Using Focus3

Managing Employee User Accounts

Overview

• Employees (aka "Users")
  • An Employee is a person associated with the Company who has a Focus3 User Account. Focus3 also refers to Employees as "Users".
• User Accounts
  • A User Account is the information that allows an Employee to access Focus3. Each Employee within a Company requires a unique User Account to access Focus3.
  • Employee User Accounts consist of several sections:
    • Company Account
      • Employee information that is common across all Properties within a Company.
      • The Company Account primarily consists of the Employee's Name, User ID, Password, and Status (Active/Inactive).
    • Property Account
      • Employee information for a specific Property. Multiple Property Accounts may be linked to a single Company Account.
    • Permissions
      • Employee access privileges for a specific Property.
    • Sales Assistants
      • List of any other Employees who are authorized to access and manage the selected Employee's assigned Contacts.
  • After an Employee User Account is added to a Property, the same Company Account may be used to access other Properties within the Company. Each Property must select the Employee's existing Company Account when creating the new Property Account.
  • Only Users with the "Manage User Accounts" permission enabled may add or edit User Accounts. This Permission should only be granted to the most trusted individuals. Usually, only your Company's Focus3 Administrator(s) will have this Permission.
• Permissions
  • Permissions are access privileges that may be granted to Users so they may access various functions within Focus3.
  • User Permissions may be defined at the Department and User Account level for each Property.
  • User Permissions are property-specific. If a Company has multiple Properties, a single User Account may be assigned unique Permissions for each Property.
• Departments
  • A Department is a set of common User Permissions that may be related to a Property Accounts.
  • Departments may be created as desired to help simplify managing User Permissions.
  • Employee User Accounts are related to a Department so, when the User Permissions for the Department are updated, the User Permissions on each User Account with the selected Department are also updated.
  • Note: Changes made to Department Permissions will effect Users who are currently logged in. The changes made to the Department will take effect the next time the Users log in.
  • Several sample Departments are included in Focus3 by default. (ex. Data Entry, Marketing, Sales, Management, etc.)

Related Tasks

• All Users:
  • Viewing Employee Information (All Users)
    1. Click on the Admin tab to display the Admin page.
    2. Click on the Employees link to display a list of all active Employees User Accounts. All Employee User Accounts (Active and Inactive) may be displayed by changing the drop-down menu on the upper right. The fields displayed are Employee Name, Email, Work Phone and Cell Phone. Mouse over the Employee Name to display additional contact information.
• Users with the "Manage User Accounts & Permissions" Permission:
  • To Add/Edit Departments:
    1. Click on the Admin tab to display the Admin page.
    2. Click on the Departments link to display the Departments page.
    3. Click on the Department Name that you'd like to modify, or click on the "Add Department" link to add a new Department.
    4. Edit the fields as desired and click the "Save" button. See the Permission Field Descriptions below for descriptions of the Permissions that may be assigned to each Department.
  • Adding Employee User Accounts
    1. Click on the Admin tab to display the Admin page.
    2. Click on the Employees link to display a list of all active Employees User Accounts.
    3. Click the "Add Employee" link on the upper right corner to display the "Select Company Account" page.
    4. All existing Employee Names including those from other Properties within your Company will be displayed in the "Select Company Account" drop-down menu.
       1. If the Employee Name for the User Account you're adding is included in the drop-down, select the Employee Name. Click the "Next" button to display the "Property Account Details" page.
       2. If the Employee Name for the User Account you're adding is not included in the drop-down, select the "Create New Account" option. Click the "Next" button to display the "Company Account Details" page. Enter all required information and click the "Save" button to display the "Property Account Details" page.
    5. Enter all required information in the Property Account Details section and click the "Save" button to save the new User Account. An email containing the User Account information will be sent to the Employee's primary email address so they may log in.
    6. To edit Sales Assistants, click on the "Manage Sales Assistants" link in the upper-right to display the Sales Assistants page. Add or remove Sales Assistants as desired and click the "View Employee Summary" link to return to the Property Account Details page.
    7. To edit Property Account information and/or Privileges, on the Property Account Details page, edit as desired and click the "Save" button.
  • Editing Existing Employee User Accounts
    1. Click on the Admin tab to display the Admin page.
    2. Click on the Employees link to display a list of all active Employees User Accounts. All Employee User Accounts (Active and Inactive) may be displayed by changing the drop-down menu on the upper right.
    3. To edit an Employee, click on the Employee's name to display the "Property Account Details" page.
       1. To edit Company Account information, click on the "View/Edit Details" link in the upper-right to display the Company Account Details page. Edit information as desired and click the "Save" button to return to the Property Account Details page.
       2. To edit Sales Assistants, click on the "Manage Sales Assistants" link in the upper-right to display the Sales Assistants page. Add or remove Sales Assistants as desired and click the "View Employee Summary" link to return to the Property Account Details page.
       3. To edit Property Account information and/or Privileges, on the Property Account Details page, edit as desired and click the "Save" button.

Field Descriptions

• Company Accounts
  • Company Account ID
    • System-generated field.
    • Unique Company Account identifier. (ex. 10)
  • First Name
    • Required text input.
    • Employee's first name. (ex. John)
  • Last Name
    • Required text input.
    • Employee's last name. (ex. Doe)
  • Primary Email
    • Required text input.
    • Employee's primary email address. User Account information will be sent to this email address.
  • Active
    • Required drop-down menu.
    • Activates or deactivates the Company Account. Active Company Accounts are billable by Focus3. (ex. Yes or No)
  • User ID
    • Required text input.
    • Employee's user name or unique identifier. A User ID is a unique string of characters that a User must enter to access Focus3. User IDs are usually an abbreviation of the Employee's name or their email address. (ex. jdoe or jdoe@property.com)
  • New Password
    • Required Yes/No radio button input. Defaults to No.
    • If "Yes", will send the User an email containing a new system-generated password when the page is saved. If "No", will do nothing when the page is saved.
• Property Accounts
  • Property Account ID
    • System-generated field
    • Unique Property Account identifier. (ex. 100)
  • Active
    • Required drop-down menu.
    • Activates or deactivates the Property Account. Active Property Accounts allow Users to log in to the Property. (ex. Yes or No)
  • Title
    • Required text input.
    • Employee's job title. Used as a merge field on Correspondence.
  • Work Phone
    • Required text input.
    • Employee's work phone number. (ex. (888) 555-1212)
  • Ext
    • Optional text input.
    • Employee's work phone number extension. (ex. 123)
  • Fax
    • Required text input.
    • Employee's fax number. (ex. (888) 555-1212)
  • Cell
    • Optional text input.
    • Employee's cell phone number. (ex. (888) 555-1212)
  • Home Phone
    • Optional text input.
    • Employee's home phone number. (ex. (888) 555-1212)
  • Email
    • Required text input.
    • Sales Exec's Property email address. This email address will be displayed in the "From" field on any Emails or Correspondence sent from the Sales Exec by Focus3. (ex. joe@property.com)
  • Address
    • Required text input.
    • Employee's address. (ex. 123 Any Road)
  • City
    • Required text input.
    • Employee's city. (ex. Dallas)
  • State
    • Required text input.
    • Employee's abbreviated state. (ex. TX)
  • Postal Code
    • Required text input.
    • Employee's zip code. (ex. 12345-1234)
  • Department
    • Required drop-down value.
    • Displays a list of available Departments. Selecting a Department will populate its associated Permissions for the selected User Account. (ex. Sales, Management, Marketing, etc.)
• Permissions (On Departments and Property Accounts)
  If a Permission checkbox is selected (checked), Users with the Permission may:
  • Add Contacts
    • Add new Contacts to Focus3.
  • View All Contacts
    • View Contacts that you are not the assigned Sales Exec or Sales Assistant for.
  • Transfer Contacts
    • Transfer Contacts between Sales Execs.
  • Fulfill Correspondence
    • Access the "Fulfillment" link to generate fulfillment batches and merge documents to print letters, envelopes, and/or labels.
  • Contact Tools
    • Access functions including Contact Segmentation, Contact Import, Contact Updater, Action Scheduler.
  • Delete Items
    • Delete specific items from Focus3. A "Delete" button will appear on items that may be deleted.
  • Generate Reports
    • Generate and View Reports.
  • Offsite Search
    • Search for Contacts in other Property databases within your Company.
  • Add/Manage Reservations
    • Add/edit Reservation records on a Contact.
  • Add/Manage Tours
    • Add/edit Tour records on a Contact.
  • Add/Manage Sales
    • Add/edit Sale records on a Contact.
  • Add/Manage Listings
    • Add/edit property listings.
  • Manage User Accounts & Permissions
    • Add/edit Employee User Accounts and Departments and manage User Permissions.
  • Manage Contact Attributes
    • Add/edit system attributes related to Contacts (ex. Lead Status, Inquiry Types, etc.)
  • Manage All Contacts
    • Edit Contacts that you are not the assigned Sales Exec or Sales Assistant for.
  • Manage Sales & Marketing Attributes
    • Add/edit Campaign Categories, Campaigns, Marketing Collateral, Correspondence/Emails, Action Cycles, Action Cycle Aliases, Brokers, Reservation Events,the Tour Matrix, and Annual Goals.
  • Manage Inventory
    • Add/edit Parcels, Units, Views, Memberships, and Product Types.
  • Manage Misc. Property Preferences
    • Manage various Property configuration options.
  • Manage Web Services
    • Add/edit web services.
  • Manage Public Groups
    • Add/edit/delete Public Groups.
  • Manage All Private Groups
    • View/edit all Contact Groups.
  • Manage Public Groups' Contacts
    • Add or remove Contacts assigned to Public Groups.