Atom software

ATOM Software Admin Manual 

 

Admin Set-Up 

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

 

29 

Unemployment Rate  Your Company’s State Unemployment Tax Rate. Record percent as decimals:  

For example, record 5.2% as .052.   

Difficulty  

Use the Difficulty screen to add, edit, delete, or make inactive the Difficulty and Preparation Time of a 

tax return. 

To access the Difficulty Screen: 

 

Go to Admin > Difficulty 

 

 

 

 

 

 

 

 

Column Descriptions for Difficulty Screen 

Business Type Dropdown  

 

You may find it useful to sort by using the drop down menu and selecting a par-

ticular business type to organize your screen  

Show Inactive Records 

 

Difficulty options you have made inactive will appear here for reinstatement and 

editing.   

Difficulty 

This is the level of difficulty of the tax return.  A star ranking system can be used 

to indicate the difficulty level of a tax return:  one star indicates easy returns and 

five stars indicate the most difficult.  Difficulty could be ranked by the Account 

Type:  1040EZ, 1040A, 1040, etc.    

Time (min) 

The Time indicates the time needed for client appointments and will block the 

appropriate amount of time when scheduling in ATOM.   

OTE

:    The  Difficulty  ranking  and  the  Time  is  displayed  on  the  Search  Results  screen,  Office  Event 

screens, Account Information section, and in the Employee Availability, Employee Work, and Contact 

Appointment Schedules.   

 

Inactive                      Remove a system/customized option from view by selecting the Inactive feature.   

                                    Inactive files can be accessed later and is preferable to deleting. 

Highlight 

If the Highlight box is checked then the Difficulty field will highlight in blue in-

dicating that the tax return is difficult.   

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ATOM Software Admin Manual 

 

Admin Set-Up 

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

 

30 

Business Type 

You can assign different difficulty ratings and times per Business Type 

 

E-mail / Text Templates 

Use the E-mail/Text Templates screen to edit or make inactive existing E-mail/Text Templates.  This 

feature can automatically send an email/text message to your contact on their birthday, as an appoint-

ment reminder, or when their file is complete. 

To access the Email Templates Screen: 

 

Go to Admin > E-mail Templates   

 

 

 

Column Descriptions for Email/Text Templates Screen 

Type 

The four email Templates Types are static. 

Email/Text Template Definitions 

Account Complete 

Automatic  message  generated  when  the  account  has  been  designated 

Complete (meaning the Office Event is complete for the 1

st

 time) in AT-

OM the next day after it has been completed. 

Appointment 

Automatic  message  generated  when  a  client  appointment  has  been 

scheduled in your ATOM Scheduler. 

Birthday – Client 

Automatic message generated for a client’s birthday. 

Birthday – Employee  Automatic message generated for an employee’s (user’s) birthday.  

 

Subject 

Customize Subject headings to be sent with the particular e-mail.   

Body 

Customize the body of the email here per your company’s marketing strategy. 

Body Spanish 

Translate the body of the email to Spanish and the template messages will be 

sent to clients whom you’ve designated as Spanish speaking in the Contact In-

formation section of the client’s file.  

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ATOM Software Admin Manual 

 

Admin Set-Up 

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

 

31 

 

 

Reminder Days 

This determines when you want the e-mail to be sent other than the Account 

Completed email/text.  

-1 = Email/Txt will automatically be sent one day before the contact’s birthday or 

one day before the contact’s appointment. 

0 = Email/Txt will be sent on the contact’s birthday or on the contact’s appoint-

ment day. 

1 = Email/Txt will be sent 1 day after the contact’s birthday or 1 day after the 

contact’s appointment.  

From Date 

ATOM Software will send an e-mail/text to every client with a Received Date on 

or after the date entered in this field.  For example, if you used ATOM Software 

last year and you would like only those clients that returned to your office from 

the previous year to receive a birthday email enter 1/1/2014 as the From Received 

Date.  *Appointments and Account Completed do not need a date entered here to 

work.   

OTE:  The “Received Date” is recorded in the Account Information section of the contact file.  

This field is not necessary for the Appointment E-mail Template or the Account Completed mes-

sage.   

 

 

Business Type 

Select the appropriate Business Type; you must choose one to initiate the auto-

matic message.  To select more than one Business Type depress the control key 

while selecting.    

Inactive 

To make an E-mail Template inactive simply check the box.   

 

OTE:  An e-mail/text message will not be sent without an e-mail/text address for the Contact in 

the Contact Information section.  A Birthday e-mail/text message will not be sent if a date of 

birth is not entered in the Contact Information section for both the Contact and spouse.  If the 

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