Atom software

ATOM Software Admin Manual 

 

Admin Set-Up 

© 2015 Automated Tax Office Manager, LLC.  All rights reserved 

 

16 

Batch Messages 

Batch Messages are used to send emails, texts, or portal messages to a selected group of your contacts.   

To access the Batch Portal Message screen: 

 

Go to Admin > Batch Portal Messages 

 

 

Batch Message Options 

 

Site 

Choose the site (office) associated with your message if applicable. 

Business Type 

Choose the Business Type associated with your message. 

Bank Product or  

Non-Bank Product  Choose the Bank Product / Non-Bank Product to send the message. 

 

Individual / 

Business 

 

Choose the target group, Individuals or Businesses, to send the message. 

 

Difficulty 

Choose the return Difficulty of your target group to send the message. 

Account Type  

Choose the Account Type to send the message. 

Spanish Speaking 

Choose if you are sending to Spanish Speaking designated clients. 

Current Status 

Choose the Business Type and Event Status associated with your message group. 

Date Received 

Choose or enter a received date range (associated with the client files) of your 

target message group.   

ote: 

Date Received is the date the Account year was created in ATOM so if you are looking to message all 

return files for 2013 you could potentialy use the date range of 01/01/2014-10/15/2014 

Message Type 

Choose which format you wish to send your message as.   

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ATOM Software Admin Manual 

 

Admin Set-Up 

© 2015 Automated Tax Office Manager, LLC.  All rights reserved 

 

17 

Subject 

 

Enter  a description of the subject of the message to send. 

Message 

 

This is the body of the message. Information entered here can be formatted using  

 

 

 

the options above. 

Attachment(s) 

Attachments can be added to your message from browsable computer files when 

sending a PORTAL MESSAGE ONLY.  This option is not available for server 

based email messages. 

 

To Review Sent Messages 

 

 

 

 

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ATOM Software Admin Manual 

 

Admin Set-Up 

© 2015 Automated Tax Office Manager, LLC.  All rights reserved 

 

18 

Billable Task Types 

Individual Billing Tasks and rates can be preset to populate the pull down menu when logging billable 

hours while you are in the Client File or through the Punch Clock.  Add, delete, edit or inactivate them 

by going to Admin > Billable Task Types section of ATOM.  These Billing Rates will override the indi-

vidual User Billable Rates as set in the Admin > Users > Tax/Reporting Information.   

 

To access the Billable Task Type Screen:   

          Go  to  Admin  >  Billable  Task  Types             

 

 

 

Column Descriptions for Billable Task Type Screen 

 

Task Type 

The name of the task type your office would like to set individual billable 

rates for.  

Billing Rate  

Preset billing rate for individual task types. 

Inactive 

Selecting this option will inactivate the billable task and remove them 

from your current view and is preferable to deleting.  Inactive Records can 

be viewed by selecting the option at the top of the list.  

See: Reports > Management – Client Hourly Billing /Punchclock 

 

 

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ATOM Software Admin Manual 

 

Admin Set-Up 

© 2015 Automated Tax Office Manager, LLC.  All rights reserved 

 

19 

 

 

 

Business Types 

 

Creating  and  utilizing  Business  Types  will  help  you  organize  your  clientele  and  work  flow.    Use  the 

Business Type screen to add, edit, delete, and inactivate Business Types.  The Business Types are dis-

played on the Home page and recorded in the Account Information section of the contact file. 

 To access the Business Type Screen: 

 

 

Go to Admin > Business Types              

 

 

 

 

Column Descriptions for Business Type Screen 

Business Type Name 

The name of the type of business your office is associated with (i.e. Tax 

Preparation, Payroll, Insurance, etc.).  

OTE:  

The Business Type Contacts can be used to help organize all your business contacts (i.e. landlords, 

marketing reps., etc.) 

 

 

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ATOM Software Admin Manual 

 

Admin Set-Up 

© 2015 Automated Tax Office Manager, LLC.  All rights reserved 

 

20 

Abbreviation  

A two-letter abbreviation of the Business Type name.  The abbreviation 

may appear on the Appointment Scheduler next to the contact’s name to 

help identify the type of appointment. 

Display in Appointment  

Scheduler 

Check the box if you would like the Business Type  

Abbreviation to appear next to the contact’s name on the Appointment 

Scheduler. 

Linked to EF Data 

Check the box if you would like the EF Database task bar to be visible in 

the contact’s file for a particular Business Type.   

OTE:  

This box should only be checked for Business Type – Tax Preparation

.  

 

Disable Events 

Check the box if you DO NOT want the particular Business Type to have 

any office events linked or associated with office events.  

OTE:  

Most likely you would check this box for the Business Type – Contacts.

    

 

Year  

If checked, ATOM automatically enters the calendar year (rather than the 

tax return year) in the Account Information section under the field heading 

“Account Year.” 

Color Coding 

This allows you to create different color codes for your appointments by 

business types.

 

Display only the last four  

digits of the SSN 

This allows you to only display the last four digits of the contact’s Social 

Security number in the Home screen and in the Search Results. 

Inactive 

This will remove the Business Type from your current view while retain-

ing all of the information. 

Don’t Display on the  

Client Portal Events  

You may wish to remove this business type’s information/data availability 

in the Client Portal.     

  

 

 

 

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