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.
