Sales Rep Account Setup
You can create and modify Sales Rep accounts through the Sales Reps menu on your Admin Dashboard.
To create a new sales rep, follow these steps:
Step 1. Go to the Sales Rep menu and click “Create Sales Rep.”
Step 2. Fill in the fields on the “Create Sales Rep” page. Through this page, you can also edit sales rep permissions and roles (i.e., make them managers or assign them to a manager). Once you are done, click “Save.”
Let’s look at the main fields you will encounter on this page:
| Full name | Enter the sales rep’s name and surname |
| Email/Phone | Type the sales rep’s email and phone number in the relevant fields |
| Commission | Enter the sales rep’s commission percentage |
| Is active | Check this option if the sales rep is active |
| Receive email notifications |
Check this box if you want the sales rep to receive email notifications when: 1. An order is placed 2. An invoice is generated 3. A customer or admin sends a message about the order |
Now, let’s take a look at the permissions tabs you will find on this page:
| Order permissions tab | |
| Allow editing or adding order products | Check this option to allow the sales rep to edit ordered products or add products to their assigned customers’ orders |
| Can edit order discount |
Check this option to allow the sales rep to add, edit, or remove discounts for submitted orders |
| Can edit order status |
Check this box to allow the sales rep to edit the status of submitted orders |
| Can edit order shipping costs | Check this option to allow the sales rep to edit the order’s shipping costs |
| Can create order invoice | Check this box to allow the sales rep to create invoices for their assigned customers’ orders |
| Customer permissions tab | |
| Can access all customers |
Check this box to allow the sales rep to access all your customers NOTE: To include sales reps with access to all customers in commissions calculations, go to Settings >Profile >Application Configuration and check “Include sales reps with access to all customers in commissions calculations” under the “Customers” section |
| Can export customers | Check this option to allow the sales rep to export their assigned customers through the Tools menu on the Sales Rep panel |
| Can impersonate customer | Check this option to allow the sales rep to simulate customers and create orders on their behalf |
| Can edit or create customer | Check this box to allow the sales rep to edit customer information (e.g., billing address, customer homepage products) or create a new customer |
| Can view all vat groups | Check this option to allow the sales rep to assign customers Sales Tax Groups. If unchecked, you can select which VAT/Sales Tax groups the sales rep can view and assign to customers from the relevant drop-down menu. You can select multiple options using “Ctrl+click” |
| Can edit customer discount | Check this box to allow the sales rep to change the customer’s discount percentage |
| Can view all pricelists | Check this option to allow the sales rep to assign price lists to customers. If unchecked, you can select which price lists the sales rep can view and assign to customers from the relevant drop-down menu. You can select multiple options using “Ctrl+click” |
| Can view all MSRP pricelists | Check this option to allow the sales rep to view and assign MSRP price lists to customers. If unchecked, you can select which price lists the sales rep can view and assign to customers from the relevant drop-down menu. You can select multiple options using “Ctrl+click” |
| Can view all shipping options | Check this box to allow the sales rep to view and assign shipping options to customers. If unchecked, you can select which shipping options the sales rep can view and assign to customers from the relevant drop-down menu. You can select multiple options using “Ctrl+click” |
| Can view all payment options | Check this option to allow the sales rep to view and assign payment options to customers. If unchecked, you can select which payment options the sales rep can view and assign to customers from the relevant drop-down menu. You can select multiple options using “Ctrl+click” |
| Can view all privacy groups | Check this option to allow the sales rep to view all privacy groups. If unchecked, you can select which groups the sales rep can view and assign to customers from the relevant drop-down menu. You can select multiple options using “Ctrl+click” |
| Can view customer details | Check this option to allow the sales rep to view the Customers menu on the Sales Rep portal. If checked, sales reps will not be able to create or invite new customers via email through the portal |
| Reports tab | |
| Can View Reports | Check this option to allow the sales rep to view both the Sales Reps Performance and Customers Performance reports |
| Can View Sales Reps Performance Report |
Check this box to allow the sales rep to access and view the Sales Reps Performance report, including their performance and that of the sales reps they manage (if applicable) |
| Can View Customers Performance Report |
Check this box to allow the sales rep to access and view the Customers Performance report only for customers assigned to them |
| Can View Product Sales Report | Check this box to allow the sales rep to access and view the Product Sales report only for customers assigned to them |
| Other permissions tab |
|
| Can view products |
Check this option to allow the sales rep to view, but not edit, customers’ products |
| Can view Unsubmitted |
Check this box to allow the sales rep to view and edit customers’ unsubmitted orders |
| Allow To Import Orders | Check this option if you want to allow the sales rep to import orders through their portal |
| Allow to generate PDF catalog |
Check this option to allow the sales rep to create PDF catalogs |
| Is sales rep manager | Check this box to designate the sales rep as a manager and allow them to edit the commission rate of other sales reps assigned to them as their manager |
| Can access customers and orders of sub sales reps | Select this option to allow sales reps managers to access customers and orders of the sales reps assigned to them. Note that this option will appear only if you’ve checked the “Is sales rep manager” box |
| Has manager |
Select the sales rep’s manager from the drop-down menu, if applicable |
| Hide orders from dashboard |
Check this option to hide all orders and order information from the sales rep's dashboard |
Once you add a new sales rep, they will receive their account credentials via email and can access their Sales Rep Portal through the Sales Rep Login page.
NOTE: You can change sales reps’ account passwords through the Sales Rep menu on your Admin Dashboard by clicking “Set password.”
Assigning Sales Reps to Customers
Once you add your sales reps, you can assign them to specific customers. To do so, go to the Customers menu, and select a customer to edit. Then, on the “Editing customer” page, look for the “Sales Rep” tab. Remember that sales reps can only access customers assigned to them.
Once you assign customers to sales reps, they can:
- Place orders on behalf of their customers
- View customer details
- View/edit order details
- See all permissions you have enabled for them
