AviontéBOLD users can create and manage multiple offices under a single company. The use of offices recognizes the existence of multiple locations while taking advantage of templated fields, such as sales rep and commission allocation. This knowledge base article discusses creating and using offices in your daily workflow.
Key Takeaways
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AviontéBOLD allows users to create and manage multiple offices within a single company, each with unique location-specific details like address and sales representatives.
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When creating a new office, users can fill out location information, set default job branches, assign sales representatives, and establish commission allocations, providing a comprehensive view of the office's setup.
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Offices in AviontéBOLD facilitate efficient workflow management, allowing users to add contacts, create jobs, and manage addresses specific to each office location, streamlining operations for multi-location companies.
CHAPTERS
Creating Offices
Creating offices is done on the Contacts tab of the Company page.
Image: Company screen - Contacts tab
- On the Company page, search for the Company you want to work with, then select it. It will open in a new tab.
- Click on the Contacts tab.
- Create a new office by clicking on the Add New Office button.
- The Create a New Office flyout opens.
Image: Create a New Office
5. Fill out the form according to the location information. Note that none of the fields are required; it is technically possible (but not recommended) to leave fields blank.
| Field Name | Details |
| Suggestion: base the name on location, unless there are other factors. Special Characters in Office/Branch Names: While hyphens (-) and parentheses () are acceptable in office/branch names, other special characters such as +, /, @, #, and ^ should be avoided. Using these symbols can potentially cause issues with third-party integrations if those systems don't properly strip or handle special characters. To ensure maximum compatibility across all integrated platforms, stick to alphanumeric characters, spaces, hyphens, and parentheses when naming offices or branches. | |
| Pre-populated | |
| Use this to indicate the street address | |
| Identify a suite number or other additional address information | |
| Pre-populated | |
| Office Zip/Postal Code | Entering this will populate a geocode |
| Office Phone | |
| Default Job Branch | These are taken from existing branches of the company |
| Selecting a sales rep will ensure that new jobs created at this office will have that sales rep as the default. The system populates this dropdown based on which Default Job Branch is chosen. | |
| Additional Transactions | Setting values for these fields establishes default Additional Transaction types for the office. This allows you to pre-configure transaction types at the office level, eliminating the need to manually add or configure them for each placement. |
| Commission Allocation | Setting values for these fields will establish a default commission for jobs created at this office. Commissions. |
6. When ready, click Submit. The system adds the new office in alphabetical order. Scroll down if you don't see it right away.
Image: Example of Newly Created Office
Using Offices
Adding New Contacts
You can add new contacts to each office by selecting the Add New Contact button.
This is located next to each office. Clicking this opens the Create New Contact flyout.
Image: Create New Contact
Several fields come pre-filled with office information. Complete any additional desired fields and click Submit. While no fields are technically required (allowing you to create a contact without details), this is not recommended. After submission, the system will display a confirmation notification.
Image: New Contact Added
After submission, you can either click View to open the contact information in a new browser tab, or click Done to close the window.
Image: Contact
Creating A Job in A New Office
- Click the Create Job button to create a job in the newly created office.
- The Create Job flyout will open with relevant information from the new office automatically pre-filled.
Image: Job Details showing Job Branch and Sales Rep
Note: The Sales Rep field is automatically populated with the value selected during office creation. This eliminates the need to manually select a Sales Rep each time you create a new job.
Image: Create Job flyout with Commission Allocation and Notification information prepopulated
Required Fields for Job Creation:
- Hiring Manager
- Hiring Manager Email Address
- Worker's Compensation Code
- Start Date
- Target Bill Rate
- Target Pay Rate
- Job Position Title
3. When ready, click the Create Job button. The system displays a notification:
4. After job creation, you can:
- View the newly created job
- Create a similar job
- Create a new job
- Click Done to close the screen
Adding An Address
To create a new Billing or Worksite Address for the office, click the Add Address button. The system will open the Create a New Address flyout.
Image: Create a New Address flyout
No fields are required for this form, so be sure to double-check your entries before submitting.
After clicking Submit, the new address will appear in the Billing & Worksite Addresses section of the office.
Image: New Worksite
Editing An Office
Offices can be edited by clicking the Edit Office button. This is also how offices are deleted [archived] if you wish to do that.
Information on deleting offices
Image: Edit Office
When you have made the desired changes, click Submit. The system closes the flyout and displays the office on the company screen.
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