Explanation and setup of Company Reps in Prosperity LMS
Company reps are associated with one or more companies.
- The assigned role(s) of each rep define the emails they will receive as students in this company participate in training.
- A company rep may have multiple roles, and may have different roles in different business units. This is useful if you have different types of managers that need different types of emails. For example, if you need supervisors to get registration emails, but HR needs to get certification expiration emails.
- The emails to be sent to a particular role are defined in each program, under the Event / Email Notifications section.
How Do I Add, Edit, or Delete Company Reps?
Company reps can be assigned to a company in four roles:
- Company Rep is a generic role. This is often used if there is only one rep and/or categorization is not needed.
- Finance. Use this to designate a person who should receive financially relevant notifications.
- Supervisor. Use this to designate an overall supervisor for this company who may receive notifications. NOTE: if a Supervisor is listed on the student’s profile, that person, and not the Company Rep designated here with the Supervisor role, will get notifications that are meant for the Supervisor.
- Training. Use this to designate someone in a training capacity who may receive notifications.
NOTE: You can use these roles any way you like; the people you designate with these roles don’t have to actually be performing that particular role in the company. Also, it is possible to have us customize your role names, so if you see role names other than the ones shown above, yours must have been customized. If you want to customize your role names, please contact padmin@ziiva.com for an estimate.
To see a list of currently assigned company reps for a company:
- Click Companies in the left menu.
- Find and edit the company you want to work with:
- Either search for the company in the top search bar or click the Company Hierarchy tab at the top.
- Click the company name to edit it, if needed.
- Click the Company Reps tab at the top.
To create a new company rep:
- Click New Company Rep in the upper right.
- IMPORTANT: Before creating a new rep, search to see if the person already has a record in the system. This will prevent duplicate records.
- Fill in a first or last name, or a Social Security Number if you store them and would like to use that to search. It is usually best to cast a wide net by putting in only one item to search on.
- Click Find. If your search matched only one person, that person’s information will be loaded into the page. Otherwise, you will see a list of matches.
- If you get a list, click Select next to the name you want. If the name you want is not on the list, click Cancel.
- Enter or update the information you’d like to store for this rep. First Name, Last Name, and at least one role are required. In order for the rep to receive Prosperity-sent emails, the Business Email field must contain a valid email address.
- Click Apply to save your changes, then close the page.
To edit an existing company rep:
- Click the blue edit button next to the rep to edit it.
- Enter the information you’d like to store for this rep. First Name, Last Name, and at least one role are required. In order for the rep to receive Prosperity-sent emails, the Business Email field must contain a valid email address.
- Click Apply to save your changes, then close the page.
To quickly change just the role of a company rep:
- Click the purple necktie button next to the rep.
- Choose the correct role(s).
- Click Apply.
To delete a company rep:
- Click the red minus symbol next to the rep.
- Confirm your decision to delete the rep by clicking Continue.
If you have many company reps to add or update, you may wish to use an import instead of doing each one manually. Click Import on the left menu for more information about how to accomplish this. Contact support (support@ziiva.com) if you need help with imports.