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PensionPro 2.0 - Using Firms and Locations

The information in this article describes how users can update and maintain Firm and Location information within PensionPro.

Tier Availability: Core, Essential, Premium, Business

Add-On Availability: API, PlanSponsorLink

Security Rights Required: Maintenance 

 

  Note: Tabs and fields will vary depending on the tier the user is on.

Firm information and locations can be viewed and edited from the Navigation Panel. To access Firms and Locations from the Navigation Panel, click Maintenance > Firms/Locations. The information contained in this menu item includes the firm name, location information including address, numbers, and employees both active and inactive as well as the API (if applicable), PSL URL, and firm logo.

Menu:

Firm Information

Locations

 

Firm Information

Only one firm may be created per instance of PensionPro, and it is created during a firm’s initial implementation process. To access Firms and Locations from the Navigation Panel, click Maintenance > Firms/Locations.

 

Edit the Firm's Information

The firm name can be edited by clicking the Edit icon located in the upper right corner of the Firm Information grid. The Edit Company pop-up for the firm will open. Here the user can then change the name of the Firm, or mark the company for deletion.

 

Firm API Key

Add-On Availability: API

If the Tier the user is on supports access to the API, or the firm has purchased the API Add-On, The Firm's API Key field will appear in Firms/Locations on the General tab. The user can click Show API Key to show the alpha-numeric characters or click Generate API Key to generate the key that will need to be entered to log in to the API site.

 

 

 

Locations

When a Client is created in PensionPro, that Client must be associated with a Location. Locations act as a security right so that only employees assigned to the corresponding Location can see Clients and Plans linked to that Location. As Clients are associated with a single location, employees can be associated with one or multiple locations. This allows users to tailor their Client and Plan structure to the internal security needs of their firm. Employee Location rights also determine what data an employee is permitted to view when running reports in PensionPro. Although Locations can limit the Client and Plan records an Employee has access to view, all contacts and company name records can be viewed regardless of Location rights.

 

Add a New Location

Security Rights Required: Maintentance

  1. From the Navigation Panel, click Maintenance > Firms/Locations.
  2. Select the Locations tab and click the Add icon to the right of the Locations grid.
  3. Enter the Location Name and click Save.

Multiple Locations are only available in PensionPro Premium and Business Tiers.

 

 

Edit a Location

Security Rights Required: Maintentance

  1. From the Navigation Panel, click Maintenance > Firms/Locations.
  2. Select the Locations tab and click the Edit icon to the right of the Location record.
    • Users can edit Location Name.
    • Users can mark a Location as their default.
    • Users can mark a Location for Deletion.
      • Locations can be deleted from the Maintenance > Data Deletion menu once they are marked for deletion.
  3. Click Save.

 

 

Add Location Rights

Security Rights Required: Add/Edit Employee

  1. Use the Search bar to search for an employee.
  2. Click an employee's name to open the General Employee Information screen. 
  3. Click the Locations tab.
  4. Click the Add icon.
  5. Select a Location from the Location dropdown menu.
  6. Click Save.

 

Delete Location Rights

Security Rights Required: Add/Edit Employee

  1. Use the Search bar to search for an employee. 
  2. Click an employee's name to open the General Employee Information screen.
  3. Click the Locations tab.
  4. Hover over the Location name and click the Delete icon. 
  5. Click the Delete button.
  6. Click "Yes" to confirm deletion.

 

Maintain Locations

Locations can be accessed by clicking Maintenance > Firms\Locations. Available Locations will appear below the Location Names grid. A Location name can be edited by clicking the Edit icon located to the right of a location. A Location can also be marked for deletion by clicking the Edit icon next to a Location name from the Firms/Location page.

 

Edit Location Information

Users can edit a Location by double-clicking a Location name from the Locations list grid. Double-clicking a Location name will direct the user to the Location Information screen. The Location Information screen is separated into four tabs, General, Addresses, Numbers and Employees. 

 

Add a Location Address or Number

  1. Click Maintenance > Firms/Locations.
  2. Double click a Location name to open the Location record.
  3. Click the Addresses or Numbers tabs and click the Add icon. A pop-up window will appear.
  4. Fill out the required information on the Add Location Address or Add Numbers pop-up windows and click Save when complete.

 

Edit a Location Address or Number

  1. Click Maintenance > Firms/Locations.
  2. Double click a Location name to open the location record.
  3. Click the Addresses or Numbers tabs and click the Edit icon next to the Address or Number. A pop-up window will appear.
  4. Fill out the required information on the Edit Address or Edit Numbers slider and click Save when complete.

 

Delete a Location Address or Number

  1. Click Maintenance > Firms/Locations.
  2. Double click a Location name to open the location record.
  3. Click the Addresses or Numbers tabs and click the Delete icon next to the Address or Number. A pop-up window will appear.
  4. Click "Yes" to confirm the deletion.

 

Maintain Employee Locations

From the Location Information screen, users can access a list of employees associated with a location by clicking Employees from the menu on the left. The system defaults to show only active employees. To view all employees, both active and terminated, click the Menu icon in the upper right corner of the screen and select Show All.  Employee records can also be accessed from this screen by double-clicking on the employee name.

 

Add an Employee to a Location

  1. Click Maintenance > Firms/Locations and select the Locations tab.
  2. Double click a Location name to open the Location record.
  3. Click the Employees tab.
  4. Click the Add icon. A pop-up window will appear.
  5. Select the employee’s name from the dropdown menu.
  6. Click Save when complete.

Delete an Employee from a Location

  1. Click Maintenance > Firms/Locations and select the Locations tab.
  2. Double-click a Location name to open the location record.
  3. Click the Employees tab.
  4. Hover over an employee’s name and then click the Delete icon.
  5. Click "Yes" to confirm deletion.

 

Delete a Location

Tier Availability: Premium, Business

All addresses, phone numbers, and employees will first need to be deleted from the location, and any clients must also be disassociated from the Location.

  1. Click Maintenance > Firms/Locations and select the Locations tab.
  2. Double-click the Location name, and delete all addresses and Locations by clicking the Delete icon next to the entry.
  3. Click the Employees tab and delete any employees from the Location by clicking the Delete icon next to their names. (Please note that this will not delete the employee from PensionPro - it will only delete the employee from that Location.)
  4. Mark the Location for deletion on the Location Information screen.
  5. Finally, disassociate any clients tied to that Location.  To find a complete list of clients associated with that Location, run the Clients report. This report can be found in Reports > Clients and Companies > Clients.

Once this information has been removed, the location will appear in the Data Deletion menu.

  1. Click Maintenance > Data Deletion.
  2. Select Locations from the menu on the left.
  3. Select the Location to be deleted.
  4. Click the Delete icon to permanently delete the location.

 

 

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