ATOM Software Admin Manual
Admin Set-Up
© 2015 Automated Tax Office Manager, LLC. All rights reserved
60
User Uploads and Uploaded Document column descriptions
Documents and files can be added to your User pages to keep track of useful employee records.
Files can be organized by year or they can be viewed all at once.
File
Source file address of uploaded document
Upload Type
Select the Upload Type as needed. Upload Types are assigned and cus-
tomized in the Admin> Upload Type section of ATOM
Description
Descriptions can be added by the user uploading the file as needed.
Year
This field will self-populate with the current year but can be altered as
needed. You should typically file the upload under the correct year of
employment for each user.
Created By
This field will automatically be attached to the user who uploads the doc-
ument
Modified By
This field will self-populate if a user modifies an upload with their name
Modified Date
This filed self-populates with the last modification date of an uploaded
file.
File Size (Mb)
ATOM will record the megabyte size of the file uploaded.
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Admin Set-Up
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Security Information Field Description
Minutes Allowed to Punch-in Early
The number of minutes an employee is allowed to punch in before their
scheduled work hours. For example, if 20 is entered in this field, and the em-
ployee is scheduled to work at 9:00 A.M. and they actually punch in at 8:30
A.M., then their official login time of record is 8:40 A.M. and not 8:30 A.M.
OTE: If the field is blank then there is no limit on when the employee can punch in. If there is a number
entered in this field and the employee is not on the work schedule they will not be allowed to punch in. Al-
so if there is a number in this field and they punch in twice for the day there may be an issue on the punch in
times.
Minutes Allowed to Punch-out Late
The number of minutes an employee is allowed to punch out after their
scheduled work hours. For example, if a 10 is entered in this field, and the
employee is scheduled to work until 5:00 P.M. and they actually punch out at
5:30 P.M., then their official log out time of record is 5:10 P.M. time and not
5:30 P.M.
OTE: If the field is blank then there is no limit on when the employee can punch out.
E-mail Assigned Tasks
Select this box if you would like your Assigned Tasks to be forwarded to your
personal email address recorded on your User page in addition to your As-
signed Tasks page. This is an open option for your users to choose if they
wish to be notified.
OTE: Both the E-mail Assigned Tasks box and the E-mail System Messages box must be checked in addition
to the email assigned tasks box.
E-mail System Messages Check this box if you would like your System Messages to be forwarded to
your personal email address recorded on your User page in addition to your
Message Center. This is an open option for your users to choose if they wish
to be notified.
Comments
Comments or notes related to the user. The Administrator is the only one that
can add and view comments. The users cannot see them.
Appointment Notification Type
The user will system message when an appointment is booked for them or
the entire office depending on the level selected. This is an open option for
your users to choose how they wish to be notified.
Login Screens Allowed
This will limit the login capability for the user. For example: Normal login
(full access to ATOM and client information) or User portal login (Just
schedules and appointments with no client file access.)
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Admin Set-Up
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Employee Hour Edit Permissions
Selections can be designated that allow the employee will be able to edit
punch clock hours. Leaving this option unselected allows only the adminis-
trator to alter hours this employee’s hours. For example: when an employee
for gets to punch in they should contact their administrator to change the
hours. Other choices can be selected per the level of access you would like
this employee to have in regards to altering hours.
Assigned by default for client portal emails
If checked, the user will receive all office portal messages as a system mes-
sage.
View Total Work Hours in Work Schedule
Selecting this option will allow the user to see a running tally of the hours
scheduled for each employee on the work schedule. This option is especial-
ly useful for the scheduler if they are trying to schedule employees within a
specific weekly limit (40 hours max.)
Disregard Availability Schedule
If selected, you will be able to create a work schedule for this user without
having completed their Availability Schedule.
Disregard Work schedule
If selected, you can schedule appointments for this employee without hav-
ing to create a Work Schedule.
Allow to view other user’s tasks
Selecting this option will allow the User to see all the open/closed tasks for
all employees on the My Assigned Task Page. This function is typically re-
served for Administrators and Office Managers so they can keep track of all
assigned tasks for their office in one place.
Allow Account Event Modification
Selecting this option will allow the user to add, edit and delete Office
Events.
Display Lobby Record Count on Header
Selecting this option will enable the Lobby count to appear in the blue
header at the top of the page allowing you to track the lobby regardless of
where you are working from in ATOM. You may choose to display the
Lobby counts for all of your offices or just the office you are currently
signed in with. This is an option your users can choose to select.
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Admin Set-Up
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63
Display Current Appointments on Header
Selecting this option will enable the user to automatically be alerted when
their appointment arrives. This is an open option your users can choose to
select.
Display Expanded Client Information Section
Selecting this option will immediately display the full Client Information
section of a Client’s file when opened; this option may be more useful for
Reception. This is an open option for your users to choose how they wish to
view the file.
Restrict User Access to only his/her Default Site
Users with multiple offices may wish to limit their employee’s access capa-
bilities to the site (office) which they are assigned.
Display Collapsed Other Accounts Section
Selecting this option will collapse the Client’s Other Account section in the
Client File. If selected the only years that will display is the last year of
record and open account years for each Business Type Account. This is an
open option for your users to choose how they wish to view the file.
Display on Client Portal Schedule Appointment Page
If selected, the User will display on the Client Portal’s appointment sched-
uler
Last Modified On
Atom will display the date and time the User page was last saved.
Task / Notes Information
User Tasks/Notes are typically reserved for employee records and Human
Resource information administrator notes or Employee assignments.
ATOM Software Admin Manual
Admin Set-Up
© 2015 Automated Tax Office Manager, LLC. All rights reserved
64
Column Descriptions for Task/Notes Information
Done
Selecting the “Done” option for a task will “Complete” the task. Users should
only select this option if there is no need for the task to be assigned to another us-
er for further work. An assigned task that has been completed should be marked
as “Done” by the assigned employee to clear it from their Assigned Tasks and
“Complete” the assignment.
Task
User Task Types should be created in the Admin > Task Types section of ATOM
so they appear in the User’s file.
Note
Language pertaining to the assignment or note should be Time Stamped and add-
ed here.
Creation Date
The date and time the task was created.
Due Date
The date the task is due or assigned.
ote: In most instances you will keep the same timestamp as the creation date. If there is a future due date
added here your assigned user will not see the assignment until the date the task is due in their Assigned
Tasks unless they “View tasks” by a future date that includes the assignment due date.
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Admin Set-Up
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Completed Date
The date the task was completed. This is automatically time stamped when
“Done” has been selected by the appropriate user.
Created By
The user who created the task will be automatically added
Completed By
This indicates the person that completed the task by selected “Done.”
Modified By
This indicates the last person that modified the task in any way.
Assigned To
Tasks can be assigned to one or multiple users by highlighting multiple names by
using the control key.
ote
: Yearly Task View - ATOM will default to the most current year’s User Task view but as you may
have users with multiple years of employment ATOM will organize your user’s tasks by previous years
which can still be viewed and edited.
Tax/Reporting Information
Before a User’s name will appear in report drop-down menus, a Begin Date and End Date must be entered
in the User’s Tax/Reporting Information and be kept current. From the User screen, go to the
Tax/Reporting Information section.
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Field Descriptions for Tax Information
Begin Date
The Begin Date MUST ALWAYS be the first day of the week—Sunday. Rec-
ord the Begin Date as mm/dd/yyyy.
End Date
The End Date MUST ALWAYS be a Sunday. Record the End Date as
mm/dd/yyyy. For example, if Dora T. Explorer’s first day of work was on Jan-
uary 2, 2007, which is a Tuesday, and her last day of work was on February 28,
2007, which is a Thursday, you would record her Begin and End Date as fol-
lows:
Begin Date: 12/31/2006 (Sunday at 12:01 A.M.) End Date: 03/04/2007 (Sunday at 12:01 A.M.)
OTE:
Users will not be included in most reports after their recorded End Date.
Federal % Withhold
Percentage of federal tax the user would like withheld from their gross pay.
Record percentage as decimals: For example, record 6% as .06.
State
The state the user resides in.
State % Withhold
Percentage of state tax the user would like withheld from their gross pay. Rec-
ord percentage as decimals: For example, record 3% as .03.
City
The City the user lives or works in if city taxes will apply. IF using a tax ab-
breviation it must be used for all employees subject to that city tax. For exam-
ple: If employees live in Lansing, MI then all employees need the same city
designation here. One should not have “Lansing” noted if the other employees
use “LN” in the City Tax section.
City % Withhold
Percentage of city tax the user would like withheld from their gross pay. Rec-
ord percentage as decimals: For example, record 1% as .01.
Rate Per Hour
This is the user’s hourly rate of pay.
Allow Overtime
If you do not want overtime to calculate you must uncheck the box. Otherwise,
overtime is automatically calculated at time and a half for all hourly employees
that exceed forty hours in a given workweek.
Adjustment
This is an adjustment to the user’s gross pay before taxes (FICA, Medicare,
Federal, State, and City). To reduce gross pay enter as a negative amount (-
100) and to increase gross pay enter as a positive amount (100). The Adjust-
ment field can be used to pay employee bonuses or to pay salaried employees.
OTE:
ATOM calculates payroll weekly; therefore, if you want to give an employee a $500 year-end bonus
and you have a bi-weekly payroll, you should enter $250 as an adjustment amount for that pay period.
401K % Ded
Percentage of money the user would like withheld from their gross wages for
retirement. Record percent as decimals: For example, record 6% as .06.
Note
If needed, enter a note related to the particular pay period.
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Admin Set-Up
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Billing Rate
This is the user’s hourly billing rate. Enter a dollar amount here if you want to
bill your contacts by the hour instead of by the tax form. By entering a dollar
amount, the User will be able to log billable through the Punch Clock.
SEE: Logging Billable and Non-Billable Hours in the Punch Clock chapter for more information.
Commission %
This is the User’s commission rate for preparing tax returns. See Management
– Commission Report.
Scheduler’s Commission %
This is the User’s commission rate for scheduling appointments. See Manage-
ment – Scheduler’s Commission Report.
Family
Add Family or friend information here for emergency contacts for your employees.
Field Descriptions for Family Information
Name
Name that you would like contacte ing the case of an emergency.
Relationship
The relation to the employee.
Phone
Contact phone number.
ATOM Software Admin Manual
Additional Links
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Additional Links
Use the Additional Links screen to add a New Internet or Company Link, or to delete/edit an existing In-
ternet or Company Link. Common Internet Links may be the IRS website, state websites, and city web-
sites, etc. Common Company Links may be company letterhead, company policy, and company proce-
dures, etc. Links that are frequently used can also be added as a “Favorite Link” for quick access inside
the Client’s File.
ote:
Additional Link Types are added in the ATOM > Admin > Additional Link Types section
To access the Additional Links Screen:
Go to Admin > Additional Links.
Column Descriptions for Additional Links
Description
Identifying link information which will also be the “link name” should you choose
to designate this as a Favorite Link.
Link
URL of the direct Internet Link or the source Company Link for forms and docu-
ments.
Link Type
Additional Link Type for the document or link address. The Link Type will help
you organize your Additional Links.
Display in Favorite Links
Selecting this option will allow this link to be shown on the Client Information
Page in the Favorite Links section and is useful for frequently used documents and
links such as Company Letterhead, IRS or State websites, etc.
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Additional Links
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Ordinal in Favorite Links
If the Display in Favorite Links is selected you should choose in which order a par-
ticular Link will be displayed. As with all ordinals we suggest using increments of
5 so future Links can easily be arranged without having to reorder the current list.
Adding New Additional Links
Adding a New Internet Link
To add a link for an internet site you must enter the complete URL Address. For example you may wish
to link directly to the IRS website. You would enter a proper description, add the direct link
http://irs.gov
, designate a Link Type if applicable, decide if you wish to use it as a Favorite Link and in
which order you wish the Favorite Link to appear. To access the link you will simply click on the link
from the Additional Link page or from the Favorite Link section of your Client Page if applicable.
Adding Company Link
To add a Company Link such as your Fax Coversheet or your Company Letterhead to the Additional
Links screen, you must first upload the document you would like linked to a User’s Upload screen or to
the Company Upload screen. Once the document is uploaded, you then link it from the Upload screen to
the Additional Links screen.
Save a Document to the Company Upload Screen
From the Company screen:
Click the Upload button
Click the Browse Button
Locate and double-click the document you would like linked
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Additional Links
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Enter a Description for the document
Click the Save icon
OTE: You cannot link a file folder—it must be a document (MS Word, Excel, etc.)
Link the saved uploaded file to the Additional Links screen
From the Company Upload screen:
Right-click on the saved uploaded file
Select “Copy Shortcut” from the drop-down menu when hovering over the file name
Open the Additional Links screen
Right-click in an empty Link field
Select Paste from the drop-down menu
Enter a Description for the Link
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ATOM Software Admin Manual
Additional Links
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Click the Save icon
To edit or delete a Company Link, select the Edit or Delete Icons. To view a Company Link simply click
on the link
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