| Anchor | ||||
|---|---|---|---|---|
|
We break this down in two sections on this page:
- First, adding the RPA's profile to the parent level account list, assigning them permission to the right child accounts, and then setting up their sync staff username for TimeTap
- Second, establishing the RPA's profile on each of their child accounts
To start with adding an RPA's profile to the parent level account, login to TimeTap and instead of logging into any of the child accounts, go to Settings > Administrators:
On the Administrators list view, click the button to "Add New Administrator":
On the add new administrator flow, fill in the RPA's name, select the security level of "Empower Retirement - GOV team RPA on Parent Level Account" and supply their username as their shortname + @gwl.com:
| Info | ||
|---|---|---|
| ||
A few things are important to note here:
|
Click "Continue" at the bottom of that step. Under contact information, fill in the RPA's empower-retirement.com email address. This will be where all appointment related emails send for the RPA when a participant books/reschedules/cancels with them. You can also optionally add their cell phone number if they want to get text message alerts when new appointments are booked with them:
Once you've entered the contact information, press "Continue" at the bottom to move onto the "Details" page.
On the "Details" page, it is not necessary to upload a profile picture or add a bio for the RPA at the parent level. Simply make sure to set their timezone properly and move on to the confirmation page:
On the last page of the add administrator flow, just confirm all the details look correct and click "Submit". You do NOT need to send them a welcome message at this point since they will (a) be logging in through Salesforce, not TimeTap directly and (b) you still have to set up a few more things on their account in order to get their permissions all right.
Once you click "Submit" you should be taken to that administrator's profile. On the profile view, we'll need to do 2 things. First, let's make sure they have access to the right child accounts. When looking at the "Overview" section of the administrator's profile, you'll see at the bottom the "Child Accounts" section:
Scroll down to that section and click "Edit" in the top right of that view:
Go through and check off all the child accounts that the RPA needs access to and click "Save":
After saving their child account access, go to the "Calendar Sync" portion of their profile:
Here we will set up a sync username so that it is easier for the RPA to navigate and see appointments across multiple child accounts that are on their schedule. Simply click "Edit" in the top right of that "Administrator Sync Across TimeTap Calendars" section:
Set their "Administrator Sync Username" value to their shortname value and click "Save"
At this point, the RPA is all set up with the ability to login to the Parent Account. The next step is to make sure that you set up profiles on each of the child accounts that they should have access to. We talk about that in the next section on this page so scroll on down.
Now that you have gotten the RPA added to the parent level account, it is time to login to the child accounts that they should have access to and add their profiles to those accounts as well. You have to have a profile for them on each of the child accounts in order to have access to be bookable at the locations associated with those child accounts.
To do this, from your Dashboard > Child Accounts view, and make note of the "Business ID" that is associated with the child account you want to add the RPA to:
Once you've done that, click on the "Login" button next to that account:
Next, go to Settings > Empower Associates and click the button to "Add New Empower Associate":
Fill out the "Name & Credentials" section of the first step of the "Add New Empower Associates" flow with the following:
- The RPA's full name – this is communicated to participants as who they are booking with
- The Security Access they should have – for RPAs on the child account, this should be "Empower Retirement - GOV team RPA"
- Make sure the "Accept Appointments" checkbox is checked
- For their username set it to their shortname + @gwl.com + .businessId (that you noted from the first screenshot in this section)
You do not need to do anything about the password since everyone is using Single Sign On through Salesforce:
Click "Continue" at the bottom of that step. Under contact information, fill in the RPA's empower-retirement.com email address. This will be where all appointment related emails send for the RPA when a participant books/reschedules/cancels with them. You can also optionally add their cell phone number if they want to get text message alerts when new appointments are booked with them:
Once you've entered the contact information, press "Continue" at the bottom to move onto the "Details" page.
On the "Details" page, if you have the RPA's bio and/or profile picture handy you can add them, but that is something the RPA can add later on if he/she wishes. Simply make sure to set their timezone properly and that you have them selected to off all meetings:
On the last page of the add Empower Associate flow, just confirm all the details look correct and click "Submit". You do NOT need to send them a welcome message at this point since they will be logging in through Salesforce, not TimeTap directly:
