Managing distributor employees and roles

Marcus Bowers
  • Updated

In this article:

    Administrators can add or remove employees directly from the site. The instructions below detail the best steps and practices for maintaining them.

    Note: If your company sends employee files, all changes should be expressed on the file sent to SevenFifty.

    Topics covered in this article:

    Definition of distributor roles

    A role determines the employee's function and permissions level. There are four roles associated with employees on the site; Sales Tools (ST), Administrator (A), Order Board (OB), and All Accounts (AA)

    Sales Tools (ST)

        • Access to basic sales tools (lists, sample sheets)
        • Can be assigned accounts
          • This role is generally assigned to sales representatives

    Administrator (A)

        • Can add/edit products and employees
        • Can view sample/account history across the company
        • Can approve/deny sample requests
          • We suggest adding (ST) role to view sales representative activity
          • This role is associated with Managers, Directors, IT

    Order Board (OB) 

        • Can make lists, approve/deny sample requests
        • Has access to all accounts across the company in their zones, but no (A) privileges
        • Cannot be assigned to an account without having the (ST) role

    All Accounts (AA)

        • Access to basic sales tools
        • Has access to all accounts across the company in their zones, but no administrative privileges
        • Cannot be assigned to an account without also having the (ST) role 

    Adding Employees

    • Click your name in the upper-right corner and select ‘manage my team’ from the dropdown menu
    • Click the 'add a user' button in the upper-right corner
    • Add personal details (mandatory fields marked with an asterisk)
      • First and Last name
      • Job Title
      • Email Address
        • The email address must be unique to the employee
        • Double-check to make sure the email address is spelled correctly
        • We recommend the employee's email address to be created first before it is set up on the site
      • Phone
        • We suggest adding a phone number for texting orders (SMS)
    • Employee ID #

    This is also called an EIN. It is an identification number assigned to the employee by the company (this is optional). 

    • Add Zone(s)

    A zone can be defined as a metropolitan area or market(s) where a company is located and has rights to a product. 

    • Subordinates

    A subordinate is an employee managed by an administrator (A) or a sales team leader (ST)

      • Click subordinate field
        • Select subordinate(s)
    • Click Save
    •  

    Transferring Accounts

    If you have a new hire that will be assuming an old or former teammates accounts, you can transfer them. We advise to transfer accounts before terminating an employee. If the accounts are not transferred they become unassigned.

    • Go to the 'accounts' tab
    • Click the 'bulk transfer' sub-tab
      • Select the employee to transfer accounts from
      • Check accounts to be transferred
      • Click the blue transfer button
      • All untransferred accounts become unassigned

    Unassigned accounts

    These are accounts not assigned to a user.

    • To transfer
      • Click the 'bulk transfer' sub-tab
      • Click the blue banner link
      • Select employee
      • Click box by account(s) or check all
      • Click transfer

    Removing Employees

    When an employee is terminated or leaves their position, you can deactivate their account.

    What to consider before removing employees

    Sales representatives with sales tools (ST) permissions can be assigned accounts (retail shops, bars, restaurants). When an employee is removed, their accounts can be transferred to another teammate. If the accounts are not transferred, they will become unassigned until they're assigned to another employee. 

    To remove an employee

    • Click your name in the upper-right corner and select ‘manage my team’ from the dropdown menu
    • Click the employee to remove from your roster
    • Click terminate and then click the prompt to confirm

    Terminated users

    These are users that were once active employees. When an employee is removed from a roster, their account is deactivated. They can still access the site, but they see a blank screen. They cannot view website data

    (For more information - How do I unlock or reactivate my account)

    Reactivating Employees 

    If a previously terminated employee is rehired, there is no need to create a new account. You can reactivate their account from the 'terminated users' sub-tab.

    To reactivate a user:

    • Click your name in the upper right-corner and select ‘manage my team’ from the dropdown menu
    • Click the 'terminated employees' sub-tab
    • Choose employee to reactivate
    • Click the reactivate button by their name

    When you reactivate an employee, they will not be associated with any accounts. You can assign them accounts from a teammate, or accounts that are unassigned. 

    If reassigning individual accounts

    • Click the 'accounts' tab
    • Click the 'bulk transfer' sub-tab
      • If transferring from an existing employee
        • Select employee to transfer accounts from
        • Select accounts
        • Click transfer
      • If transferring from unassigned accounts
        • Click the blue banner link
        • Click box by account(s) or check all
        • Click transfer

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