Create and Manage Company Offices

AviontéBOLD allows users to create and manage multiple offices under a single company. Offices recognize the existence of multiple locations while taking advantage of templated fields — such as sales rep assignments and commission allocations — to streamline setup and reduce manual work. This article covers how to create offices and use them in your daily workflow.

On This Page

Creating Offices

Editing an Office

Adding New Contacts

Creating a Job in an Office

Adding an Address

Editing a Billing or Worksite Address

Selecting or Updating Sales Tax

Auto-Applied Sales Tax

Audit Logging

Related Resources:

• Commissions
• Office Selection During Job Creation
• Office Archiving

Creating Offices

Creating offices is done on the Contacts tab of the Company page.

1. On the Company page, search for the company you want to work with and select it. It opens in a new tab.
2. Click the Contacts tab.
3. Click Add New Office. The Create a New Office flyout opens.

4. Fill out the form with the location information. No fields are required, but leaving them blank is not recommended.

Field	Details
Office Name	Base the name on location unless other factors apply. Special characters: Hyphens (-) and parentheses () are acceptable, but avoid +, /, @, #, and ^ — these can cause issues with third-party integrations. Use alphanumeric characters, spaces, hyphens, and parentheses for maximum compatibility.
Office Country	Pre-populated
Office Address 1	Street address
Office Address 2	Suite number or additional address information
Office City	City location
Office State/Region	Pre-populated
Office Zip/Postal Code	Entering this value will populate a geocode
Office Phone	Phone number
Default Job Branch	Populated from the company's existing branches
Default Sales Rep	Selecting a sales rep ensures that new jobs created at this office default to that rep. The dropdown is populated based on the Default Job Branch selected.
Additional Transactions	Sets default Additional Transaction types for the office, eliminating the need to configure them individually for each placement.
Commission Allocation	Sets a default commission for jobs created at this office. See Commissions for more information.

5. When ready, click Submit. The new office is added in alphabetical order — scroll down if you don't see it right away.

Note: When a new record is created and aligned to Back Office, any required extras are automatically added to the record. Office extras are located under Contacts > Edit Office > Custom Fields. This ensures required metadata is applied at the time of record creation without manual intervention.

Editing an Office

Click the Edit Office button to update office details. This flyout is also where offices can be archived (deleted) if needed.

Note: Three options are available for applying changes to the office — select the one that best fits your needs. When finished, click Submit to save and close the flyout.

For information on archiving offices, see Office Archiving.

Adding New Contacts

Add contacts to an office by clicking the Add New Contact button located next to each office. This opens the Create New Contact flyout.

Several fields come pre-filled with office information. Complete any additional fields and click Submit. While no fields are technically required, creating a contact without details is not recommended. After submission, the system displays a confirmation notification.

After submission, click View to open the contact in a new browser tab, or click Done to close the window.

Creating a Job in an Office

1. Click the Create Job button on the office. The Create Job flyout opens with relevant information from the office pre-filled.

Note: The Sales Rep field is automatically populated with the value selected during office creation, eliminating the need to manually select a rep each time you create a new job.

2. Complete any remaining required fields before submitting:
   • 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 Create Job. The system displays a confirmation 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

Note: When creating jobs, users need to know which contacts are associated with each office. You can prioritize offices on the Company profile's Office tab to move one or more offices to the top of the list — the highest priority office appears first, with additional prioritized offices displayed in sequence below. See Office Selection During Job Creation for more information.

Adding an Address

To create a new Billing or Worksite Address for the office, click Add Address. The Create a New Address flyout opens.

Field	Details
Site Type Billing Address	Select a billing address or add a new one.
Site Type Worksite Address	Select a worksite address or add a new one.
Default Office Worksite Address (Only applicable if Site Type equals Worksite)	Check this box to set this worksite address as the default worksite address for the office.
Sales Tax (Only applicable if Site Type equals Worksite)	Use the multiselect dropdown to select the applicable sales tax option(s) for the worksite's state. BOLD will sync the selected value back to the corresponding address in Back Office automatically.
Country	Country location
Address 1	Street address
Address 2	Additional address information
City	City location of the address
State/Region	State location of the address
Zip/Postal Code	Zip code of the address
GEO Code	Pre-populated from the address
School District	Pre-populated from the address
Phone	Phone number at the address

Note: The Sales Tax field is only applicable to worksite addresses, and must be configured in Classic Back Office under Admin Tools > System > Sales Tax for the relevant state. Options in BOLD are pulled directly from Back Office and will only appear once configured.

After clicking Submit, the new address appears in the Billing & Worksite Addresses section of the office.

Editing a Billing or Worksite Address

Click the Edit icon at the far right of the address to update address details. This flyout is also where addresses can be archived (deleted) if needed.

Selecting or Updating Sales Tax

To set or change the sales tax for a worksite address in BOLD:

1. Navigate to the worksite address you want to edit. This can be accessed through a Company record or from within the Create a Job workflow.
2. In the address aside panel, locate the Sales Tax field.
3. Use the multiselect dropdown to select the applicable sales tax option(s) for the worksite's state.
4. Save the address. BOLD will sync the selected sales tax value back to the corresponding address in Back Office automatically.

Note: If the Sales Tax field does not display any options, verify that sales tax has been configured in Classic Back Office under Admin Tools > System > Sales Tax for the relevant state. Options in BOLD are pulled directly from Back Office and will only appear once configured.

Auto-Applied Sales Tax

If your Back Office administrator has enabled the Automatically Apply Sales Tax to Customer option for a state in Admin Tools, sales tax may be applied automatically when a worksite address is created in that state. In these cases, the Sales Tax field in BOLD will display the auto-applied value, which you can review and adjust if needed.

Note: The auto-apply behavior is controlled in Classic Back Office. Contact your administrator if you need to adjust which states have automatic application enabled. See Admin Tools: Sales Tax for details.

Audit Logging

Any changes made to the Sales Tax field in BOLD are recorded in the BOLD Company Audit. This gives administrators and managers a clear record of when sales tax was added, modified, or removed from a worksite address and by whom.

To review audit activity, navigate to the Company record and access the audit log for the relevant address.