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.
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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