This is where you manage your employee details, logins and permissions. 

Click once on the Employee Profiles link within the Setup menu at the top right-hand side of the screen to open the module.  

An employee profile page is displayed:

From here you can either select to add a new employee or edit the details of an existing employee.

TABLE OF CONTENTS

• Adding a new employee
• Resending the verification link
• Details tab
• Address tab
• Agent tab
• Permissions tab
• Editing an Existing Employee
• De-Activating an Employee Profile
• Password Reset

Adding a new employee

Click once on the Add command button at the top of the page.

Complete the fields: first and last name of the new employee, enter the email address and choose the office ID from the drop-down list (if more than one office is available).

Click once on the Save command button to confirm these details and create the profile.

• The user will receive an email with a verification link. 

Please note:  It can take up to 5 minutes for the email to arrive in the recipient's inbox.

• They will have to click on “Click here to verify your email”.
• The next step will be to set up their password.

• After setting up their password, the user will be directed to the login page and they will receive a confirmation email.

• The user will have to enter the email address and password, and they will receive the verification code as part of the 2 Factor Authentication login process.

Resending the verification link

• If you have to resend the verification email, you will have to locate the user’s profile in GRATIS and make sure that the email address set up is the correct one.

• Go to the Agent tab and click on the Resend Verification Link button.

Please note:  It can take up to 5 minutes for the email to arrive in the recipient's inbox.

• A red cross next to the button indicates that the user hasn’t verified their email.
• Check the last time the verification email was triggered.

• After the email has been verified, the Verification Status will display a green tick.
• View the date and time of email verification and the last login time of the user in GRATIS.
• Track the number of times the user has logged in.

Details tab 

This is where you enter the employee’s personal information; job title, department, contact phone, initials and e-mail address.

Address tab

The main address is set as the default – you can also add employees' home or temporary addresses in this section.  

Simply click on the Add button and complete all of the fields as appropriate, once you’ve finished simply click on the ADD ADDRESS command button.

TIP: The telephone field is pre-populated with the main office telephone number, click EDIT to update the employee's direct-dial details.

You can select the order in which the addresses appear by using the Sequence function.

You can change this at any time by using the EDIT function.  

The addresses will appear as a list with the appropriate label, eg Default, Home etc.

Agent tab 

This is where you can the user's verification status, when their email was verified, how many times they logged into GRATIS and when was the last time they logged in.

It's possible to set up what the employee sees on the homepage and set up their e-mail signatures which will appear on all GRATIS communications.

BCC myself in RfP - The employees can blind copy themselves in when sending the enquiry out to also receive the enquiry in your inbox. The functionality will be ticked by default.

Permissions tab

This controls what facilities and elements within GRATIS each employee has access to and what they can do with these. 

For instance, it is recommended that the Employee Module is only visible to Managers and therefore this should be edited to read FALSE under all sections for everyone else.

When you wish to allocate or edit employee permissions you can choose to either manage the individual sections or import the profile of another employee who would have the same set-up.

Simply type in the name of the employee into the drop-down picklist, click on the name to confirm and then click once on the Import command button. 

You can then make any minor alterations to the profile by editing the individual sections.

The final two sections are Searches which is currently under development and Third-Party Interfaces which is an optional add-on, for further details about this, please contact the Client Services Team at venuedirectory.com

Editing an Existing Employee

To edit an employee’s profile, type their name into the Select Employee field at the top of the page, confirm the name from the drop-down picklist and amend the details as appropriate. 

Click once on the UPDATE command button

De-Activating an Employee Profile

Locate the employee's profile and go to the Agent tab.

Uncheck the Active box and click Save.

You can leave all other details in order to preserve the integrity of your data.

TIP: It is good practice to also change the Passkey when an employee leaves to ensure that they no longer have access to your GRATIS system.

Password Reset

If the GRATIS user forgets their password, guide them to click on “Forgotten your password?” on gratis.venuedirectory.com for a password reset.