To create a new client, It depends on whether you would like to setup a client Tree Structure from scratch or you would like to setup a client under an existing Client Structure.

For internal staff, entireHR consists of a Staff Web Portal (“Web Portal”) and a Finance Windows Portal (“Finance Portal”). The Web Portal is predominantly for Allocators and HR, while the Finance Portal is predominantly for Payroll and Finance Teams. 

All new clients must be created in the Web Portal. Additional finance information about the client may also need to be entered into the Finance Portal, depending on the level and invoicing arrangements of the client.

1.     The entireHR Client Structure

entireHR has a 3-tier client structure as displayed in the diagram below.

 - ADMIN LOCATION
 
This is usually the National or State Office for the client and acts to group together the service locations (see below).
 

 - SERVICE LOCATION
 
This level contains pay, invoice and entity information. It also contains client location addresses and contact information.
 

 - DELIVERY (or “Area”) LOCATION
 
This contains location addresses and contact details. It is the level at which services are rendered and shifts ar allocated to. The delivery location may be an individual.

Diagram showing Client 3-tier Structure.


 

An example of a client tree structure in entireHR is below.


 
As in the example above, some clients will have two admin levels. The admin location at the top of the tree structure is called the Parent Admin
 
Points to Note:
·         Every client will have an ADMIN location.
·         Every client will have a SERVICE location.
·         Some clients will have a combined admin and service location, known as ADMIN & SERVICE. This is the case for simpler and/or smaller organisations. Refer to the example displayed in the screenshot below.
·         Most clients will have DELIVERY locations, where the service is rendered. However, it is possible to have no DELIVERY location. In these cases, services are rendered at the SERVICE location.
 



 


Those with appropriate access to the Web Portal are able to set up new ADMIN, SERVICE, ADMIN & SERVICE, and DELIVERY locations. The Finance team (or those with access to the Finance Portal) should be advised when new clients are set up, so that the finance details of the new client records may be completed.


2.     Adding a New ADMIN Location


2.1  Web Portal - Adding an ADMIN as a Completely New Client Structure

If you need to create a whole new client structure, you will need to create an ADMIN location (or ADMIN & SERVICE location). To do this, follow the steps below.
 
a)      In the Web Portal, from the menus, select /Profiles/Clients/Add New Client.

b)      Select from the drop down list fields and enter the client name in the Location Name field.

c)       Select “Client Future Opportunity” from the Status drop down list field.

d)      Click “Save and Continue”.

e)      On the Profile tab, select the appropriate Industry Type.

f)       Change the Status field to “Client Active”.

g)      Fill in the Notes boxes (note that data entered into the “Staff Notes” field is visible to internal staff only, while data entered into the “Description and Capacity Notes” field is visible to members).

h)      Click on “Save”.

i)        Click on the “Address and Contact Details” tab and populate the fields (note that data entered into the “Client Contact Notes” field is visible to internal staff only, while data entered into the other Notes fields is visible to members).

j)        Complete the information in the other tabs and click “Save”.


2.2  Web Portal - Adding an ADMIN to an Existing Client Structure

If you need to add an ADMIN to an existing client structure, follow the steps below.
 
a)      Click on the Clients icon, showing as a purple circle in the image below.
 



b)      Click on the “All Client Location Type” radio button (circled in red).

c)       Enter the client name (or part of the client name) in the “Search Value” field of the client record that you wish to add to.

d)      Click the  “Display Clients” button.

e)      Select the correct client record by clicking on the client name you require (remember that this is the client that you are adding to).
 
The following screen will be displayed.  Click on “Load Client Tree Structure” on the right (circled in red) to display the client structure.
 


f)       Click on the client record in the structure that you wish to add to, then click on the “+Add Admin” button at the bottom.
 
You will be taken to a new screen as displayed below.
 
g)      Type the name of the new ADMIN client in the Location Name field at the top.  Leave the Location Type as ADMIN.  You can then choose to duplicate the existing Client Location details (top section) or you can selectively choose fields to copy from the parent (bottom section).
 
 

 
h)      Based on your choice, click on one of the green buttons to create your new ADMIN client.  Click on “Leave” when the pop-up message is displayed.

i)        On the Profile tab, select the relevant Location Function from the Location Function drop down list. Select applicable options from the other drop down lists on the Profile tab as appropriate.

j)        Also on the Profile tab, fill in the Notes boxes (note that data entered into the “Staff Notes” field is visible to internal staff only, while data entered into the “Description and Capacity Notes” field is visible to members).

k)      Click on “Save”.

l)        Click on the “Address and Contact Details” tab and populate the fields (note that data entered into the “Client Contact Notes” field is visible to internal staff only, while data entered into the other Notes fields is visible to members).

m)    Complete the information in the other tabs and click “Save”.

2.3  Finance Portal Setup

As ADMIN locations do not have finance details, there is no further setup required in the Finance Portal. However, if you have created an ADMIN & SERVICE client, the client is an ADMIN as well as a SERVICE, and finance details are required.


3.     Adding a New SERVICE Location

3.1  Web Portal Setup

A new SERVICE location can only be added to an existing ADMIN Location. To add a new SERVICE location, follow the steps below in the Web Portal.

a)      Click on the Clients icon, showing as a purple circle in the image below.



b) Click on the “All Client Location Type” radio button (circled in red).

c) Enter the client name (or part of the client name) in the “Search Value” field of the client record that you wish to add to.

d) Click the  “Display Clients” button.

e) Select the correct client record by clicking on the client name you require (remember that this is the client that you are adding to). 

The following screen will be displayed.  Click on “Load Client Tree Structure” on the right (circled in red) to display the client structure.



f) Click on the client record in the structure that you wish to add to, then click on the “+Add Service” button at the bottom.

You will be taken to a new screen as displayed below. 

g) Type the name of the new SERVICE client in the Location Name field at the top.  Leave the Location Type as SERVICE.  You can then choose to duplicate the existing Client Location details (top section) or you can selectively choose fields to copy from the parent (bottom section).



h) Based on your choice, click on one of the green buttons to create your new SERVICE client.  Click on “Leave” when the pop-up message is displayed.

i)  On the Profile tab, select the relevant Location Function from the Location Function drop down list. Select applicable options from the other drop down lists on the Profile tab as appropriate.

j)       Also on the Profile tab, fill in the Notes boxes (note that data entered into the “Staff Notes” field is visible to internal staff only, while data entered into the “Description and Capacity Notes” field is visible to members).

k)      Click on “Save”.

l)      Click on the “Address and Contact Details” tab and populate the fields (note that data entered into the “Client Contact Notes” field is visible to internal staff only, while data entered into the other Notes fields is visible to members). For the SERVICE Location, the address details that are entered into the Postal Address fields on the “Address and Contact Details” tab are defaulted in the Invoice Address fields in the Finance Portal. In the Finance Portal, these address details may be left as is or changed and then saved. If the data in the Invoice Address fields is not saved, the Postal Address fields will continue to default in the Finance Portal and it is these details that will be displayed on the invoice.

m)       Click on the Relationship Managers tab and add a new relationship manager. The Relationship Manager must be saved on the service location record as this will be displayed on the invoice. (Note that it is the SERVICE location record’s Relationship Manager that is displayed on the invoice, not that of the ADMIN or DELIVERY records).

n)      Complete the information in the other tabs and click “Save”.Once the SERVICE record is complete, the Finance Team should be notified of the new record so that the finance setup may be completed.

4.     Adding a New DELIVERY Location

4.1  Web Portal Setup

A new DELIVERY location can only be added to an existing SERVICE Level. If you need to add a DELIVERY location, follow the steps below in the Web Portal.

a) Click on the Clients icon, showing as a purple circle in the image below.



b) Click on the “All Client Location Type” radio button (circled in red).

c) Enter the client name (or part of the client name) in the “Search Value” field of the client record that you wish to add to.

d) Click the  “Display Clients” button.

e) Select the correct client record by clicking on the client name you require (remember that this is the SERVICE location client that you are adding to).

A new screen will be displayed as shown below.  Click on “Load Client Tree Structure” on the right to display the client structure.



f) Click on the client record in the structure that you wish to add to, then click on the “+Add Delivery” button at the bottom circled in red.

You will be taken to a new screen as shown below.



g) Type the name of the new DELIVERY location in the Location Name field at the top.  Leave the Location Type as DELIVERY.  You can then choose to duplicate the existing Client Location details (top section) or you can selectively choose fields to copy from the parent (bottom section).

h)      Based on your choice, click on one of the green buttons to create your new DELIVERY client.  Click on “Leave” when the pop-up message is displayed.

i)        Select from the “Location Function” drop down list on the Profile tab. Select applicable options from the other drop down lists on the Profile tab as appropriate.

j)        If the DELIVERY location has a reference number that needs to be displayed on the invoice, enter this number in the “Ref Code” field and select “Yes” from the “Enter Reference Code to Show in Invoice” drop down list.

k)      Fill in the Notes boxes (note that data entered into the “Staff Notes” field is visible to internal staff only, while data entered into the “Description and Capacity Notes” field is visible to members).

l)        Click on “Save”.m)    Click on the “Address and Contact Details” tab and populate the address fields. Note that, if the invoice is to be generated at the DELIVERY location level, the Postal Address will be defaulted into the Invoice Address fields in the Finance Portal.

n)      Enter the Notes fields (note that data entered into the “Client Contact Notes” field is visible to internal staff only, while data entered into the other Notes fields is visible to members) and click “Save”.

o)      Complete the information in the other tabs and click “Save”. 

Once the DELIVERY record is complete, the Finance Team should be notified of the new record so that the finance setup may be completed. The Finance Team will be able to look at the corresponding service location record to determine if any setup is required for the new delivery location in the Finance Portal.