Subscribing to the TracFax Corporate Edition makes it easy for larger organisations to share the property management tasks between multiple different members of a team. Each member of the team has their own TracFax login, but these different logins link to a single corporate account which shares information on properties, projects and service providers.
Project owners can allocate user privileges for each project amongst the team, for example you might chose to allow all members of your property management team to review all projects but restrict the power of modifying projects in a particular region to a small local team.
This guide will show you how to:
- Create logins for the new users within your corporate account
- Update a User’s Details (Including Their Role)
- Change the Properties to Which a User Has Access
- Add a user to a particular project
- Remove a user from a particular project
- Manage the user access rights on a per-project basis
- Change the “Ownership” of a project
- Send a Message to a User within TracFax
- Send a project-related message to a member of the team associated to a project
- Delete a User Account
Creating Logins for Users within Your Corporate Account
When a company subscribes to the TracFax Corporate Edition, one or more of their users will be assigned the role of “Administrator” within the TracFax system. These users will see an additional “Admin” button across the top of their screen when they login. Clicking on the Admin button gives these users access to an area where they can create and modify user accounts for the members of their company’s property management team. To create a new user:
- Click on the Admin button at the top of the screen and then click on the “Users” tab on the left hand side. Now click on the “Add New User” button on the right hand side of the screen.
- Enter the new user’s first name, last name, phone number and email address into the relevant fields in the form which is displayed. Select a relevant time zone for the user from the drop-down list.
- Select a “role” for the new user from the role drop-down. There is a choice of three roles:
- Standard User: These users will only have access to view and modify projects and properties that you designate to them or that they have created themselves
- Super User: These users have access to view and modify all projects and properties within your corporate account by default, but do not have access to the Admin section (and therefore cannot create new user accounts or alter the access rights of other users)
- Administrator: These users have the same rights as a Super User but also have access to the Admin section
- You can now specify the properties to which a user has access. Note that this step is only necessary for users with the role of “Standard User”. All other users will have access to view and modify all properties by default. To give a standard user access to a particular property, click in the box marked “search for properties to add” and type the initial letter of a property name. Click on the property in the drop-down list to add it to the list. Repeat for additional properties as required.
- Click the “Save User” button at the bottom of the screen to save the details and create the new user account.
An email will be sent to the new user informing them that an account has been created for them and guiding them through the steps to create their own password.
Updating a User’s Details (Including Their Role)
Click on the Admin button at the top of the screen and then click on the “Users” tab on the left hand side. Locate the user whose details require updating from the user list and click on their name or on the “details” icon alongside their name on the right hand side. The details of that user’s account will be displayed.
Make any necessary changes to their personal details (first name, last name, phone number, email address, time zone) in the relevant fields. If you wish to change their role, select the relevant new role from the role drop-down.
Click the “Save User” button at the bottom of the screen to save the amended details.
Changing the Properties to Which a User Has Access
Click on the Admin button at the top of the screen and then click on the “Users” tab on the left hand side. Locate the user whose details require updating from the user list and click on their name or on the “details” icon alongside their name on the right hand side. The details of that user’s account will be displayed.
To grant that user access rights to additional properties, click in the box marked “search for properties to add” and type the initial letter of a property name. Click on the property in the drop-down list to add it to the list. Repeat for additional properties as required.
To remove that user’s access rights to view or modify a property, locate that property in the “Properties” list below the user’s details and click on the “Remove” icon alongside the property name. Repeat for additional properties as required.
Click the “Save User” button at the bottom of the screen to save the amended details.
Adding a User to a Project
To add a user to a particular project, locate the relevant project in the TracFax system (for details on how to do this see “Managing Your Projects”) and open the project dashboard by clicking on the “dashboard” icon in the Projects screen.
In the project dashboard screen, click on the “Modify” button alongside the “Project Access” heading on the right hand side of the screen. The “Modify Project Access” pop-up will be displayed.
To add a user to a project, search for the user’s name in the box. Note that only users of your Corporate Edition of TracFax will appear in the search result drop-down.
Click on the name of the user to whom you wish to grant access. By default, they will be added with “restricted access” – this is indicated by a shaded box alongside their name in the “restricted access” column. (See “Managing User Access on a Per-Project Basis” below for more details on access rights.)
Click on the “Save” button in the pop-up.
Removing a User from a Particular Project
If you no longer wish a particular user to be able to access the details of a particular project, even on a restricted basis, you can remove them from the project completely. To do this, first follow the steps described above to modify user access on the project.
In the “Modify Project Access” pop-up, locate the name of the person you wish to remove from the project. Click on the cross beside their name to remove them from the access list. Click on the “Save” button in the pop-up to save your changes.
Managing Access Rights on a Per-Project Basis
You can specify the type of access which each member of your team can have to individual projects. This level of access can vary from project to project. There are three levels of privilege for a project:
- Owner – each project can have precisely one owner. The owner is the point of contact for all communication with Service Providers on that particular project. By default, the person who creates the project is designated the Owner. Ownership can be reassigned at a later date but this task can only be carried out by a user with Full Access to that project.
- Full Access – each user with full access to a project may view and modify any aspect of the project.
- Restricted Access – users with restricted access may view any aspect of the project, but cannot make any modifications to it.
To modify the access rights of one or more user to a specific project, first follow the steps described above to modify user access on the project. In the “Modify Project Access” pop-up, locate the name of the person/people whose access rights you want to modify.
To grant full access to this project for this specific user, click in the box alongside their name that falls in the “full access” column. Note that this box is now shaded and all other boxes alongside their name will automatically become un-shaded. To grant restricted access, click in the box that falls under the “restricted access” column.
If required, make similar changes to other users for the same project. When finished, click on the “Save” button in the pop-up to save your changes.
Changing the Owner of a Project
To assign a new Owner for a project, first follow the steps described above to modify user access on the project. In the “Modify Project Access” pop-up, locate the name of the person to whom you wish to grant ownership and click in the box beside their name that falls in the “Owner” column. Note that this box becomes shaded and that the original Owner of the project has now been amended automatically to “Full Access”. Click on the Save button in the pop-up to save your changes.
Sending a Message to a User within TracFax
Admin users of the TracFax Corporate Edition can send messages to TracFax users within their company at any time. To do this, click on the Admin button at the top of the screen and then click on the “Users” tab on the left hand side. Locate the user you wish to send a message to and click on the “Message” icon beside their name on the right hand side.
Type your message into the “New Message To….” Box that appears and click the “Send Message” button.
Sending a Project-Related Message to a Team Member Associated with a Project
Any Super User or Standard user who has Ownership or Full Access to a project may send messages through the TracFax system to another user who is involved with that project. For example, you may wish to remind a member of the team that it is their responsibility to complete a particular task related to the project.
To send a message, first locate the relevant project in the TracFax system (for details on how to do this see “Managing Your Projects”) and open the project dashboard by clicking on the “dashboard” icon in the Projects screen.
In the project dashboard screen, locate the list of users related to the project under the “Project Access” heading on the right hand side. Click on the envelope symbol alongside the user’s name. The “New Message To…..” pop-up will be displayed. Type the message you wish to send into the blank box and click “Send Message”. You can upload relevant files to be sent as attachments to the message by clicking on the “Upload files” button prior to sending your message.
Deleting a User Account
Click on the Admin button at the top of the screen and then click on the “Users” tab on the left hand side.
Locate the user from the user list and click on the “delete” icon alongside their name on the right hand side. You will be asked to confirm whether you wish to delete the user’s account. Click “Yes” to confirm.
Customizing Templates
There are two types of template within the TracFax system: Project templates for the different types of services offered through TracFax (for example a snow clearance project template, a lawn maintenance project template etc.) and Terms and Conditions templates. All TracFax account holders have access to the standard TracFax templates and will be able to make changes to them on a per-project basis.
Customers who have subscribed to the TracFax Corporate Edition have the additional facility to customize these templates and save the customized versions for future use on any relevant projects. They can also create new templates from scratch if required. Note that these features are only available to users designated as “Administrators” for your TracFax Corporate Account.
This guide will show you how to:
- Customize Templates for the different types of project you company requires
- Delete a project template from your corporate account
- Create a new project template in your corporate account
- Customize a Template for your preferred Terms and Conditions
Customizing a Project Template
Click on the “Admin” button at the top of the TracFax screen and then click on the “Project Templates” tab on the left of the screen. You will be presented with a large selection of default project templates to choose from. To view and/or edit the details of any template, click on the green “Edit Project Template” button beneath the template description. You will be taken to the “Overview” screen for that template.
To edit the template name, template description or project description, click on the “Edit” button alongside the relevant title and make the required changes in the fields which appear. Note that you must click the “Save” button alongside EACH FIELD that you have changed as they are saved individually.
To specify the type of services you want to be carried out in projects which use this template, click on the “Scope of Work” tab on the left hand side of the screen. Locate the “Add Services” section on the right hand side of the screen. By default the template will include the services TracFax typically sees in projects of this type. For example, the “Snow Removal” template may include two services: “Plowing” and “Sidewalk Salting/Sanding”. You can remove any services you do not require in your project template by clicking on the cross alongside the service name. You can add additional services by clicking in the search box below “Add Services” and typing a relevant keyword. Click on the name of the service you want to add. In our example, you may wish to add “Parking Lot Salting/Sanding” to your required services. Note that only service providers who offer ALL the services you specify will be matched to your projects.
To add a description/definition of the scope of work for your project template, stay on the “Scope of Work” tab and click on the “Edit” button alongside the “Scope of Work” title. Add relevant text into the text-editing box which appears and click the “Save” button. This is where you can describe in more detail the type of work you want to be carried out.
To specify how you want bidders to breakdown their pricing, click on the “Pricing” tab on the left of the project template screen. Click on the “edit” button to specify a line item for each task you want to be broken-out in the pricing. Use the drop-down menu beside each line item to specify the pricing schedule you wish to use for this specific task. Your options are pricing per time (for example £xx per snow clearance) or to request pricing for a flat fee per hour, week or month. You can also select “other” to specify a different pricing schedule.
If you wish to break down your pricing into multiple line items with different terms (for example snow clearance should be per time but salting/sanding should be month) click on the “Add Pricing Line Item” button to add each additional line item.
Remember to press the “save” button once you have made your changes.
Deleting a Project Template from your Corporate Account
Follow the instructions above so that you are viewing the details of the project template you wish to remove from your corporate account.
Click on the “Delete Template” button on the right hand side of the screen. You will be asked to confirm whether you want to delete the template. Click “Yes” to confirm.
Note that deleting the template will NOT affect any current or past projects that were created using this template.
Creating a New Project Template
You can also create a new project template from scratch, rather than using a TracFax template as a starting point. Click on the “Admin” button at the top of the TracFax screen and then click on the “Project Templates” tab on the left of the screen.
Click on the “Add New Project Template” button at the top right of the screen to generate a blank project template. You can now add details to this project template by amending the relevant fields as described in “Customizing a Project Template” above.
Customizing your Terms and Conditions Template
Click on the “Admin” button at the top of the TracFax screen and then click on the “Terms and Conditions” tab on the left of the screen.
Use the edit screen that appears to customize the terms and conditions (contract) template that will be used by default for all future projects awarded by your company. When you have finished, click the “Save Terms & Conditions” button at the bottom of the page.
Note that you will still be able to make project-specific changes to the standard Terms and Conditions if required before opening the project to bids or before sending the contract to the winning Service Provider. In this event, your project-specific changes will NOT overwrite your template.