First Click - Managing Contacts

Creating Contacts

Creating contacts is a two step process.

This is because not all contacts will require access to First Click; some will simply be those members of your team responsible for receiving goods on site or who simply need to be notified of collections & deliveries. The two types of contents are:-

1. Site Contacts

2. Contacts with First Click access

Site Contacts

Once these contacts have been created you will be able to select them at the order stage. This saves you time as you will not be required to enter their details every time an order or contract is created. When selected these site contacts will be sent alerts regarding the following:-

1. Notification of booked deliveries & collections.

2. Order confirmation (unpriced).

3. Off-hire notifications.

4. POD’s and collection notes.

Contacts with First Click access

Contacts with First Click access are those contacts who will be involved in the order process and/or who need access to a range of information including reports.

Depending on the permissions allocated these contacts can:-

1. Place orders and view agreed prices

2. Create or approve requisitions

3. Off-hire equipment

4. Extend hire periods

5. View financial information

6. Be granted full administration rights

The final stage of the process is to allocate spending limits. Contacts with spending limits allocated can place orders with First Response via the web shop. Setting spending limits to zero will prevent contacts from placing orders with First Response but they will be able to create Requisitions for you to approve, creating a powerful requisition system.

In a nutshell, the two step process is for you to be able to separate your basic site contacts from those you will granting access to your first click account.

Step 1: Add Contact

To create a new user do the following:-

1. Sign into your First Click account.

2. Click on your company name displayed on the navigation bar.

3. Go to Administration & Reports.

4. On the side bar on the left select Contact Details.

5. The main contact screen will appear.

6. Select + New Customer Contact.

7. The Add Contact screen will appear.

8. Add the relevant contact details.

Once you have completed the details for the contact you need to make the contact ‘Live’.

9. Check the ‘Contact Active’ box.

This is important because all live contacts will appear in the drop down selection at the final order stage.

Removing the tick and making the contact inactive, will leave the contact on the system, however they will be disabled from selection during the order process.

Click Create and the user will be added to your First Click Account.

Step 2: Update Contact

Contacts created in Stage 1 will appear in the Main Contact screen. It is from the Contact Details screen that you grant online access to yoru First Click system and set their respective permissions. Here is an example list of contacts that have been created:

To grant the contact with First Click access click on the ‘Edit’ button. The ‘Update Contact’ box will appear.

1. To provide online access to First Click, tick the box beside ‘Web User Active’.

2. Enter the contacts email address.

3. Expand the ‘Select Permission’ drop down box. Select the Permissions you wish to select.

5. Save your selection.

6. Add the spending limit as a number. eg: 500

7. Save your changes.

Email Notification

Once you are happy with your settings click the ‘Send Email’. This will send an email to the Contact confirming they now have access to your First Click system. The email will also conform the permissions you have set.

This email will include their user name and a temporary password, which we recommend they change when they sign in for the first time.

Spending Limits

By creating a hierarchy of contacts with spending limits, you can delegate the timely order process to your site teams. With site teams building orders for the things they need on site, there will be less risk of the wrong equipment or supplies arriving on site.

If you prefer, you can set the spending limit for every contact to zero. Setting the limit to zero will allow your teams to create requisitions to be approved or amended by you.

How Spending Limits Work

The normal web shopping process is followed. Hire Equipment and/or supplies are added to the shopping basket and depending on the spending limit you set, the order will either be sent to First Response or to you (or one of your colleagues) for approval.

Requisitions

All orders that exceed a spending limit or have a zero limit created are converted to a simple requisition.

To find out more about Spending Limits and the Requisition System please view the guide for Spending Limits.