Employee Setup

All of the business units created in Agency Setup for your agency appear in the list. Use the following information to assign the employee security access for one or more business unit combinations.

Special Situations: As new divisions, branches, departments and groups are added in Agency Setup the following occurs:

If an employee has access to all existing business unit combinations, they are automatically granted access to any newly added combinations.

If an employee does not have access to all existing business unit combinations, they are automatically denied access to any newly added combinations.

All of the Security Groups set up for the agency appear in the list. Select a box in the Chk column to assign the employee to the group. Clear the box to remove access.

When assigning an employee to a Security Group keep the following in mind:

• An employee can be assigned to one or more Security Groups.

• An employee with a User ID must be assigned to at least one Security Group to access AMS360.

• At least one employee must always be assigned to the Admin group.

For more information on security groups, see Security Group Setup.

You must select the Employee Access Secured option in Customer Setup in the Name & Address section before the customer appears in this list.

Field	What is this?
# of Licenses Purchased	Displays the total number of user licenses purchased by your agency. Need to Add Another User License? AMS360 Online (Hosted) Customers Use the Agency License feature (Allows immediate change to your account) or Contact Vertafore Sales at 1.800.444.4813 to purchase the license. After the license is purchased, it must be applied by the AMS Data Center. AMS360 In-house Customers Contact Vertafore Sales at 1.800.444.4813 to purchase the license. After the license is purchased, it must be applied by the AMS Data Center.
# of Available Licenses	This value represents the number of licenses purchased less the number of existing system users with valid user IDs. You cannot delete an employee if that employee has been assigned as Exec or Rep in existing accounting transactions. You can, however, remove the User ID and Password from the Employee Setup form of any employee who no longer requires system login capabilities. When this is done, an AMS360 license is recaptured and a User ID and Password can be assigned to a new employee without triggering an error message that the maximum number of licenses have been exceeded.   The user Administrator is not counted against your total licenses available.
Update Agency License	The Update Agency License feature is useful for AMS360 Online (Hosted) agencies that want to manage the availability of their user licenses. The form allows you to change the maximum number of licensed users in your agency. When you save your changes to the system, notification is sent to the Vertafore Data Center so that your contract terms are updated accordingly. This change happens immediately; there is no waiting for processing to take place (a wait for processing would be required if you submit the change through Sales). Example: You are adding a new employee, and another user license is required for him or her. You can easily add another license and submit the change using the Update Agency License form. Once the change is submitted you can immediately add the user.
Generate Password	Use to automatically generate a new password for the employee. Click OK to save the change or Cancel to return to Login Information.
User ID	Enter the ID this employee will use to log into AMS360. without Vertafore Single Sign on. You can enter up to 30 characters. AMS360 licensing is recorded for each User ID.   If the user is enabled for Vertafore Single Sign-On (VSSO) you will not see the login name and password/password reset and associated fields. To change the user information you will use the VSSO console. A user can change his/her password by clicking the link on the VSSO sign on dialog box.
Password	If the employee has a User ID, a password is required. See the Change Password topic for more information.   Not available for Single Sign on. Enter a case-sensitive password meeting the following requirements: Does not contain the Login ID A minimum of 7 and a maximum of 30 characters in length Include characters in at least 3 of the following 4 groups: Uppercase character Lowercase character Numeric character Symbol (Any special character such as # , *, or %)
Email Password	Available when either the Password field or the Generate Password option has been activated. Use this to email the new password to the employee. Email is sent from local Outlook account. Not available for Single Sign on.
Password change required at Next Login	If selected, requires the employee to create a new password on next login. Box remains checked until the user changes the password. Not available for Single Sign on.
Reset Login	If a user tries unsuccessfully to log in to AMS360 five times, the user is locked out for 20 minutes. Use this button to clear the lockout and allow the user to log in to AMS360. Available for users with Admin security.
Single Sign-On (SSO)	Used to register a user to create an account for signing on once for all Vertafore applications. However, we recommend you register users using the VSSO Administrator's console as you also need to configure applications for them, which can only be done in the console. One of the following statuses appear for the user: Unregistered - Not yet authorized to create a Single Sign-on account. Registered - User has created a Single Sign-on account. Pending - Authorized to create a Single Sign-on account, but the user has not yet completed the Single Sign-on setup by creating an account. You can monitor and register multiple users for SSO in the Administration Center > Utilities > Single Sign-On.
Login Time Grid	This grid controls the time period during which you are allowed to log on to the system. Group/Field What is this? Day Selection Monday through Friday selected by default for a new employee. To add access for additional days, click the Day Selection check box on the desired row. Then, check the 24 Hour access, or type in the desired From/To time range. 24 Hour If selected, allows 24 hour access to the user on this day of the week. Defaults as not marked for a new employee. Only the Administrator login defaults with all days selected and all 24 Hour check boxes checked. See the User Security and Logging In topic for more information about the Administrator login. From/To The default time range is 8:00 AM to 5:00 PM. To change the range, click a field and type in a desired From or To time. You may want to click the 24 Hour check box for employees traveling in many time zones and accessing AMS 360 remotely.

If you change security options, the affected user must exit AMS360 and log back in before the security updates are applied.

The Commission Setup section lets you set up commission defaults by effective date. Commissions pull from the latest effective date for the employee that is less than or equal to the effective date of the policy being billed.

From there, you can setup commissions using the following parameters:

• Type of Business
• Parent Company
• Writing Company
• Line of Business
• Plan
• Transaction

AMS360 then finds the closest commission match for the policy based on the parameter ranking set up in Agency Setup > Accounting Options > Commission Parameter Ranking.

You can create as many commission setup combinations as necessary for the selected employee. If you subsequently revise commission schedules it is recommended that you add additional combinations with new effective dates, rather than editing existing commissions.

The first billing for a policy period uses commissions from setup. Subsequent policy billings use the commissions from the most recent billing transaction.

Don't forget to enter a general commission default record that applies to all parent companies, writing companies, lines of business, plans, and/or transactions. Consequently, when a specific match is not found, the general commission default applies.

To use commissions setup for an existing employee as a template for the current employee, click Copy Commissions. This opens the Copy Employee Commission form where you can select the employee to copy from and the commission rows you wish to copy.

To setup your commission schedule, do the following:

1. Click New on the Commission Setup section bar. This opens the data entry fields.
2. For your commission default, choose to apply to both Premium and Fees. (Although, you can set up default commissions for Premium and Fees separately.)
3. Enter the effective date for your commission default record.
4. Select any combination of Parent Company, Writing Company, Line of Business, Plan, and/or Transaction.
5. Select the Commission Method (% of Agency Commission, % of Premium/Fees or Flat Rate), and the corresponding percentage rate or commission amount.
6. Click Add.

To use commission parameters from an existing employee form as a template in creating commissions for this employee, click Copy Employee Commissions.

When you have imported the signature bitmap file and it appears in the Employee Signature box, set the Group selection to the business unit the employee is in, and mark the check box in the Chk column for every employee row authorized to use this signature.

Use the following procedure to remove the AMS360 signature for an employee and thereby make it unavailable for use on any future forms.

1. From the Employee Center, find the employee for whom you want to remove the signature and open the account. Click Edit Employee.
2. In the Signature Setup section, click Clear.
   
   Clearing the signature does not remove it from any form it is already on, but makes it unavailable for use on any future forms.
3. Click the Save & Close icon.

If you want to add a new user to access AMS360, enter the user in the Employee setup form with a valid Login ID, Password, and assign the user to a Security Group.

1. From the Employee Center click New Employee.
2. Enter the information for the employee making sure to enter a User ID, Password, and assign the employee to at least one Security Group.
3. When you have finished entering the new employee information, click Save & Close.
4. The new user can now log into AMS360.

Need to Add Another User License?

Contact Vertafore Sales at 1.800.444.4813 to purchase the license. After the license is purchased, it must be applied by the Vertafore Data Center.

OR

AMS360 Online (Hosted) Customers may use the Agency License feature, which allows immediate change to your account. (Available to AMS360 Online Customers only.)

If you have an employee leaving and someone else who is replacing them and want to add the new user, use the following procedure:

1. From the Employee Center, find the employee who is leaving and open the account. Click Edit Employee.
2. In the Login Information section, remove the User ID and Password for the employee. Although not required, you may also want to mark them as inactive.
3. Click the Save & Close icon.
4. From the Actions menu, select New Employee.
5. Enter the information for the employee who is replacing the user who left the agency. Make sure to enter a User ID, Password, and assign the employee to at least one Security Group.
6. When you have finished entering the new employee information, click Save & Close.
7. The new user can now log into AMS360. The replaced user can no longer log into AMS360. However, if the employee was an Exec or Rep assigned to customers, policies, activities, and suspense their name is retained in the appropriate forms.

Use the following procedure to remove the AMS360 login ability for an employee and thereby recapture a license for reassignment:

1. From the Employee Center, find the employee for whom you want to remove the login ability and open the account. Click Edit Employee.
2. In the Login Information section, remove the User ID and Password for the employee. Although not required, you may also want to mark them as inactive.
3. Remove the signature for the employee (if there is one) by expanding the Signature Setup section and click Clear.
   
   Clearing the signature does not remove it from any form it is already on, but makes it unavailable for use on any future forms.
4. Click the Save & Close icon.
5. The user can no longer log into AMS360. However, if the employee was an Exec or Rep assigned to customers, policies, activities, and suspense their name is retained in the appropriate forms.

AMS360 includes User ID named Administrator. This User ID is used for various security features and cannot be changed or deleted. The user Administrator is not counted against your total licenses available. For more information see User Security and Logging In.