Atom software

ATOM Software Admin Manual 

 

Admin Set-Up 

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

 

58 

after the initial entry for security purposes.  If the user forgets his or her 

password, an Administrator can assign a new password.   

Social Security Number  Enter the user’s Social Security number.  The Social Security number will 

flow to the Form W-2 for payroll purposes. 

Goes By 

The user’s nickname or a name they prefer instead of their given name.  For 

example, Richard may go by the name Rick. 

Gender 

Male or Female. 

Date of Birth 

User’s birthday (mm/dd/yyyy) * A DOB entered here will activate the E-mail 

Template Birthday-employee email if that option has been set up in your Ad-

min > E-mail Templates section of ATOM.  

Marital Status 

Indicates whether the user is single, married, divorced, or widowed. 

Start Date 

The user’s first day of employment (mm/dd/yyyy). 

* Site 

This is the primary office site where the user will be working.       

* Security Group 

ATOM has Security levels preset in the software to limit access to certain 

functions.   

SEE:  Security group table below. 

* Experience  

The level of employee experience using a star ranking system—one star being 

the least experienced and five star the most experienced.  The experience 

ranking is very helpful when scheduling appointments in an attempt to match 

employee experience with tax return difficulty.  This correlates to the Diffi-

culty Rating that can assigned/customized in the Admin>Difficulty section of 

ATOM.      

* Default Business Type  The user’s primary Business Type.  This Business Type will default in the 

Client’s Account Information section when a new contact is added and on the 

Appointment Scheduler when a new contact is scheduled.  

Address 

User’s street mailing address. 

* Individual/Business 

The user’s primary Individual/Business contact.  This Individual/Business 

contact will default in the Contact Information section when a new contact is 

added.  For example, if your tax practice prepares predominately individual 

tax returns then the Individual/Business should be Individual. 

City, State, Zip Code  

User’s mailing address. 

* Default Account Type  The user’s primary Account Type.  This Account Type will default in the Cli-

ent’s Account Information section when a new contact is added.   

Home Phone 

Primary telephone number at user’s home  

Work Phone 

If the user has other employment, enter that phone number here  

Cell Phone 

User’s cell phone number  

Office Phone 

 

This is the phone number at the Site location where the user predominately 

works  

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ATOM Software Admin Manual 

 

Admin Set-Up 

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

 

59 

* Email 

User’s email address.  

Forgotten Password messages, Assigned Tasks, and System 

Messages will forward to this email address if requested.  

 

Preparer # 

 

Enter each user’s tax user # assigned in the tax preparation software (Drake).  

For example, we assign a Drake user # for all our users just in case they may 

need to access Drake Software.  This number must be a unique number for all 

employees within all of your offices for certain Discrepancy Reports to be ac-

curate.   

PTIN 

 

Enter the Users Preparer’s PTIN number for filing 

CPE 

 

Keep track of required CPE’s by entering the accrued hours here 

RBIN 

 

Keep track of RBIN’s, if needed for Bank Products, here 

MISC 

 

Record any other required identifier here if needed 

 

Security Group Definitions

 

Inactive 

 

 

User no longer has access to the software. The User’s name 

will no longer appear in drop-down menus within the software 

other than reports.  For security purposes, the user’s Security 

Level should be changed to Inactive as soon as the user’s em-

ployment ends or after tax season for employees who no long-

er need (or should) access to your ATOM account. 

Receptionist, Preparer and  

Senior Preparer 

 

Users all have equal access to the software with no special 

privileges other than they can delete a Task/Note, uploaded 

documents, and can delete an account year. They do not have 

Office Manager or Administrator privileges to access man-

agement tools.      

Office Manager 

 

User has the same privileges as the previous group, and can al-

so: 



 

Edit, copy, add, or delete information in the Availability and 

Work Schedules and Transaction Information   



 

View and edit User’s Personal and Family Information 



 

Delete a Contact 

Administrator 

 

User has access to the entire software application and can: 



 

Edit, copy, add, or delete any information in the Punch Clock 

or Administration pages, including user Tax Information. 



 

View comments on the User’s Personal Information screen. 



 

Delete a contact. 

 

 

 

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