training-sales reps

  • Accessing & Using Order Forms (Video)

    NOTE: WHEN A POTENTIAL CUSTOMER SUBMITS AN ORDER FORM (OR A REP/PROCESSOR SUBMITS A FORM ON THEIR BEHALF), A LEAD RECORD WILL BE AUTOMATICALLY CREATED FOR THEM IN FASTGEM. THEIR SALES REP WILL BE AUTOMATICALLY ASSIGNED AS THE REP LINKED TO THE SUBMITTED ORDER FORM. 

    NOTE: THE INFORMATION SUBMITTED VIA ORDER FORM WILL APPEAR IN A LEAD/CUSTOMER RECORD UNDER 'SUBMISSION DATA.' 

  • Accessing and Completing Your Assigned Tasks in FastGem

    If you've been assigned a Task by a FastGem user, then the next time you log into your FastGem instance, you will see a pink bar near the top of your screen, alerting you that you have unfinished tasks. 

    To access your assigned Tasks, you can click directly on the 'My Tasks' hyperlink in the red bar, or you can hover over 'Inbox,' hover over 'Tasks,' and click 'My Tasks' from the menu bar (This may be in a slightly different place depending on your instance's customization). 

    Once you have accessed your 'My Tasks' page, you can view the details of the tasks you have assigned to you, with any notes from the assigner displayed for your reference. To see more details, you can click on the Action logs, click on the Task Description, or click on the 'eyeball' icon, or you can add notes/edit the task using the 'pen and pad' Edit icon. 

     

     

    Once you have completed the task, you can change the Task Status using the status dropdown from the list view, or change the Task Status from within the task record. 

     

     

     

     

     

    Once you have marked the task complete, it will appear in the applicable Action Logs. 

     

    Thank you for using FastGem!

     

  • Assigning a Task to Entire Department

    Instead of assigning an individual task to an individual rep/user, you can assign an individual task to an entire department. So, when you assign the task, everyone assigned to the department you've selected will receive notification that the task needs to be completed. 

     

    Assigning from List View/Action Logs: 

    1. From Customers or Work Orders Tab List View, click on the 'Action Log' icon (Black book icon) 

     

     

     Assigning from Person Record/Action Logs: 

    1. From Customer/Work Orders Tab 'Edit' View, click on 'Actions' in the right hand expandable menu. Scroll to 'Create Task' . Skip to Step '3.' below. 

     

     

    2. From the Action log menu, click on 'Create Task.' 

     

    3. Fill out the necessary fields (as applicable), and select a department in the department dropdown selection. 

     

    Any user/rep who is assigned to the selected department will receive notification that this task needs to be completed, and will have access to do so.

  • Chat Feature - Reps, Techs, and Internal Users

    If you are a rep or a tech, and your phone number is entered into FastGem, you will be able to chat to the rep/tech associated with a particular work order.

    To access this feature and begin a conversation, simply log into your FastGem account, access your 'Sales' (for reps) or 'Installations' (for techs) page, and click on the 'Chat' icon for the work order you want to talk about: 

     

    For reps whose customers have multiple work orders associated with their account, there will be multiple chat boxes - one for each work order:

     

    Choose the applicable chat for the work order, type your comment into the 'Comment' field, and click 'Save.' Your comment will appear in the chat logs (and the customer/work order Action Logs) and the rep/tech associated with the work order will receive a text message, with a link they can click to reply to you. 

     

    Internal users can access the chat by entering a customer or work order record and choosing a chat option from there:

  • Departments

    Departments are another way to sort employees, customers/leads, and/or work orders. Departments can be assigned and can appear in several different places within FastGem. 

     

    *Not all instances utilize Departments. If you are unsure whether your instance uses Departments, please contact a supervisor. 

     

    You can assign Departments when creating/editing users and/or simple rep/tech records within FastGem:

     

     

     

     

    (Admin):

    (For more information on creating users/reps/techs, please see help topic 'Creating and Editing Users/Records/Groups'). 

     

    Or when creating/editing Work Orders:

     

     

     

     

    Or when creating/editing customers/leads:

     

     

     

    Departments will appear in the applicable List View pages, if your instance is configured to show them (If you would like Departments to show in one or more of your List View pages, please see help article 'Rearranging List View Columns' or contact FastGem support for assistance). 

     

     

     

    (You can assign a task to an entire department via the Action Logs. For more information on assigning tasks to Departments, please see help article 'Assigning a Task to Entire Department'). 

     

    To create and/or edit departments, please access the Departments 'Click Here to Edit' list in the Content Types tab of the Admin portal (back end) of FastGem. For more information on accessing Content Types, please contact FastGem support or see help article "Accessing 'Content Types'". 

     

    Thank you for using FastGem!

     

  • HoldBacks: Viewing, Setting, and Processing Held Amounts

    Held amounts protect against chargebacks from customer cancellations.

     

    VIEWING THE HELD AMOUNT REPORT:

    (Note: held amounts only appear in this report after the sales/work orders associated with them have been finalized in payroll.)

    To view your held amount report, you can hover over Payroll and Select 'Held Amount Report' (This may be called something different and/or be in a different location for you depending on your instance's customization):

     

     

    You will see a list of the held amounts you have permissions to view: 

     Note: If a sale/work order is put into a Chargeback status, the held amount disappears from this report automatically and is subtracted from the Chargeback rep adjustment, if applicable.  

     

    *THE INSTRUCTIONS BELOW ARE FOR INTERNAL USERS AND THOSE WITH PAYROLL ADMIN PERMISSIONS:

     

    SETTING UP HELD AMOUNTS:

    Held amounts, like commissions, can be configured in several different places.

    When setting up or editing a package within FastGem:

     

    When configuring a pay plan:

     

     

    Or when assigning commissions to reps not on a pay plan: 

     

    (Payplans and commissions/held amounts entered into rep profiles override package commissions/held amounts). 

     

     

     

    PROCESSING HELD AMOUNTS:

     Navigate to 'Snapshot Payroll' (This may be called something slightly different and/or be located under a different menu heading than shown below, depending on your instance's customization):

     

     

    Check the small box labeled 'hld' beside the 'Vol Bonus' button at the top of your screen, then click 'Run':