NEW FEATURE

  • Account Revenue, Payments, and Chargebacks

    If the Accounts feature is not enabled for your instance and you would like it to be, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it. and let us know. 

      

    ACCOUNT REVENUE and PAYMENTS: 

    Within an account record, you will see 'Total Account Revenue' and 'Total Account Payments' fields.

     

    Total Account Revenue is the combination of all business commissions from orders associated with the account that have been cleared through payroll and had a reconcilation report created for them. Note that the revenue amount will be based on the Expected amount on the reconciliation reports, rather than the actual amount recieved on that work order at any given time from a Provider. 

    Total Account Payments is the combination of all payments/rep adjustments to reps/lead reps/techs/referrers for work orders associated with the account that have been cleared through snapshot payroll. Note that Chargeback rep adjustments will be factored into Total Account Payments as soon as the applicable order is charged back, without having been finalized through payroll. (Note that if you want referrers/leasing agents to be automatically charged back you must toggle "Chargeback Referral Fee" to YES in their rep profile). 

    Account revenue, payments, and Chargebacks:

    When a work order is charged back, the system can automatically update Total Account Revenue to reflect the chargeback amounts. If you would like this to happen then head to the backend of your instance (add /a to the end of your instance address. For example, demo.fastgem.net/a) and click Config. Then, click the Payroll tab. Toggle 'Unpublish Recon and Biz Revenue on Chargeback' to YES. (This will also unpublish the existing reconciliation report that reflects the amount earned from the Provider for this sale). 

     

    For further questions regarding accounts/properties, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

     

    Thank you for using FastGem!

  • Adding Accounts/Properties to your FastGem Instance

    Using the new Accounts/Properties feature in FastGem, you can easily track portfolios, properties/accounts under those portfolios, leasing agents at those accounts/properties, your reps that sell to those accounts/properties, and orders within those accounts/properties. 

    If the Accounts feature is not enabled for your instance and you would like it to be, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it. and let us know. 

     

    CREATING/ACCESSING INDIVIDUAL ACCOUNTS:

    To access your accounts, head to ORDERS > Accounts (this may be somewhere slightly different for you depending on your instance's customization): 

     

    Click 'Add Item' to create a new account. Enter the Account Name, main address, any associated Providers, Tags, and Contact Person information, as well as any custom data: 

     

    This new account will automatically be added to the profile of whichever rep creates it. 

    Note: Tags can be used to track a Portfolio that includes multiple accounts/properties. You can search Person records and Work Order records as well as Accounts themselves by Account Tag to see only orders pertaining to specific Portfolios: 

     

     MASS UPLOADING/UPDATING ACCOUNTS/PROPERTIES:

    You can also mass upload/update Accounts/Properties using FastGem's Mass Upload/Update feature. Simply select the format 'Accounts/B2B/Properties/MDU' from the format dropdown in the 'Upload Account Info' tab of the Mass Upload/Update tool: 

    Note that if mass uploading accounts, Status, Providers, and Tags must already exist in FastGem and be spelled the same.

    ID is used as the identifier for accounts when mass updating existing accounts in FastGem. For more information on mass uploading/updating Account info, seeTHISarticle. 

     

     For further questions regarding accounts/properties, please see our help articles or contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

     

    Thank you for using FastGem!

  • Adding Customers/Orders to an Account/Property

    If the Accounts feature is not enabled for your instance and you would like it to be, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it. and let us know. 

     ADDING CUSTOMERS/ORDERS TO AN ACCOUNT/PROPERTY: 

    Option 1: You can add a new customer and order record to an account/property record from within the account itself by opening the 'Account Work Orders' slider and clicking 'Add Item' from there: 

     

    Option 2: You can add an account to an existing customer/lead from within the person record: 

     

     

    Once attached, you can filter your customers and work orders list by Account using the Search tools: 

     

    Or access a list of the orders attached to the account by clicking 'View All Details' from within the 'Account Work Orders' slider within the Account record itself: 

     

     

    For further questions regarding accounts/properties, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

     

    Thank you for using FastGem!

  • Attaching Reps and/or Leasing Agents to Accounts/Properties

    If the Accounts feature is not enabled for your instance and you would like it to be, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it. and let us know. 

     After your accounts have been created (see THIS article for instructions), you can attach leasing agents/reps to them. 

     

    ATTACHING REPS AND/OR LEASING AGENTS TO AN ACCOUNT: 

    Option 1: You can add a brand new rep or agent record from the account itself using the 'Add Item' button in the Account Reps section. Make sure to set the new rep Type as either 'Leasing Agent' or 'Rep/IBO', and to assign them the correct payplan if necessary: 

    Note that reps and leasing agents added this way will not be users who are able to log in. (Note that if you want your leasing Agents to have their referral fee chargedback to them automatically when an appointment is put in Chargeback status, you must toggle "Chargeback Referral Fee" to YES in their profile)

     

    Option 2: You can mass upload reps/leasing agents attached to an existing account using the Rep Data tab of the Mass Uploads/Update tool.

    Make sure to set the type as Leasing Agent or Rep (Rep Types must already exist in your instance), and to spell the Pay Plan and Account Name correctly. For more information, check out THIShelp article. Note that reps and leasing agents added this way will not be users who are able to log in. (Note that if you want your leasing Agents to have their referral fee chargedback to them automatically when an appointment is put in Chargeback status, you must toggle "Chargeback Referral Fee" to YES in their profile)

     

    Option 3: You can mass add users as reps (or leasing agents, though normally leasing agents do not need to be users) attached to the account using HR > Create User feature: 

    As above, make sure to select the correct Type and Pay Plan. For more information on mass adding users, please see THIS help article. (Note that if you want your leasing Agents to have their referral fee chargedback to them automatically when an appointment is put in Chargeback status, you must toggle "Chargeback Referral Fee" to YES in their profile)

    Option 4: You can assign an account to an existing Leasing Agent or a Rep by going either to HR > Leasing Agents or HR > Rep/Tech Profiles (these may be in a slightly different place or named something slightly different in your instance if it has been customized) and editing a rep or agent record: 

     

     (Note that if you want your leasing Agents to have their referral fee chargedback to them automatically when an appointment is put in Chargeback status, you must toggle "Chargeback Referral Fee" to YES in their profile)

     

    For further questions regarding accounts/properties, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

     

    Thank you for using FastGem!

  • Chargebacks for Technicians Based on Unutilized Inventory

    If you want your technicians to be automatically charged for inventory after it has been consigned to them but not activated for a certain number of days, or if you want to be able to manually set a piece of inventory to Chargeback status and have payroll adjustments created for your technicians to reflect, you will love this new feature. 

    When this feature is enabled, then after you set a piece of inventory to a chargeback status, chargeback rep adjustments for the cost of that inventory piece will automatically be created for the applicable technician. These chargebacks will appear in the action logs of both the technician and the inventory piece, with serial number listed (in parenthesis below) for easy identification. 

     

     

    Assuming the 'Chrg' checkbox is checked before Snapshot Payroll is run, the chargeback rep adjustment will also appear in Snapshot Payroll for processing, again with serial number listed (in parenthesis below) for easy identification. (If you have a Chargeback Limit set for your instance, the chargeback may not appear in payroll right away, depending on orders already processed through payroll on the same date. For more information, please see THIS help article). 

     

     

    In addition to chargeback rep adjustments being created for technicians when a piece of inventory is manually set to Chargeback status, FastGem can also be configured to put a piece of inventory into chargeback status and create the applicable chargeback rep adjustment for it automatically, if that piece of inventory has been consigned to a technician but not activated/assigned to a customer for a pre-set number of days. 

     

    CONFIGURING INVENTORY CHARGEBACKS IN ADMIN (ADMINISTRATIVE PERMISSIONS REQUIRED):

     

    To configure inventory chargebacks, login to the admin portal (backend) of your instance (this can be reached by adding /a to the end of your instance URL. For example, the URL for the admin portal of our demo instance is demo.fastgem.net/a). From the main menu, click 'Config.' 

      (Note: users with special Configuration User permissions will not need to login to the admin portal (backend) to access the Config section; instead, they can navigate to SITE MGMT > Config). 

    Once you are in Config, then, in the Content Types tab (the first tab along the top of your screen),  click to open the Inventory section. There are four different configurations you will need to set here, pointed out with red arrows below:

     

     First, you will need to add a Chargeback status to the inventory Status list, assuming one does not exist already. Click the Inventory Status 'Click here to Edit' icon and use the green buttons to add a new status. 

     

    Save.

     

    Next, select the chargeback status you just added in the 'Chargeback Inventory (to tech) Status' dropdown. 

     

     

    Next, toggle the 'Inventory Auto Chargeback (when set to chargeback status)' option to YES. 

     

    Next, if you want FastGem to automatically place consigned and un-activated inventory items into chargeback status and create the applicable chargeback rep adjustment after a certain number of days, enter that number of days in the box labeled 'Inventory Chargeback After Duration (scan daily for consignment passed this date and chargeback)'. An entry of '0' will result in no auto-chargebacks. 

     

    Remember to save your changes!

     

     

    For more information on Inventory in FastGem, please see help category 'Equipment and Inventory.'

     

    For further questions regarding inventory chargebacks, please contact FastGem support at (504) 383-0602 or by email at This email address is being protected from spambots. You need JavaScript enabled to view it.

     

    Thank you for using FastGem!

     

     

  • Creating Account/Property Tags and Statuses

      CREATING ACCOUNT TAGS/STATUSES: 

     Login to ADMIN FastGem (Back end). Click on 'Config' option.

     

    The 'Content Types' tab is the first tab on the upper horizontal menu on the following page. 

     

    Note: If you are a user with 'Configuration User' permissions in your instance, you will be able to access the Configuration and Content Types section from front-end by going to SITE MGMT > Config: 

     

     

    From within the Accounts slider in the Content Types tab of Config, you can click to Edit existing Tags and Statuses or add new ones. 

     Don't forget to click Save when done!

     For further questions regarding accounts/properties, please check out our help articles or contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

     

    Thank you for using FastGem!

  • Creating/Editing a Work Order from the Work Orders List View

    To create a new work order from the Work Orders list view (as opposed to creating a new work order within a person record), click the 'Add Item' button at the top of the Work Orders/Appointments list view screen:

     

     

     

    Make sure to attach the work order to a person record using the person search tool (unattached work orders cannot exist and will not save): 

     

     

    You can then add all the details you would add when creating a WO record within a customer record: Account number, status, package name, scheduled date and time, number of boxes, assigned technician, install notes, etc. You can even assign inventory and upload documents or photos to the work order record when first creating it here. Note that there is no need to select a rep or a lead rep for the work order: rep and lead rep will be auto-populated according to what is assigned to the customer record.

     

     

    Once the work order has been saved for the first time, you will be able to do things such as create tasks attached to this work order, see projected payroll for this work order, etc. 

     

  • Defining what the Completed and/or Installed dates of a Work Order will be based on

    You now have the ability to determine which date the Completed and/or Installed date of a work order will be based of off: the scheduled Install date, or the date the record was actually flipped to a completed status. 

     

    Normally, Completed and Installed dates on a work order are automatically assigned when the work order is changed to a completed or installed status, as the dates that status change took place. However, for reporting purposes, if you would like either of these dates to populate as the scheduled Install date instead of the date the statuses were actually changed, complete the following steps.

    Note: If you are a user with 'Configuration User' permissions in your instance, you will be able to access the Configuration and Content Types section from front-end by going to SITE MGMT > Config: 

     

    If you are not a user with Configuration User permissions, follow the steps below to access Config > Content types: 

     

    Login to the admin portal of your instance and click 'Config': 

     

     

    The 'Content Types' tab is the first tab on the upper horizontal menu on the following page. 

     

    Click to expand the 'Work Orders' section, and find the Complete Date Based On and/or Installed Date Based On toggles. Toggle the applicable one to 'Use Install Date Value': 

     

    Save & Close. 

     

    For additional questions about Completed and/or Installed dates, please contact FastGem support at (504) 383-0602 or email us at This email address is being protected from spambots. You need JavaScript enabled to view it.

     

    Thank you for using FastGem!

     

     

  • How to Add Notes to Action Log Entries

    Note: Only users with either 'Admin' or 'Allow Comments on Action Logs' permissions will be able to leave notes on action log entries. 

    FastGem now allows users to leave notes on existing entries in a record's action logs. Simply follow these directions: 

    From the list view of whatever record type you are viewing (below, the Work Order list view is used as an example), click the 'black book' icon to open the action logs for a particular record. From there, you will see a comment button beside each log entry (if you have the correct permissions). 

    Click the comment button to add a note to the log entry. Log entries can support multiple notes. 

    After you Save your notes, they will appear as a sub-section of that log entry. 

    If you are trying to add notes to an existing action log but are already within a record (a Work Order record is used as an example below), then you will need to scroll to the bottom of the Action Logs section within the record, and click 'View All Action Logs (For this Record)'. The action logs will open in a new tab where you can click the comment icon to add notes. 

    These steps are illustrated in the gif below: 

  • How to Subscribe Yourself or Others to a Simple Report

    If you wish to receive daily emails from FastGem with the information contained within a simple report, follow the instructions below. 

    NOTE: You must have ADMIN permissions to see the Subscribe button, and the feature must be enabled for you. If you have Admin permissions but are still unable to see the subscribe button as shown in the images below, contact FastGem support and ask us to enable User Subscriptions to Reports for you (This email address is being protected from spambots. You need JavaScript enabled to view it.). 

    Within a Simple View report type menu item, click the Subscribe button near the top right corner of the report: 

     

    A pop up will appear wherein you can subscribe yourself to the report, choose wether or not to include details in your email version of the report, and also subscribe other users who do NOT have admin permissions to the report. (NOTE: Be careful when you subscribe others to a report; remember to ensure there is not information on the report that they should not have access to!)

    The 'Include details' toggle is similar to hitting 'Show All' vs 'Hide All' at the top of a simple report. It expands the detail of the information you recieve via email. 

    The Users listed in the 'Users' field are non-admin users who have not subscribed themselves but rather have been subscribed to the report by others. 

    When finished, click Close on the pop up. There is no need to Save. 

  • Internal Ticket Submissions

    If your reps/techs need a way of submitting requests to managers/admins within the system, then this video is for you: 

     

  • Inventory Duplicate Detection

    INSTANCE-WIDE INVENTORY DUPLICATE DETECTION:

    You can tell FastGem to alert you when duplicate inventory items are entered in the system by specifying which inventory identifiers the system should check for duplicate values (e.g. serial numbers vs rid numbers, etc). To specify which identifier types you would like checked for duplicates, you will need to access the Content types page in the Configuration section of your instance. To do this: 

    Login to the Admin portal (backend) of your instance. The admin portal of your instance can be reached by adding /a to the end of your instance URL. For example, the admin portal address for our demo instance is demo.fastgem.net/a

    From the Admin portal landing page, click on Config.

     

    The Content Types tab will be the first tab on the left: 

     

    Note: If you are a user with 'Configuration User' permissions in your instance, you will be able to access the Configuration and Content Types section from front-end by going to SITE MGMT > Config: 

     

    Regardless of whether you are accessing Content Types via the front end or the admin portal, once you are there, open the Inventory section. In the field labeled "Identifier duplicate detection", select the type(s) of inventory identifier(s) you want the system to 'watch' for duplicate values: 

     

    Make sure you click Save at the top of the Config screen to apply your changes! 

     

    PAGE-SPECIFIC INVENTORY DUPLICATE DETECTION:

    The method above will enable inventory identifier duplicate detection for all pages across the front-end of your instance. To enable duplicate detection for inventory items on only specific pages within your instance, then instead of setting up identifier duplicate detection in Content Types as above, you will need to access the specific Menu Item that controls that page/pages. To do so, from the Admin portal of your instance, from the toolbar at the top of your screen, Go to Menus>Main Menu, OR, go to Menus > New Menu. If your FastGem instance was created after December 2022, you will most likely want to go to New Menu. If you are unsure which menu your instance is using, 'Main Menu' or 'New Menu,' please ask FastGem Support and we can tell you.  

     

    Once in the correct menu, search for the menu item you need and click on it (if you are unsure of which menu item you need, please contact FastGem Support). Note that currently, page-specific inventory identifier duplicate detection can only be applied to certain menu item types such as the standard Inventory type.

     

    Within the menu item, go to the Grid tab (if you do not see a Grid tab, then this menu item is likely not suitable for inventory identifier duplicate detection specifications). Enter the identifiers you want the system to check for duplicates in the 'Identifier duplicate detection' field: 

     

    Remember to click Save&Close when you are done! 

     

    For futher questions about inventory identifier duplicate detection in FastGem, please contact FastGem support at This email address is being protected from spambots. You need JavaScript enabled to view it.

    Thank you for using FastGem!

  • Multiplying Commissions by Number of Boxes or Lines Sold

    Please watch this short video for an overview of how to configure your packages so that rep commissions and business commissions are multiplied automatically by the number of boxes or the number of lines sold to a customer: 

     

     

    Please note that flat rep fees are also multiplied by number of boxes/lines if the multipliers are set to Yes in the package configuration. 

    Please note that if the number of boxes or number of lines multipliers are set to Yes in the package configurations, then if the number of boxes and lines on a work order are set to 0, the commissions will not be 0. Instead, the commissions for both the business and the rep will be calculated as if 1 line/box was sold. 

    Please note that currently, line/box commission multipliers do NOT apply to overrides. The overrides for lead reps are calculated as though only 1 line/box was sold. 

     

  • Notifications for Users upon Login

     

    With FastGem's new User Notifications feature, you can ensure your employees read and agree to certain notifications before doing further work in FastGem: 

     

     *Note that in addition to selecting certain user permission groups to send the notification to, you can also select specific Areas within your instance to send the notification to. 

    To see details of which users have and have not accepted the notification so far, use the "Completed Users" and "NOT Completed Users" sliders within the notification record itself: 

    user notifs1

     

    Please email This email address is being protected from spambots. You need JavaScript enabled to view it. with any questions! 

     

  • Purchase Orders

    FastGem's new Purchase Order feature allows you to keep track of the inventory your business orders. 

     

    Your instance's 'Purchase Orders' page will most likely be located under the menu item 'Inventory Management,' although this might differ depending on instance customization. 

     

     

    To view a Purchase Order, click its Label. To edit a Purchase Order, simply slick the small 'pad and pen' for the purchase order you wish to edit. 

     

     

    To create a new Purchase Order, click on the green 'Add Item' button at the top of the list view (Note: only users with certain permissions will be able to access the 'Add Item' button). 

     

     

    Enter the applicable info (use the green 'Plus Sign' icons to create as many line items within a single Purchase Order as you wish) and click 'Save & Close.'  

     

    Note that selecting a Distributor from the Distributor dropdown will filter the equipment available for selection by that Distributor. If you have selected the wrong distributor by accident but have not saved the page yet, simply refresh the page to start over. 

     

    Note that you can change the status for each line item within a single purchase order (Open, Completed, etc.). 

     

    When you receive serialized items against this purchase order, you can keep track of how many have been received vs how many you ordered. You can also add received items to your inventory list from within a Purchase Order. Simply enter the number received in the 'Q Received' column, then click the list icon in the 'Process' column. A pop-up screen will appear to allow you to add the items you received to your inventory (Information such as Equipment type will be auto-filled, and each inventory item entered here will be linked to the PO automatically): 

     

    The number and names of the columns that appear in the upload spreadsheet are defined by the unit identifier types chosen when defining an Equipment item in FastGem. If no unit identifiers are entered for that Equipment item type, the spreadsheet will default to a single column labeled 'Serial Number'. (For more information on creating Equipment records in FastGem, see help article 'Adding Individual Inventory and Equipment to FastGem.')

     

    When you have entered the identifying numbers for each piece of inventory received, click 'Process Data' and wait for the green success notification. Save and Close your Purchase Order record, and you will then be able to find the newly added inventory in your inventory list, each individual serialized peice with its own item record but all linked to the same PO:

     

    (If for whatever reason you do not receive all the equipment items corresponding to a certain line item at once, simply update the 'Q Received' column to reflect the most recent amount received each time a piece comes in. You will be able to use the 'process' button to add the newly received pieces to your inventory each time. 

      

    From within a Purchase Order record, you can also use the 'Link to Associated Inventory' button to see a list of all inventory with a matching PO number (PO numbers can be manually entered from within an inventory record as well):

     

     

    Non-Serialized (Countable) Inventory: 

    If the inventory you are receiving is non-serialized (e.g. rolls of tape, etc.) then when you click the 'process' button, rather than a spreadsheet where you can enter identifiers for each peice of inventory, you will see a page that allows you to assign the quantity of non-serialized/countable inventory to an Area, Tech, and/or directly to a work order: 

    Once the non-serialized inventory has been processed this way, rather than each piece of non-serialized inventory showing seperately in the inventory list, instead there will be a single line (or two, if the inventory was processed in two batches, etc) with the total quantity of items displayed in the 'Q' column, and the Activated state of these items displayed in the ACTVD column: 

    For further questions regarding purchase orders, or if you would like the purchase order feature to be enabled for your instance, please contact FastGem support at (504) 383-0602 or by email at This email address is being protected from spambots. You need JavaScript enabled to view it.

     

     

    Thank you for using FastGem!

     

  • RULES Engine

    With FastGem's new Rules Engine, you can set up custom instructions specific to your instance. With Rules, you can define any number of actions, which will trigger the system to alert users, append notes, add tags to records, and much more!

    *Note that rules may take up to 5 minutes from the time of the trigger until the action is completed. 

    To access your Rules Engine, head to Site Mgmt > Rules (Note this may be in a slightly different place in your instance depending on Customization):

     

     

    If you have any rules already created, you can see them here. Note if they have an X in the Active column, the rule is inactive: 

     

    From here, you can click on a rule name to get a closer look, click to Edit a rule, or click Add Item at the top of the page to start a new rule from scratch.

    NOTE: If you have multiple rules, be very careful to ensure your rules do not become triggered by each other to create an unending loop. Also be careful not to set up two rules that are both active at the same time but whose instructions contradict each other. If you have questions about rule set up, let FastGem support know at This email address is being protected from spambots. You need JavaScript enabled to view it.and we will be happy to assist you. 

    Below is an explanation of field meanings on the rules setup page, along with examples:

    When setting up rules, you must first ensure your rule is Active. 

    Next, name your rule. 

    Select a Class for your rule. Class refers to which type of record in FastGem is being 'looked at' by the system to trigger the rule. (E.g. Person record vs Work Order record vs Rep record vs Inventory record.) 

    Select the Action Log Trigger for your rule. FastGem logs virtually every action that takes place within the system. Simply select which of these action types, when pertaining to the Class selected above, trigger the Rule to go into action. (E.g. Department change, Status change, etc.) 

    Object Conditions are optional and do not have to be selected in order for the rule to work. They are simply a way to further restrict/specify which exact actions need to take place within FastGem for a rule to be triggered. (For example, as shown in the image below, if your Action Log Trigger is Workflow Status Change on a Work Order, but you only want this rule triggered when the work order's Status is changed to Active, you can set up an object condition specifying WO Status to be equal to Active.)

    You can add multiple conditions onto one rule, and you can set up these conditions so that they must all apply at once (AND conditions) in order for the rule to be triggered, OR so that only one of these multiple conditions need apply (OR conditions) in order for the rule to be triggered. The AND/OR toggle above the conditions defines this. 

    Once you have selected your Trigger and any Conditions, you can tell the system which Action it needs to take when the trigger and conditions are met.

    Add Value as an action type can be seen exemplified in the image above. Add Value should be used for adding values into multi-select fields (e.g. Tech Special Install, Package flags, etc.) without deleting any values previously existing in that field. 

    Set Value, in contrast, should be used either to completely remove and overwrite any existing values in a multi-select field, or to add/replace a value in a non-multi-select field (e.g. Processor channel, Install Notes, Campaign, etc.). 

    Append Value should be used for fields such as Install Notes or Account Number, which do not have any pre-set values to select from, but which may already contain manually entered values which you do not wish to overwrite, only append to. 

    Send Email and Send Push notification are self-explanatory action types and can be used to send notifications to specific users in the system, based on the permissions these users have. 

    For example, in the image below, the test rule is set up so that when a Work Order record has a follow up flag created for it, and either the follow up details include the word ASAP,  or the provider attached to that work order is 'Other Provider', then an email containing the notification "Test Test Test" will be sent out to anyone with either 'Can Process' or 'Can Process QC' permissions. 

    Emails and push notifications sent via Rules automatically include a link to the relevant record, and information such as what action triggered the rule to run, etc. 

    When a rule runs, it is logged in the appropriate record's action logs. 

  • Sales Tax Reports

    It is now possible to create a sales tax report within FastGem, where you can easily see your collected sales taxes compared against total sales, non-taxable sales, etc within a specific period of time. The Search tools, as always, will allow you to further restrict/customize page results: 

    Sales Tax Reports are generally placed under the ACCOUNTING menu header, but this page may not be in the same place in your instance due to customization, or may not have been built in your instance yet at all: 

     

    If you would like a Sales Tax Report added to your instance, please contact FastGem Support at This email address is being protected from spambots. You need JavaScript enabled to view it., or follow these instructions: 

     

    CREATING A SALES TAX REPORT FROM SCRATCH: 

    Log into the admin portal (backend) of your instance. The admin portal of your instance can be reached by adding /a to the end of your instance's base URL. For example, the address of our demo instance's admin portal is: demo.fastgem.net/a

    Next, from the toolbar at the top of your screen, Go to Menus>Main Menu, OR, go to Menus > New Menu. If your FastGem instance was created after December 2022, you will most likely want to go to New Menu. If you are unsure which menu your instance is using, 'Main Menu' or 'New Menu,' please ask FastGem Support and we can tell you.  

     

     

    Once in the correct Menu list, click 'New' to add a new menu item. Then, in the Menu Item Type field in the new menu item page, click 'Select'. Then, click 'FastGem' from the list of options to open the FastGem slider. Then, locate and click 'Simple - Invoices' as the menu item type. Next, give your new menu item a Title, as well as an 'Alias' and a 'Context' (see gif below). Make sure both the alias and context are unique from other aliases and contexts in the system. Next, select a 'Parent Item' for your new menu item. In this case, we select the parent item 'Accounting', which means that once saved, this sales tax report will appear in the front end of the applicable instance under the 'Accounting' menu header. Next, choose who can access your new menu item. For example, if you want only those users who have Admin access to be able to see the Sales Tax Report, select 'Admin' from the Access dropdown. In the example below, only those users with Internal User permissions will be able to access the new report: 

     

    Next, head to the Options tab of the menu item and set your configurations there according to what you want to see on  your sales tax report. For example, you can decide whether you want to see only those sales tax records that were actually paid by the customer, what time period you want to see, and what column headers you wish to include in your list of payment records: 

     

    Don't forget to Save!

    If you need assistance building your Sales Tax Report, please contact FastGem Support at This email address is being protected from spambots. You need JavaScript enabled to view it.

    Thank you for using FastGem!

  • Service Availability Checker: Address Verification Tool

    With FastGem's Address Verification tool, you can quickly check the service availability for a lead or customer's address with the click of a button! Ask FastGem support to turn this feature on for you if you are interested. 

    How it works: 

    While in Edit mode in a person record, ensure you have correctly entered the person's address, and then look for an 'Offers' button next to the customer's zip code field: 

     

     

    Clicking on this 'Offers' button will open a new tab, wherein you can see details on all available provider offers for this address: 

     

    You can also use the Filter on the right of the screen to limit your results: 

  • Setting and Processing Volume Bonuses

    If you pay your reps bonuses based on sale volume, you will love this feature! 

     

    Setting Volume Bonuses for Reps:

    Click to Edit a Rep Profile: 

     

    Find the 'Rep Volume Bonus' section:

     

    Using the green 'Add Item' button, you can enter as many different volume bonuses as you like. You can create 'tiers' by entering bonuses for the same provider at different 'thresholds,' or you can bundle providers for one bonus. For example, in the picture below, the rep Abby Test will receive a volume bonus of $10 per sale if she (and/or someone below her in her team) sells a total of 5, 6, 7, 8, or 9 packages tied to the provider AT&T Internet in one pay period (Pay Period = the dates selected at the top of the screen when running Snapshot Payroll). However, if she (and/or someone below her) sells a total of 10 or more AT&T Internet packages in one pay period, her volume bonus will change to $20 per sale. 

    Note: In the examples in this article, Provider is used as the default bonus restriction. It is also possible to set individual packages as the bonus restriction, rather than provider. If you are interested in defining volume bonus settings using packages rather than providers, let FastGem support know and we will be happy to change the setting for you. 

    (At least one Provider / package must be selected for each Volume Bonus to work correctly).

    If Abby (and/or someone below her) sells enough ADT and Comcast packages in one pay period so that together they total 15 packages or more, she will receive a bonus of $15 per sale.  

     You can also further restrict volume bonuses to take effect within a certain time period, based on the installed date of an order. For example, in the picture above, if Abby (and/or someone below her) sells a total of 1 or more DIRECTV packages which are successfully installed within the month of April 2022, she will recieve a bonus of $4 per sale. Rolling Installed date ranges are also an option. For example, in the picture above, if Abby (and/or someone below her) sells a total of 3 or more Comcast packages within the 'Current Week' ('current' meaning the same week that Snapshot payroll is run and the Vol Bonus button is pushed (see below)), she will receive a bonus of $10 per Comcast sale. Please note that even if your Volume bonus dates are set to an entire month here in the rep record, the dates the system will search in order to calculate the total number of volume bonuses will still be limited by what dates you enter when running Snapshot Payroll and clicking the Vol Bonus button (see below). The Installed dates set in the rep record as above are an additional restriction, but they do not override the pay period dates selected when running snapshot payroll. 

    You may also choose to enter a flat bonus amount, rather than a per work order bonus, using the new 'Flat Amount' column. Note that flat amount volume bonuses will only be calculated within the pay period entered when running snapshot payroll and processing the volume bonuses, and are not eligible for the additional Installed date restrictions that per work order volume bonuses are. 

     

    When the rep Caldwell Test pictured  above makes 3 or more sales within a single pay period (as defined by the dates entered when running Snapshot Payroll), he will receive a flat amount volume bonus of $40. 

     

    Don't forget to 'Save and Close' the rep record when you're done!

    Note that by default, the sales of the reps below Abby in her team will be included in Abby's sales count to meet her threshold, but you can turn this default off and instead make only each rep's individual sales, not their team's sales, count towards their volume bonus threshold. To do this, log into the admin portal of your instance (add /a to the end of your normal instance address), click Config, and naviage to the Payroll tab. Then toggle 'Volume Bonus Include Entire Team' to NO: 

    Note that when 'Volume Bonus Include Entire Team' is set to YES, the volume bonuses for lead reps in a team are calculated correctly only if the team hierarchy has not been disrupted for that work order. For example, if Susan Rep reports directly to Adam Rep, and Susan sells a WO with Adam assigned as the Lead Rep, Susan's sale will factor into Adam's volume bonus calculation (assuming 'Volume Bonus Include Entire Team' is set to Yes). However, if a different rep, Jane Rep, is assigned as the lead rep on that WO instead, then Susan's sale will not factor into either Adam's or Jane's volume bonus calculation.  Similarly, if Susan Rep normally reports to no one, but Jane Rep as added as the Lead Rep on one of Susan's work orders, Susan's sale will not factor into Jane's volume bonus calculation. For more information about assigning reps to report to other reps, see THIS article. 

     Make sure you Save when done!

     

    Processing Volume Bonuses (Payroll Admin Only):

     

    Navigate to Snapshot Payroll and select the correct dates. These dates define the 'pay period' within which the system will search for sale volume (note that sales that have already been finalized through snapshot payroll are also counted when calculating sale volume within these dates). Then, click Run. Then, click the blue 'Vol Bonus' button at the top of the page. 

     

    Volume bonuses will now appear at the bottom of each rep's payroll entry, under 'Rep Adjustments'

     

    You can finalize these bonuses like any other Rep Adjustment. 

     

    **NOTE: Before processing volume bonuses, it is important to make sure that all applicable sales have been put into a 'cleared' status, and that you have set all volume bonus tiers, amounts, etc. correctly for your reps. Also ensure that the dates you have selected to run payroll for are the correct dates.If you change the dates or the number of cleared sales, bonus amounts, or tiers after already running the volume bonus feature in Snapshot Payroll as above, the bonuses will not update properly; if you need to re-run volume bonuses in Snapshot Payroll, you must first delete the incorrectly calculated volume bonuses in Admin. To delete bonuses in back end, contact FastGem support or see the help article 'Setting Up and Editing Volume Bonuses in Admin (Back End)'. 

    Volume Bonus as Penalty: 

    Volume bonuses are not meant to be used as penalties for low sale volume, but if necessary you can trick the system into calculating penalties automatically for low sale volume using the volume bonus feature. However, you must change your thinking to the reverse of normal volume bonus calculation. Below is an example of a common mistake made when attempting to coax the system into calculating penalties for low sale volume: 

    In the above image, what the configurations would end up doing is assigning no penalty to reps if they made 1 or 2 DIRECTV sales within a pay period, and then assigning a $-100 penalty (PER work order, so the total penalty would be at least $-300) once the reps made 3 or more DIRECTV sales. The penalty would go up by $100 for each additional DIRECTV sale the reps made, which is the opposite of a sale encouragement!

    Instead, assuming you want a $-100 penalty applied to a rep if they make 3 or fewer DIRECTV sales within a pay period, you would need to set up something like this: 

    The $0 bonus amount at the threshold of 4 DIRECTV ensures the penalty stops at 4 or more sales. Because the penalty is applied PER WO, you have to lesson the penalty amount each time the threshold goes up, to ensure that the total penalty for 3 or fewer orders remains $-100. 

     

    For further questions about the Volume Bonus Tool, please contact FastGem support at (504) 383-0602 or by email at This email address is being protected from spambots. You need JavaScript enabled to view it.

    Thank you for using FastGem!

  • STAX within FastGem: Creating a Subscription, etc.

    With FastGem's new integration with STAX subscription service, you can create a subscription in STAX from within FastGem. (Note: STAX subscriptions are currently limited to Credit Card charges, not Bank Account charges, in FastGem)

    First, if you haven't already, ask FastGem support for help linking your company's STAX account to your FastGem account. You can also request that any customer that is added to your FastGem instance be automatically created in your STAX as well. 

    When editing a customer record in FastGem, head to the Billing tab and open the 'STAX BILL' slider to create a new subscription, charge a one-time charge (and link that charge to a work order if desired) and to view the current STAX subscriptions already created for the customer: 

     

    If you would like one-time STAX charges to auto-generate invoices/receipts for the amount charged (to be linked to a work order as well, if one is specified), then you must follow these steps: 

    In the Admin portal of your instance, head to Config > Integration Tab. Under the 'Payments Config' section, toggle 'Stax Auto Generate Invoice on One-Time Charge' to YES: 

     

    Make sure you save when finished.