Create A New Division/Office

Discover how Avionté's latest enhancements to the BOLD front office interface empower clients with greater control and efficiency. Now, HCM users can create or modify their own division and office information autonomously, eliminating the need for support tickets and reducing wait times. These updates enhance user autonomy, streamline administrative processes, and significantly improve the overall client experience by saving time and reducing dependence on support services.

Key Takeaways:

• Empowerment and Autonomy: Granting HCM Users the ability to autonomously create or modify their own division and office information eliminates the need for Avionté Agents, enhancing user independence and efficiency.

• Streamlined Processes: Implementing admin-level permissions for user authorization, syncing branch addresses to the back office, and enhancing division sync simplifies and accelerates the process, saving time and resources.

• Improved User Experience and Efficiency: Adding an audit log to track changes and introducing new UI changes enhances transparency and usability. These improvements reduce the need for support tickets and increase customer satisfaction.

Chapters:

• User Access
• Navigation
• Division (New, Edit, Audit)
• Office (New, Edit, Audit
• Region (New, Edit)
• After Setup

User Access

• Prior to HCM system access 
  
  
  
• Navigate to Account & Settings, and via Edit Access, look at the Management section. Ensure that Division/Office Admin is selected, and Save.

• Log Out/Log Back in to complete permission updates. Now beneath Account & Settings, System Settings will be visible.

Navigation

From the profile, navigate from Account & Settings to System Settings. Division/Office Office Configuration will be the only option available for HCM users.

New Division

• Select New Division

Note: Divisions DO NOT sync to Back Office until an office is associated.

• Fill in all Required Fields (marked with an *). These include:
  • Division*
  • FEIN*
  • Country*
  • Address1*
  • City*
  • State(
  • Zip/Postal Code*

• Save

Division Changes

• Click into any Division to Edit

• Make applicable changes and hit Save when complete.
  
  

Division Audit

• Click the Information Icon 

• Select the User (All or individual)

• Select the Date Range (30, 60, 90 Days; 6, 9 Months; 1 Year)

• Click Search to initiate the Audit

New Office

• Select New Office

• Fill in all Required Fields (marked with an *). These include:
  • Division*
  • Regions*
  • Office Name*
  • Country*
  • Address1*
  • City*
  • State*
  • Zip/Postal Code*

• Save

Office Changes

• Click the dropdown arrow next to a Division to expand the Region selection

• Click the dropdown arrow next to a Region to expand the Office selection

• Click into the Office under the Region to Edit

• Make applicable changes and hit Save when complete

Office Audit

• Click the Information Icon 

• Select "Office" from the Entity dropdown

• Select the User (All or individual)

• Select the Date Range (30, 60, 90 Days; 6, 9 Months; 1 Year)

• Click Search to initiate the Audit

 

Confirming New Division/Office Creation and/or Changes

• In order to give a user access to a new Division/Office, navigate to User Accounts via Account & Settings.
  
  
  
• Search for the user that requested the new branches and click Edit Profile.
  
  
  
  
  
• In the Office Access dropdown, give the user access to the branch(es) you just created
  
  

New Region

Note: Regions DO NOT sync to Back Office

• Select New Office

• Click the + New button to the right of the Regions field

• Fill in all Required Fields (marked with an *). These include:
  • Division*
  • Regions*
  • Office Name*
  • Country*
  • Address1*
  • City*
  • State*
  • Zip/Postal Code*

• Save

• The New Region and Office will now be visible under the associated Division

Region Changes

• Click into any Region to Edit

• Make changes to the Region name and Save to complete

 

After Setup (Office)

To finish the set up, you will want to update the branch information in Admin Tools and grant user access. New Offices will sync to Back Office, but permissions must still be assigned.

In Back Office > Admin Tools > Employer > Branch > Add/Edit, update the address details. In addition, users will need to be granted access to this new Division/Office location in both Front and Back Office.

Front Office Access

User Account > Edit Profile > Office Access dropdown (i.e. will need to enable/select the new Office to be included)

Back Office Access

Admin Tools > Employer > User > Add/Edit > Branch will need to be selected in each user's permissioned Branches and then click Save. Furthermore, any user given access to this Branch will need to go to Start Page > Branch Settings and add it from the Available Branches into their Selected Branches.