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NOTE: The menu option Administrators is only available to administrator-type user accounts. If you need something updated, please contact your company administrator.

 

The Collectors/Employees screen allows administrators to manage their employees, by either:

  • Adding new employees
  • Editing permissions for current employees
  • Deleting employees
  • Setting IP address restrictions
  • Setting automatic logout times
  • Changing passwords and more

 

Adding a New Employee

1) Click Settings > Administrators > Collectors / Employees.

2) On the right side of the screen is the box to enter the new employee’s information. Enter their first and last name.

3) Create a username and password.

4) Choose which User Group the employee belongs to from the list. Click here to learn about User Groups.

5) Enter as much of the employee’s remaining information as possible.

6) (OPTIONAL) The Commission Rate defines the collector’s commission percent on accounts assigned to them, often based on the overall commission rate the agency receives from the client. (If none, this can remain blank or 0%).

  • For example, if a debtor makes a payment of $1,000.00, and the agency has an agreement with the client to receive a 30% commission rate (as defined under Financials > Settings/Judgment > Client Commission Rate), the agency receives $300.00 of that total. Then, if the employee has a Collector Commission Rate (defined here in Settings > Administrators > Collectors/Employees) at a rate of 60%, then the employee receives 60% of the $300.00 netted by the agency, or $180.00 in commissions.

7) (OPTIONAL) Use Client %: There may be times where collectors need to be compensated based on individual client commission percentages, rather than a static percentage. You have the option to defer to this commission rate by individual collector. If a Client Collector Commission Rate is chosen over the default Collector Commission Rate, the commission rate will only be applied to payments received on accounts assigned to the specific client.

  • For example, if you were to enter a 50% Client Collector Commission Rate under Client A, and 25% under Client B, you have the option of deferring to the Client Collector Commission in the individual collector settings, (“Use Client %”).  This makes it so that when the collector posts a payment on an account assigned to Client A they will get 50% commission. When a payment is posted by the collector on an account under Client B, they get 25% commission.

8) (OPTIONAL) The Goal defines a value you would like your employee to reach each month, and is reflected in reports like Reports > Quick Reports > Financial Dashboard Report.

9) Make sure the Is Enabled box is checked. This means the employee can sign in to their account once it is saved to the database. If you ever need to disable an account or restrict access immediately, you can uncheck this box to prevent the employee from signing in.

 

Access Hours and Auto-Logout Features

1) You can limit the hours which an employee can access an account by putting a check in the box next to Limit Access to hours between: and specifying the hours and time zone. You can also block access from weekends (Saturday and Sunday) by checking the box next to Block Access on Weekends.

2) You can also set the employee’s account to automatically log out after a certain amount of inactivity. This is very helpful in case they forget to log out or lock their computer when they step away from the desk, so no other individuals can access your data from their computer.

 

Account Access Control

The Account Access Control section allows you to control what accounts employees can access. By default, an employee is able to see all accounts in SimplicityCollect unless restrictions are made via this Account Access Control section.

Some companies may want employees to have access to all accounts all the time, so they can help each other work on them or so incoming calls can be addressed quickly. Other companies may wish to divide up work and restrict access to other accounts to create competition or prevent easy accounts from being monopolized. Incoming calls would have to be screened and sent to the correct employee. Lastly, some companies may want employees to access all accounts except a few, that are assigned to managers or administrators only.

1) Checking the box next to Allow access to own accounts only will restrict the accounts that this user can open, to include only accounts physically assigned to that employee.  Checking the box next to unassigned also will allow the employee to also see all unassigned accounts in addition to their own.

2) The Allow access to accounts assigned to these Collectors is for supervisors that need to keep in touch with what their collectors are working on. They can access certain collectors’ accounts, in addition to their own accounts. This will override other access options, meaning any client restrictions (discussed next) will not take affect if this box is checked.

3) The client list box allows you to restrict accounts for an employee to only certain clients. Multiple clients may be selected by holding down the control key (or command key on a Mac) and clicking on each client you wish to grant access for.

 

IP Address Access Control

The IP Address Access Control gives you the power to restrict an employee from logging in to SimplicityCollect from anywhere except allowed IP addresses you provide. By default, employees can log in from any location or device. Some companies may wish to prevent this by putting in their office building’s static IP address, so employees can only log in from work.

NOTE: If used, make sure to include only static IP addresses, which are unchanging (these behave like a physical address). Some internet equipment is set up with dynamic IP addresses, which change automatically (and behave like a vehicle moving from location to location). If you need to check what kind you have, or change to a static IP address, contact your ISP.

Should an employee attempt to log in from an IP address that is not on the list, they will receive an error message that they are unable to access SimplicityCollect from that location, and advises them to contact their administrator.

The Group IP Access area will display any IP restrictions set in Settings > Administrators > Manage User Groups. You can use that page to add IP address restrictions for all employees in a user group all at once, rather than one employee at a time.

To set up IP address access control, first:

1) Type the first IP address in the boxe provided.

2) Click the >> arrows to add it to the list on the right.

3) Repeat for each additional IP address. There is no limit to the number of addresses you can include.

4) (OPTIONAL) To remove an IP Address, select it from the list and click the << to remove it.

5) Once you have entered all information click Insert New Employee or Update at the bottom.

 

Edit Existing Employees and Updating Passwords

1) Navigate to Settings > Administrators > Collectors / Employees.

2) Click the employee’s name from the list on the left-hand side of the screen.

3) Edit the information that appears on the right as needed.

4) Click on Update at the bottom.

NOTE: If you need to update the password for the employee, type in the new password and click the Set button directly to the right of the password box. A pop-up will appear confirming the change. Make sure to do this before clicking the Update button at the bottom.

 

Delete an Employee

1) Navigate to Settings > Administrators > Collectors / Employees.

2) Click the employee’s name from the list on the left-hand side of the screen.

3) Click the Delete button at the bottom of the screen.

4) A pop-up box will display asking you to confirm if you want to delete the employee.

5) This pop-up allows you to reassign accounts and reassign Reminders from this employee to another employee, so they do not get overlooked.

6) Type “YES” to confirm the deletion of the employee.

7) Click OK.

 

If I delete an employee, what happens to their accounts? 

During the deletion process (step #5 above) a pop-up will appear asking you to reassign accounts and Reminders for that employee to someone else. This way you will not lose track of where they left off. These can be assigned to other users, managers, or administrators.

 

User Queues

Accounts can be assigned to User Queues, which automatically hide them from any employees that don’t have explicit access to that User Queue. This can help when your company wants to:

  • Remove accounts from being worked when they are paid in full
  • Remove accounts that are closed
  • Remove accounts that are sold
  • Assign specific employees to work together on a queue of accounts

To create a new queue or grant employees access to a queue, do the following steps:

1) Navigate to Settings > Administrators > Collectors / Employees.

2) Click the gear icon to the right of User Queues.

3) To add a new queue, enter a name in the blank field and click Add New.

4) Once you add a new queue or select an existing one, click on an employee from the Collectors box.

5) Click Add >> to add them to the Has Access list.

7) Click Save when finished.

 

See anything missing or out of date on this page? Please contact Simplicity Support at helpdesk@simplicitycollect.com.