at clientservices@xologic.com — we’ll be happy to create it for you.
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