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
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.