11) Global Settings
We're almost finished! Global Settings consists of various settings to further setup your instance of SecurityTrax.
Follow the step below to set up your Global Settings.
REMINDER: All BOLD fields are required in order to save.
Company Section
- Click on the Administration tab
- Click on Global Settings under the System section
- Fill in all the fields in the Company section even though 'Name' is the only BOLD field.
- Payroll Settings
Determine if the Leads received from this Partner Company will be marked as Pending or placed in your Queue.
- Days Between Password Changes
Require your Users to change their passwords at intervals determined in this drop down menu.
- Global Message
This is the message in the yellow bar which displays at the top of every screen in SecurityTrax.
Tech / Scheduler Settings Section
- Check the applicable boxes to establish rules for which information is displayed on the Scheduler for Users of your instance of SecurityTrax.
Show City / State on Scheduler
Will display the city and state in which the appointment is located.
Show Install Tech on Customer List
Displays the Install Tech column on the Customers page that lists all the Customers.
Show Time Off Notes on Scheduler
Notes are able to be added to a Technicians blocked out schedule. Check this box if you'd like these notes to be displayed on the Scheduler.
Lead Management Section
- Use the drop down menus and checkbox to establish rules for how Leads are handled throughout your instance of SecurityTrax for all of your Users.
Default Lead Status after Request From Queue
Once a lead has been requested by a User the status of the Lead will be updated to 'Leave Assigned' (the Lead will be assigned to the User who requested it), 'Queue' ( the Lead will not be assigned and can still be pulled out of the Queue), or 'Pending' (the Lead isn't assigned to the User who pulled it but it will not be in the Queue).
Minutes Lead Blacklisted After Requested
Determine how long a Lead will be removed from the queue after it has been requested to prevent multiple Sales Reps contacting the same Lead.
Queue Utilizes Partner Queue Priority
Tells your instance of SecurityTrax to use the priority structure from your Partner Company's instance of SecurityTrax for handling the Lead as opposed to your own priority structure.
Available From Queue At / Until
Set the earliest and latest that Leads can be requested from your instance of SecurityTrax using the Customers local time.
Allow Duplicate Leads To Be Posted After
Establish a length of time (in days) for how much time must pass before a duplicate Lead can be entered into your instance of SecurityTrax. You can also set it to 'Never Allow'.
Queue Priority
Establish the order by which Leads are to be contacted based on when they're entered into your instance of SecurityTrax. 'First In, First Out - Callback 1st' is the default setting. Meaning that Leads entered into your instance of SecurityTrax first will be called back first. 'First In, First Out' (Those with a callback time of 'now' don't necessarily take priority over those that have never been contacted), 'Last In, First Out - Callback 1st' will call the latest Lead first, and 'Last In, First Out' (Those with a callback time of now don't necessarily take priority).
Queue Ignores Leads Older Than
Tell your instance of SecurityTrax to disregard Leads that older than a certain duration so they no longer show up in any User's queue.
Queue Always Ignores Leads With Callback Times Out Of Scope
If a Lead has 'expired' it won't be returned when requested from the Lead queue.
Email Settings
- Use the drop down menus and checkboxes to dictate how email from your instance of SecurityTrax is sent to Customers, Sales Reps, or Technicians.
All emails from the platform will be dispatched daily at approximately 2am MDT.
Email Customer Appointment Reminders
Select to have a reminder sent to the Customer and the Technician 1, 2, or 3 days before the appointment.
Customer Reminder Emails
Identify the email template that is to be used for the appointment reminder email sent to your Customers and Technicians.
Auto Email Leads
Contact SecurityTrax directly for more information on this feature.
Email Daily Tech Schedules
Check this box if you want SecurityTrax to email your Technicians their schedules for the upcoming day.
Email Daily Sales Schedules
Check this box if you want SecurityTrax to email your Sales Reps their schedule for the upcoming day.
Email Payment Receipts By Default
Check to have SecurityTrax email receipts for all sales to customers by default.
Email From Name
Enter the name you want to display showing from whom the reminder and/or schedule emails are sent. (i.e. your company name).
Email From Address
Enter the email address you want displayed as the sender of the reminder and/or schedule emails. (For example, noreply@yourcompanyemail.com).
- Click Save
Form Defaults
To further streamline the creation of a Customer and to tell your instance of SecurityTrax how to handle duplicate Customers follow these steps:
- Click on the Administration tab
- Click on Global Settings under the System section
- Click on Form Defaults located directly under the tabs
- Using the drop down menus and checkboxes in the Customer Defaults section identify which values you want to show up as the default setting when a Lead is converted or a new Customer is being created.
- Using the checkboxes in the Duplicate Customer Defaults section identify which piece(s) of Customer information from Personal Information, Sale Information, Installation & Equipment Information, and Contacts that you want your instance of SecurityTrax to look for before saving a new Customer to avoid creating duplicates.
- Click Save
When creating a new Customer and duplicate information is found, SecurityTrax will warn you that a potential duplicate Customer may already exist using the parameters you set here. You'll then be given the option to cancel the new Customer creation OR override the warning and save as a new Customer.
Notification Management
SecurityTrax comes with a powerful Notifications system which can be administered from three different levels: Global Settings, Mid Level , and User Level:
Global Settings Level
This level controls all Notification settings within your instance of SecurityTrax. To administer, an Admin would:
- Click on the Administration tab
- Click on Global Settings under the System section
- Click on Company Notifications Management located just under the tabs
- Select which type of Notifications your Users can turn on/off as well as require your Users to receive.
Disable
Will remove that notification from showing up for anyone on any other Notification Management screen.
Enable
If checked then those types of Notifications will be sent to all applicable Users.
Will send the Notification to the User via email.
SMS
Will send the Notification to the User via SMS Message. (Note: a $.05 per message charge may apply if the User doesn't have their cell carrier identified.)
- Click Save
Mid Level
This level of notifications allows an Admin or Manager to further limit or grant the types of Notifications that a User would receive. An Administrator or Manager would:
- Click on the Administration tab
- Click on Users under Organization
- Select the Users name
- Click on the Notifications Management button
Company Enabled
If checked and grayed out it means that a Global Level policy has been set for that particular type of message and applicable Users will receive that type of notification unless it's controlled at this Level.
Disable
Will remove that notification from showing up for anyone on any other Notification Management screen.
Enable
If checked then those types of Notifications will be sent to all applicable Users.
Will send the Notification to the User via email.
SMS
Will send the Notification to the User via SMS Message. (Note: a $.05 per message charge may apply if the User doesn't have their cell carrier identified.)
- Click Save
User Level
This allows the User to control, to a certain extent, what Notifications they receive. To make changes, a User would:
- Log into SecurityTrax
- Click on the globe icon in the upper right hand corner of the screen under their Username.
- Click Settings
Company Enabled
If checked and grayed out it means that a Global Level policy has been set for that particular type of message and applicable Users will receive that type of notification unless changed at the Mid Level.
Disable
Will remove that notification from showing up for anyone on any other Notification Management screen.
Enable
If checked then those types of Notifications will be sent to all applicable Users.
Will send the Notification to the User via email.
SMS
Will send the Notification to the User via SMS Message. (Note: a $.05 per message charge may apply if the User doesn't have their cell carrier identified.)
- Click Save
Once you've completed setting up the Global Settings Level of Company Notifications your instance of SecurityTrax is ready to begin entering Leads and Customers.