Step 3 - Client User Management

Board Clever caters for various types of Estate Agent configurations, from one office with a couple of administrators to a company with a group of offices which are owned by a single business.

A "Client" is the Estate Agent.
Each Agent may have several Users
Many Clients (Agents) can form a Group

Agents and Primary Contact

The Primary Contact Login is used by the client to log into the client dashboard where your Agent users can track jobs and invoices. The details can be changed once the client has been made.

Each Estate Agent may have several users assigned to them. First you must create the Primary Contact at the estate agent, you can then add other user accounts for this agent under this Client account.

To create a new client, visit the Client menu item and press 'Add Client'.

Name - The Agent name. For agents with multiple locations you might like to include the office location as part of the name. You can create a Client account for each office 

Trade Name - Company trading name (used on invoicing)

System - BoardSystem 

Task Assignment - Chose your Admin user which will manage the tasks from this estate agent.

Split Invoicing - If enabled, the system supports the option for Split Invoicing. (See Settings > Application Settings). Enabling this will change the layout of your invoices to either create one invoice for all tasks completed or create an invoice for each job type, eg: Invoice Sales and Lettings individually.

View / Edit Clients

After adding the client and when viewing your Clients list you'll see the following icons:

 Edit Prices for this Client / Agent

Manage the users at this Client / Agent

Disable or Enable this Client - use this to prevent any more tasks from being added to this client.

Delete Client

Edit Client

Configure Tasks Allowed and Pricing - MANDATORY

This must be completed for invoice generation to be created correctly and for your clients to add tasks.

Before setting the pricing for your clients make sure to review the available task names and assign a default price to each, this can be done in the settings. Job Types menu. If your prices are the same for all of your clients then you only need to enable the tasks for the client below as the default prices will be used when a client price is not defined. This also means you can override the default price on a client by client basis.

Click the Coin icon in the Client list to edit task availability and price. By default we have four types of activities - Sales, Lettings, Commercial Sales and Commercial Lettings. These are all DISABLED by default. Choose which type of boards you want this Client to be able to add jobs for by ticking the boxes.

Once you click an option it will expand giving you the option to enable or disable the tasks you wish to permit. Rather than giving your agent full access to all types of boards you can chose to limit their choices to those which they're familiar with. You can choose to enable all by pressing the tick box at the top of the column.

If you wish to charge this Client/Agent a different rate to your standard default fees you can override the system settings by typing a price into a box. Remember to click Save at the bottom of this page.

Adding Other Contacts at this Agency

From the Clients list click theicon next to the one you'd like to add more contacts to.

This takes you to the user list for this agency. Click the Add [Agent Name] User button and you'll be asked to enter the users details.

When this user logs in they'll be able to create new instructions and monitor progress for all tasks linked to that agency.

Groups

Multiple Clients can be linked into a group.

1. From the menu select Groups, Click Add Group.
2. Enter a Name for the group
3. In clients you can type the name of the Clients you wish to add and select them from the list.
4. Save Group

Group Admin

Where as a Client User is restricted to only viewing jobs within their own office, a group admin can see all the jobs posted across all the offices within the group.

To select a Client user to be the Group Admin go to Groups > Click the 

 icon

Click the cross next to the name of the user you want to make the Group Admin so it becomes a tick.