Note: If you are a user with 'Configuration User' permissions in your instance, you will be able to access the Configuration and Content Types section from front-end by going to SITE MGMT > Config: 

If you are not a user with Configuration User permissions, follow steps 1 and 2 to access Config > Content types: 

1. Login to ADMIN FastGem. This can be reached by adding /a to the end of your instance URL. For example, the link to the admin portal for our demo instance is demo.fastgem.net/a
2. Click on the 'CONFIG' option at the bottom of the following list. 
   
3. The 'Content Types' tab is the first tab on the upper horizontal menu on the following page. 
   
4. Here, you can edit submission content, workflow statuses, automated texts, etc. Please contact FastGem Support if you are confused by any of the options on the Content Types page. 

**NOTE: THE FOLLOWING ARTICLE SHOWS YOU HOW TO ACCESS INDIVIDUAL ACTION LOGS. TO ACCESS ACTION LOGS FOR YOUR ENTIRE INSTANCE, PLEASE SEE HELP ARTICLE "REPORTING - ACTION LOGS." 

**Note: It is now possible to add notes to existing action logs. For more information, please see THIS article. 

 ***Please note: depending on instance customization, your Customer, Work Order, and other list view pages may be located in different places, and named different things. Please contact a supervisor or FastGem support if you have difficulty finding the correct pages. 

***NOTE: THE FOLLOWING ARTICLE FOCUSES ON CUSTOMER AND WORK ORDER ACTION LOGS. KEEP IN MIND THAT ACTION LOGS EXIST FOR OTHER TYPES OF RECORDS, TOO, SUCH AS INVOICE RECORDS, PAYMENT RECORDS, REP/TECH PROFILE RECORDS, ETC., ETC. CUSTOMER AND WORK ORDER ACTION LOGS ARE USED AS EXAMPLES IN THE FOLLOWING ARTICLE BECAUSE THEY ARE THE MOST COMMONLY UTILIZED. 

**Note: Action logs are searchable:

Accessing Action Logs

*Note: The Action Log data available for users to view differs depending on user permissions. Customer information is restricted to protect privacy/security. 

 Accessing Action Logs from Rep's Sales Page or Techs' 'Installations/Appointments' page:

Accessing From List View: Navigate to Orders>Customers>Action Log (black book) Icon: 

Or, Orders>Customers>Eyeball Icon>Action Logs slider:

 **You can also view/edit/utilize action logs from other list views by navigating to Orders>Work Orders or Orders>Leads and following the same steps as you would in 'Customers/People'. 

NOTE: Some list views may have what appear to be two or more Action Log 'books' beside each other:

This occurs when the Action Logs are 'split.' The 'books' in the 'S' column are the action logs pertaining to the customer, or 'submission.' The 'books' in the 'WO' column are the action logs pertaining to the specific work order. The regular black 'books' are the action logs for that customer and work order combined. 

Accessing from within a Customer or Work Order record:

Manually Entering New Actions into Action Logs

 *Note: Your customer's record must have been saved before you can manually enter an action in the Action Logs. 

• Type in to search or scroll and select the 'Action Log Type' (i.e. Note, Inbound Call, Outbound, etc.):
• 
• Type in whatever notes you need to regarding the subject matter. Click save. The notes will permanently save in the action log 
• 
• Always be sure to 'Save' or 'Save & Close' your work before exiting the 'Edit' view. 

Striking Actions from the Log:

You can manually strike records from the Action Logs, if the option to do so is enabled in Admin (back end).

• To strike an entry from an action log, click 'View All Actions (For this Record)' at the bottom of the log list (highlighted in yellow below):
• 
• Strikeable Action Log entries will have a check box beside them in the 'Strike' column:
• 
• Once the box is checked, the action is 'struck' from the record (but will still be visible as a stricken action to users with Admin permissions).
• 
• To 'unstrike' an action, simply click the X in the 'Strike' column. 

Adding Templates to certain Action Log Types: 

It is now possible to add a pre-configured template (questions to be answered, etc.) to different log types. To configure your log templates, login to the Admin portal/backend of your instance (this can be reached by adding /a to the end of your instance URL. For example, the admin portal of our demo instance can be reached at demo.fastgem.net/a ). Next, click on Config from the main Admin menu:

From within Config, click on the Quality Control tab: 

Scroll down the page until you reach the list of Action Log Types (IMPORTANT: DO NOT DELETE ANY LOG TYPES FROM THIS LIST). For each log type, there is the option to add questions/labels into a 'Template': 

Once you've added the desired text to your log template, make sure you Save the configuration page. In the front end, when  you select the log type from the Type dropdown, your template will load into the log text box: 

**Communication tools also exist within the Actions section. For more information on communication via Actions, please see help articles "Sending a Text Message to a Customer/Lead Manually from FastGem" and "Messaging a User/Group in FastGem, and Receiving/Replying to Messages." When a customer responds to a text message sent from Actions, it will also appear in the QC log (Quality Control tab)

**To configure permissions, texting templates, and action types/labels for the Action Log, you must have administrative permissions. Login to back end (ADMIN) FastGem, go to Config>Quality Control to add/remove/edit action types, to control who can see what types of actions in the logs, and to define which log types are strikeable.Go to Config>Twilio to edit texting templates. 

If the Accounts feature is not enabled for your instance and you would like it to be, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it. and let us know. 

ACCOUNT REVENUE and PAYMENTS: 

Within an account record, you will see 'Total Account Revenue' and 'Total Account Payments' fields.

Total Account Revenue is the combination of all business commissions from orders associated with the account that have been cleared through payroll and had a reconcilation report created for them. Note that the revenue amount will be based on the Expected amount on the reconciliation reports, rather than the actual amount recieved on that work order at any given time from a Provider. 

Total Account Payments is the combination of all payments/rep adjustments to reps/lead reps/techs/referrers for work orders associated with the account that have been cleared through snapshot payroll. Note that Chargeback rep adjustments will be factored into Total Account Payments as soon as the applicable order is charged back, without having been finalized through payroll. (Note that if you want referrers/leasing agents to be automatically charged back you must toggle "Chargeback Referral Fee" to YES in their rep profile). 

Account revenue, payments, and Chargebacks:

When a work order is charged back, the system can automatically update Total Account Revenue to reflect the chargeback amounts. If you would like this to happen then head to the backend of your instance (add /a to the end of your instance address. For example, demo.fastgem.net/a) and click Config. Then, click the Payroll tab. Toggle 'Unpublish Recon and Biz Revenue on Chargeback' to YES. (This will also unpublish the existing reconciliation report that reflects the amount earned from the Provider for this sale). 

For further questions regarding accounts/properties, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

Thank you for using FastGem!

When adding new users from FastGem's main site, you can now assign pre-set user permissions to your new users/reps when you onboard them, using our 'User Groups' feature. This article will explain the process of creating/customizing these user groups, and assigning them to newly on boarded reps/users. 

User Groups are pre-configured sets of permissions, to allow for easy permission assignment when onboarding users in front-end FastGem. It also allows you to assign your employees out-of-the-ordinary permissions (for example, you can assign simple reps certain permissions that would normally be reserved for Internal users, without assigning them the broad Internal User permission itself).

User Group creation/customizations must be made from the Admin portal. 

CREATING/CUSTOMIZING USER GROUPS: 

1. Login to admin portal. 

2. From the main control panel, click on 'Config'

3. On the 'Config' page, click on 'User Groups' tab. (NOTE: If this tab is blank, please contact FastGem Support, so the feature can be enabled.) 

4.Click on the green 'Plus Sign' icon. In the 'Label' field, type in the preferred name of the User Group you are creating. (We have chosen 'Special Reps' for our test name. ) If you need to add additional User Group Labels, just click the icon again and type the preferred name as mentioned above. 

5.Click on the 'Plus Sign' icon underneath 'User Groups' to add a new User Group. In the dropdown that appears, select the permission you would like the new User Group to have. For each new permission that needs to be added, just click the Green plus sign and repeat this step until all necessary permissions are added. If you need to delete a line, field, or group label, click on the red 'minus' icon. 

6. To rearrange the order in which the user groups display in the main FastGem site, you can click the blue 'Directional' icon and drag the entire line, label, or group to the placement/order you would like for it to appear in the front-end dropdown. 

To access User Groups on the Main FastGem site, Go to HR>Create User. From the 'Create User Menu,' look for  'User Groups' drop down. The above steps are how you will edit, add, or customize the contents of this menu.

Using the new Accounts/Properties feature in FastGem, you can easily track portfolios, properties/accounts under those portfolios, leasing agents at those accounts/properties, your reps that sell to those accounts/properties, and orders within those accounts/properties. 

If the Accounts feature is not enabled for your instance and you would like it to be, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it. and let us know. 

CREATING/ACCESSING INDIVIDUAL ACCOUNTS:

To access your accounts, head to ORDERS > Accounts (this may be somewhere slightly different for you depending on your instance's customization): 

Click 'Add Item' to create a new account. Enter the Account Name, main address, any associated Providers, Tags, and Contact Person information (for more information on Contact Roles in accounts, click HERE), as well as any custom data: 

This new account will automatically be added to the profile of whichever rep creates it. 

Note: Tags can be used to track a Portfolio that includes multiple accounts/properties. You can search Person records and Work Order records as well as Accounts themselves by Account Tag to see only orders pertaining to specific Portfolios: 

 MASS UPLOADING/UPDATING ACCOUNTS/PROPERTIES:

You can also mass upload/update Accounts/Properties using FastGem's Mass Upload/Update feature. Simply select the format 'Accounts/B2B/Properties/MDU' from the format dropdown in the 'Upload Account Info' tab of the Mass Upload/Update tool: 

Note that if mass uploading accounts, Status, Providers, and Tags must already exist in FastGem and be spelled the same.

ID is used as the identifier for accounts when mass updating existing accounts in FastGem. For more information on mass uploading/updating Account info, seeTHISarticle. 

 For further questions regarding accounts/properties, please see our help articles or contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

Thank you for using FastGem!

If the Accounts feature is not enabled for your instance and you would like it to be, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it. and let us know. 

 ADDING CUSTOMERS/ORDERS TO AN ACCOUNT/PROPERTY: 

Option 1: You can add a new customer and order record to an account/property record from within the account itself by opening either the 'Account Persons' or the 'Account Work Orders' slider and clicking 'Add Item' from there: 

Option 2: You can add an account to an existing customer/lead from within the person record: 

Once attached, you can filter your customers and work orders list by Account using the Search tools: 

You can access a list of all customer/lead records attached to the account by clicking 'View All Details' from within the 'Account Persons' slider within the Account record itself: 

Or access a list of the work orders attached to the account by clicking 'View All Details' from within the 'Account Work Orders' slider within the Account record itself: 

ADDING CONTACTS TO AN ACCOUNT/PROPERTY: 

You may want to differentiate between customers and contacts attached to an account/property.

For example, if you are selling internet services to an Apartment Complex, you will need a way to track sales to the person/family living in each apartment unit, which can be done as shown above by using the Account Persons (and Account Work Orders) slider within the Account/Property record. However, you will likely also want to keep track of any individual persons managing the Apartment Complex itself, which is when you would use the 'Contact Roles' slider: 

Under Contact Roles, you can toggle the option to either 'Associate Contact' or 'Create New'. If 'Create New' is chosen, you will be able to create a new person record from within this slider. If 'Associate Contact' is chosen, you will simply need to click the dark blue list button beside the Contact field to select a Person record from your existing person records within FastGem, then select their Role and click 'Associate Contact':

Contacts can be separated from Customers/Leads if necessary using status, menu items, etc. For more information on Contacts, click HERE. 

For further questions regarding accounts/properties, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

Thank you for using FastGem!

The company logo which appears at the top of your screen in certain FastGem pages/links (for example, customer pay link pages) is configurable for your instance:

To add/change your company logo as it appears on these pages, log into your Admin FastGem portal and click 'Config.' 

Near the top of the 'General Config' tab, you should see a logo upload bar:

Click 'Select'

Within the pop-up screen, select a Logo from the 'Logos' folder (If you don't already have a logo uploaded, you can upload it into this folder by using the 'upload' button at the top right of the pop-up screen):

Hit 'Insert' at the bottom right of the pop-up screen when you are done. 

Don't forget to click 'Save' in Config! 

For further questions about logos in FastGem, please contact FastGem support at (504) 298-4767 (or by email at This email address is being protected from spambots. You need JavaScript enabled to view it.). 

Thank you for using FastGem!

Please watch this short video for instructions on how to upload your company logo to your FastGem instance home page: 

Promotions are basically pre-configured rep adjustments to be attached to work orders as needed. Promotions can effect rep pay, business pay, or both.

The following article walks you through how to edit promotions and/or add promotions into the system. For instructions on how to tie a promotion to a work order for payout, please see help article 'Creating a Work Order Within a Person Record.' 

Viewing/Editing your currently Active Promotions in FastGem (Front End):

Hover over Payroll, hover over Manage Payroll, and click Active Promotions (Depending on your instance's customization, your 'Active Promotions' page may be located in a different place or be named something slightly different).

You will see a screen of all your active promotions (promotions that have been assigned to work orders):

You can click to edit or view the details of a promotion: 

Don't forget to click 'Save & Close' when finished!

If you need to mass update a large number of currently active promotions that have not yet been finalized through snapshot payroll, see THIS article. 

Adding/Editing Promotions in Admin Portal:

***You must have Admin Permissions to access the following features in FastGem.

Login to Admin (Back end) FastGem, and click 'Config':

Within Config, navigate to the 'Promotions' tab.

You may see the list of Promotions, if there are already promotions entered in your instance. The numbers in the Amount column reflect the amount each promotion will add/subtract to/from the rep's pay for each sale, while the numbers in the Biz Amount column reflect the amount each promotion will add/subtract to/from the expected business commission (from provider) for each sale. Toggle the 'Affects Rep Payroll' toggle at the top of the image below to 'YES' if you wish to allow promotions to affect rep payroll:

Note that if there is nothing entered in the Biz Amount field, the promotion will default to using the Rep Amount as the Biz Amount in payroll, while if there is 0 entered in the Biz Amount field, the Biz amount for that promotion will process as $0 through payroll. 

Use the green button to add a new promotion. Rather than deleting a promotion entirely using the red button, we recommend unpublishing the promotion instead using the 'State' dropdown; this will ensure that past records of this promotion remain accessible. Use the blue button to rearrange the order in which the promotions will appear in the dropdown (front end). In addition, you can select whether or not each promotion defaults to affect the rep's pay or your company pay using the 'Enable Rep by Default' and 'Enable Biz by Default' dropdowns.

You can also add/change promotion status options from here, by clicking on the 'Click Here To Edit' Promotion Status button.

Mass Add: Multiple Promotions at the Same Time

Note: Only Admin users can access and perform this function from the instance's back end.

Overview

The Mass Add Promotion feature allows Admin users to add multiple promotions to an instance at the same time. Instead of creating each promotion individually, you can enter multiple promotion details in one process and upload them all at once.

Steps to Add Multiple Promotions

1. Log in to the Back End

First, log in to your instance's back end using an Admin account.

2. Open Config

Once you are logged in, click Config to access the configuration settings.

3. Open Promotions

From the Config page, click the Promotion button located in the upper-right corner.

You will see several available options. Look for and select Add Mass Promotion Configs.

4. Enter Promotion Details

After selecting Add Mass Promotion Configs, a new page will open.

On this page, enter all the required promotion information, such as:

• Name
• Description
• Amount
• Other fields required by your instance's promotion format

You can add as many promotions as needed

5. Add additional Rows

To create another row for a new promotion, simply press the Enter key. A new row will automatically be generated, allowing you to continue entering additional promotion details.

Repeat this process until you have entered all the promotions you want to add.

6. Mass Upload the Promotions

Once you have finished entering all the required information, click the Mass Upload button located next to the promotion entry area.

The system will process the information and automatically save the promotions to your instance's front end.

Summary

The Add Mass Promotion Configs feature makes it easier for Admin users to create multiple promotions quickly and efficiently. By entering the promotion details in multiple rows and using Mass Upload, you can add several promotions at once without having to create each one individually.

Adding/Editing Promotions in Front End FastGem: 

To get to your Promotions configurations in the front-end of your instance, head to SITE MGMT > Config > Promotions (Depending on your instance's customization, your 'Active Promotions' page may be located in a different place or be named something slightly different. If you are having trouble finding them, please contact support):

 From there you can add/edit promotions setup just like you would in the Admin portal (see section above). 

Adding Promotions to a Work Order in front end: 

Method 1: Add a promotion to an individual work order:

To add a promotion to a Work Order, simply edit the customer/lead record in FastGem. From there, expand the "Work Orders" slider, and find/expand the Work Order to which you want to add the promotion: 

Scroll down the Work Order details until you find the Promotions section. Use the green 'plus sign' icon to add a promotion. You can select a Promotion from the dropdown, set its status, add notes, and designate whether the promotion will affect the pay of the rep attached to the work order, the pay your business expects to receive from the Provider, or both. 

Note: If you have specific amounts per promotion turned on, then when you add a promotion to a work order, you will have the ability to adjust that promotion amount per work order, as shown below: 

If you do not have this feature turned on for your instance but would like it to be, please contact FastGem support. 

Don't forget to "Save & Close" when finished! 

Method 2: Mass-add a promotion to multiple work orders at once: 

If you have multiple work orders which all need the same promotion, and you have the identifying numbers for those work orders, you can use the 'Mass Update WO Status' tool to mass-add promotions. Simply navigate to your 'Mass Update WO Status' AKA 'Mass Update Installations' tool (this may be located somewhere different from shown below, depending on your instance customization):

From this page, similarly to how you would add a promotion to an individual work order, you can use the green plus icon to add a promotion or several promotions to be added to the work orders you identify by their Account/WO/Service Order numbers below: 

Then just click 'Update'!

Promotions added here will not replace existing promotions attached to the updated work orders. 

PROBLEM: PROMOTIONS NOT SHOWING UP FOR PROCESSING IN SNAPSHOT PAYROLL: 

If you have added promotions to a work order and that work order has been cleared but the promotions are still not showing up in Snapshot payroll: 

1. Make sure the package attached to the work order is a commission based package. 

2. Make sure the direct rep's commissions are up-to-date regarding that package. If the package was previously set as NON-commission based, you will need likely need to update the rep's commissions in order to see the promotions appear in Snapshot payroll. 

**YOU MUST BE AN INTERNAL USER WITH ADMIN ACCESS AND MANAGE USER PERMISSIONS TO COMPLETE THE FOLLOWING STEPS

1.  Login to FastGem(Admin). Click to manage users.
   
    
2. Type user name in search box and click on their link.
   
   
3. You should be in the 'FastGem' tab of the following page.
   
   
4. Scroll to 'Receive Downline Override.'
   
   
   
   
5. Toggle to 'Yes'. 
   
6. Click 'Save & Close'. 
   
   

To prevent the creation of duplicate person records, FastGem can allow sales reps to view and add work orders to existing person records, even if those existing person records are already assigned to another rep. If you would like this feature turned on for your instance, please contact FastGem Support. 

HOW IT WORKS: 

A rep entering contact information for a new lead will see a notification of a possible duplicate record in the system, if entering information the system recognizes as pre-existing. Reps can then click directly on the name of the possible duplicate:

In another tab, the existing person record will open. Reps can view but not edit the existing person record, assuming it is not assigned to them or someone in their downline. Reps can click 'Add Work Order' on the existing person record to create a new work order:

This article was created to give users with ADMIN access a general idea of what each permission is when onboarding a new user, so you have a better understanding of what the user you are inputting in the system is able to do inside of FastGem. It is assumed that you have already passed the Name/Email screen of onboarding a user, and are now looking at the Assigned User Groups tab. 

NOTE: Currently, the 'Can View Payroll Projection' permission applies to IBOs and Internal Users, but not to users who are Technicians only.

NOTE: Giving a user Referrer permission will restrict them to see ONLY those orders they are listed as the Referrer on, regardless of whether they are an Internal User or not. 

NOTE: If you want your users restricted by Assigned Provider to still be able to see person records in FastGem that do not yet have a work order (and therefore do not yet have a provider) attached to them, then you will need to ask a FastGem Support member to edit the Authorization tab of your Submissions (and simple - submissions) type menu items to 'Allow Someone Restricted By Provider to see submissions that do not have a work order'. 

NOTE: In the video explanation below, IBO and Internal User are mentioned as User Type options. A third option is Technician. A Technician can also be an Internal User or an IBO.

 Spanish Video translation HERE.

You can assign tasks to other users in FastGem, and tie them to specific customer records as well. 

Note: If you would like users or lead reps to receive email reminders of their tasks, ask Support and we will gladly help you set those up. 

From the Leads, Customers, Accounts/Properties, or Work Order 'List' view, click on the 'Book' (Action Log) icon. 

You can also access the 'Create Task' feature by entering a person's record, a property record, or work order record and clicking on 'Actions.' 

Click on 'Create Task'. Select a User from the dropdown provided, set a due date, and type in the task description. Click 'Save.'

If this is assigned from the Work Order or Submission page, it will automatically be tied to that order as well as the person. 

The task will show up when the assigned user logs in and clicks 'My Tasks' or when an Internal User clicks 'Rep Tasks' (This may be called something different in your instance).

An alert will also appear for the user assigned the task letting them know they have a task to complete. You can decide whether you want the alert to show immediately, or only once the due date for the task has arrived (This can be configured in the Admin portal of your instance by going to Config> Content Types > Tasks. If you need help, just let FastGem Support know).

They can then click on the MY TASKS (it's a hyperlink) and it will take them directly to the MY TASKS list view to view assigned tasks.

NEW: When a task's due date has arrived, you will see due tasks listed on your homepage beneath the logout button, with an option to complete or to 'Snooze' a task for a day as well: 

Once a task is complete, the assigned user or an internal user can change the status to reflect.

Task records will appear in applicable Action Logs, as well.

 FOR INTERNAL USERS:

Internal users can click on the 'Tasks' menu item and 'Task Management' to edit/assign Tasks in FastGem as well.

From this page: 

Click to edit or view an existing task, or click on 'Add item' To Create a New task. Make selections in the User Dropdowns, select a due date, status, etc. You have the option to attach this task to a customer record or Work Order as well. 

NOTE: This article assumes you are already familiar with Invoice Templates. For information on building/editing invoice templates, see THIS article. 

If you have created multiple different types of invoice templates (e.g. a gift receipt template, a simple invoice template, an invoice template with notes and additional information, etc.) and you don't want to have to edit the invoice and manually change the template and save each time you want to print out one of these templates, this feature is for you! 

First, head to the admin portal of your instance and click 'Config'. (The admin portal of your instance can be reached by adding /a to the end of your instance URL. For example, the link to the admin portal of our demo instance is demo.fastgem.net/a) : 

Note: If you are a user with special 'Configuration User' permissions in your instance, you will be able to access the Configuration and Content Types section from front-end by going to SITE MGMT > Config: 

For users without special Configuration user permissions: In Config, the 'Content Types' tab is the first tab on the upper horizontal menu on the following page: 

Once in Content Types, open up the Invoices slider. Scroll down until you reach the section labeled 'Button Text'. Use the green buttons to add a new line, the red button to delete, and the blue button the rearrange the button text options: 

Label the button whatever you want (in the picture above, we have labeled it 'Gift Receipt') and attach the button to an already-made invoice template (in the picture above, we have attached it to the template 'gift receipt template'). 

Save. 

Now, in front-end, when you open an invoice, rather than having to edit that invoice and change the template to the 'gift receiupt' template manually whenever you want to print or view a gift receipt version of that invoice, you can simply click on the Gift Receipt button next to the Preview and Email buttons and the Gift Receipt template of that invoice will open for you in another tab: 

 (Spanish Video Translation HERE)

NOTE: If you DO click the generate invoice button as mentioned in the video above, clicking to preview the invoice from the Work Order (also shown in the video above) will show you the first invoice generated/created as attached to that work order. 

Please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it.with any questions. Thank you! 

If the Accounts feature is not enabled for your instance and you would like it to be, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it. and let us know. 

 After your accounts have been created (see THIS article for instructions), you can attach leasing agents/reps to them. 

ATTACHING REPS AND/OR LEASING AGENTS TO AN ACCOUNT: 

Option 1: You can add a brand new rep or agent record from the account itself using the 'Add Item' button in the Account Reps section. Make sure to set the new rep Type as either 'Leasing Agent' or 'Rep/IBO', and to assign them the correct payplan if necessary: 

Note that reps and leasing agents added this way will not be users who are able to log in. (Note that if you want your leasing Agents to have their referral fee chargedback to them automatically when an appointment is put in Chargeback status, you must toggle "Chargeback Referral Fee" to YES in their profile)

Option 2: You can mass upload reps/leasing agents attached to an existing account using the Rep Data tab of the Mass Uploads/Update tool.

Make sure to set the type as Leasing Agent or Rep (Rep Types must already exist in your instance), and to spell the Pay Plan and Account Name correctly. For more information, check out THIShelp article. Note that reps and leasing agents added this way will not be users who are able to log in. (Note that if you want your leasing Agents to have their referral fee chargedback to them automatically when an appointment is put in Chargeback status, you must toggle "Chargeback Referral Fee" to YES in their profile)

Option 3: You can mass add users as reps (or leasing agents, though normally leasing agents do not need to be users) attached to the account using HR > Create User feature: 

As above, make sure to select the correct Type and Pay Plan. For more information on mass adding users, please see THIS help article. (Note that if you want your leasing Agents to have their referral fee chargedback to them automatically when an appointment is put in Chargeback status, you must toggle "Chargeback Referral Fee" to YES in their profile)

Option 4: You can assign an account to an existing Leasing Agent or a Rep by going either to HR > Leasing Agents or HR > Rep/Tech Profiles (these may be in a slightly different place or named something slightly different in your instance if it has been customized) and editing a rep or agent record: 

 (Note that if you want your leasing Agents to have their referral fee chargedback to them automatically when an appointment is put in Chargeback status, you must toggle "Chargeback Referral Fee" to YES in their profile)

For further questions regarding accounts/properties, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

Thank you for using FastGem!

If you would like a status to be automatically assigned to a work order upon creation, without the necessity of selecting a status from the dropdown, and/or if you would like a status to be automatically assigned to an existing work order upon technician assignment, follow these steps: 

Login to the Admin portal (back end) or your instance and click 'Config'. (The admin portal of your instance can be reached by adding /a to the end of your instance URL. For example, the link to the admin portal of our demo instance is demo.fastgem.net/a). 

Note: If you are a user with special 'Configuration User' permissions in your instance, you will be able to access the Configuration and Content Types section from front-end by going to SITE MGMT > Config: 

For users without special Configuration user permissions: In Config, the 'Content Types' tab is the first tab on the upper horizontal menu on the following page: 

From within Content Types, open up the Work Orders slider. 

To set a status which will be automatically assigned to a work order upon work order creation (except when a different status is manually chosen from the WO Status dropdown), select that status from both the 'New Work Order Status' dropdown AND the 'Work Order Created Status' dropdown. 

To set a status which will be automatically assigned to a work order upon a technician being added to that work order (except when a different status is already assigned), select that status from the 'Set to Status When Tech Assigned to WO (when status is not already set)' dropdown. To have the selected status in this dropdown be assigned to a work order when a tech is added to the work order, regardless of whether the work order has already been assigned a status, set the 'Set To Status When Tech Assigned Even When Status is Already Set' toggle to YES. 

Remember to click Save to save your changes! 

When assigning colors to statuses, etc. in the Admin portal (backend) of your instance, these are the color codes that may be used:

cc_status_red

cc_status_yellow 

cc_status_orange

cc_status_blue

cc_status_green

cc_status_purple

cc_status_black

cc_status_navy

cc_status_teal

cc_status_olive

cc_status_forest

cc_status_hunter

cc_status_pumpkin

cc_status_burgandy

cc_status_pink

cc_status_salmon

 cc_status_lilac

When no color is selected, the color defaults to pale gray. 

*You must be an Internal User w/ Admin & Manage User Permissions to access the following material! 

You can use the 'Batch' Process feature to change permissions for multiple users at once, and/or to give users permissions they normally wouldn't be able to have (assigning an IBO the 'Access Admin' permission, for example).

You can also use Batch to require a password reset for multiple users at once, to send or re-send login credentials to multiple users at once, to enable/disable Zoom, RingCentral, or Aircall for multiple users at once, or to restrict multiple users to the same IP address.

BATCH ADD USER PERMISSIONS:

1. From Back end/ Admin FastGem, click on 'Users,' then 'Manage.' 

2. Select the check boxes beside the names of the users you wish to assign/change permissions for, then click 'Batch' near the top middle of your screen: 

3. On the User Groups tab of the pop-up that appears, choose the permissions group you want. Then, select whether you want to add the selected users or delete them from the group you've chosen. (You can also choose 'Set to Group', which will add the selected users to the selected group and remove them from ALL other user groups. This is not generally recommended). Click 'Process' when done:  

4. Verify your permissions have been set the way you want them by opening the User Groups tab of one of the updated users to manually check their new permissions. 

BATCH REQUIRE PASSWORD RESET OR BLOCK/ALLOW RECEIVING SYSTEM EMAILS:

1. From Back end/ Admin FastGem, click on 'Users,' then 'Manage.' 

2. Select the check boxes beside the names of the users you wish to update, then click 'Batch' near the top middle of your screen: 

3. On the Email & Password tab of the pop-up that appears, choose whether you want to require password resets for the selected users upon their next login to FastGem. (You can also choose whether or not to turn on/off the ability for users to receive system emails.) Click 'Process' when done: 

BATCH SEND USER REGISTRATION EMAILS/LOGIN CREDENTIALS:

1. From Back end/ Admin FastGem, click on 'Users,' then 'Manage.' 

2. Select the check boxes beside the names of the users you wish to send credentials to, then click 'Batch' near the top middle of your screen: 

3. On the Send Emails tab of the pop-up that appears, choose whether you want to send/resend credentials to the selected users via email. Click 'Process' when done: 

BATCH ENABLE/DISABLE VoIP INTEGRATION ACCESS:

1. From Back end/ Admin FastGem, click on 'Users,' then 'Manage.' 

2. Select the check boxes beside the names of the users you wish to enable/disable VoIP access for, then click 'Batch' near the top middle of your screen: 

3. On the Caller tab of the pop-up that appears, choose which VoIP software you wish to enable/disable for the selected users. Click 'Process' when done: 

BATCH RESTRICT USERS BY IP:

1. From Back end/ Admin FastGem, click on 'Users,' then 'Manage.' 

2. Select the check boxes beside the names of the users you wish to restrict by IP, then click 'Batch' near the top middle of your screen: 

3. On the IP tab of the pop-up that appears, enter your IP address and choose whether you wish to add the new IP address to the selected users' allowable IPs list, or replace the selected users' existing allowable IPs list with the new one. Click 'Process' when done: 

BLACKLISTING:

If you want to prevent a person's record from being processed for any reason, simply toggle 'Blacklist' to YES at the bottom of their customer record in Edit mode and click Save: 

If you do not see the Blacklist toggle as an option, contact FastGem support and we can add it for you. 

UNDOING BLACKLIST STATUS:

Once a customer is blacklisted, they can no longer be accessed in front end. In order to undo their blacklist status, an Admin must log into the Admin portal (backend) of your instance. Your Admin portal can be reached by adding /a to the end of your instance home page address. For example, the Admin portal address of our Demo instance is: demo.fastgem.net/a

Once logged into the Admin Portal, click on 'Persons' in the main Admin menu (Note: 'Persons' may be called 'Submissions' instead, in older instances): 

In your Persons list, click the name of the person you wish to un-blacklist to enter their record (you can use the search tools to filter your person records just like you would in front-end FastGem). 

Once in your blacklisted person's record in backend, toggle Blacklist to NO and Save&Close the record. 

You should now be able to access the person's record in front end FastGem as normal. 

Please contact support with any questions: This email address is being protected from spambots. You need JavaScript enabled to view it.

Thank you for using FastGem!