6. Adding dealers and their logins

Who this is for: owners, admins and managers. Only they can invite dealer logins.

Where to find it

• Dealer Portal › Dealers: your dealer companies, with Company, Tier, Status, Members, Credit limit and Payment terms. Filter by All, Active, Pending, On hold or Archived.
• Dealer Portal › Users: every dealer login across all your dealers.
• Dealer Portal › Applications and Setup › Sign-up form: dealers who sign themselves up.

Step by step: add a dealer

1. Dealers › Add Dealer.
2. Company: search your CRM companies and pick one. Only companies that aren't dealers yet are listed. Not there? Press the Create dealer link under the list and fill in Business name, plus Email (optional), Phone (optional) and ABN (optional).
3. Pricing tier: pick one (lesson 3). Unassigned means retail prices until you set one.
4. Press Add dealer (or Create dealer). The new dealer opens, with its status at Pending.

Step by step: the dealer's details

On the Details tab:

1. Pricing tier: the tier they buy at.
2. Status: Pending, Active, On hold or Archived. Inviting their first login makes a Pending dealer Active; set it yourself if they'll only use data keys.
3. Payment terms (days): such as 30. 0 means cash on delivery.
4. Credit limit $ (inc GST): checked on every order on account, freight included. Blank uses the credit limit on their CRM company.
5. Account group: only if they're a store under a head office (lesson 7).
6. Accounts email: where their invoices and statements go, if not their main email. It isn't a login.
7. Can order on account: untick it and they must pay by card or bank transfer at checkout.
8. Can drop ship: only matters when drop ship is on (lesson 5).
9. Internal notes: only your team sees them.
10. Press Save changes.

Status does less than you'd think. No status stops a dealer's logins signing in or ordering.

• Pending and Archived dealers can't use the API or feeds. Archived also stops their CSV price list and new returns.
• On hold stops new orders and quote requests: the dealer can still sign in and see their account, orders and invoices, and checkout tells them the account is on hold. Archived does the same for a closed account. Set them back to Active to let them order again.
• To shut a dealer out completely, Remove their logins on the Users tab.

Remove dealer (bottom left) turns the company back into an ordinary company. Remove their logins first.

Step by step: invite their people

1. Open the dealer and go to its Users tab.
2. Press + Invite user. (Only owners, admins and managers see it. Anyone else sees "An owner, admin or manager invites dealer logins".)
3. In Invite dealer user, type their Email address and choose a Role:

4. Press Send invitation.
5. They get an email with Access Dealer Portal →. The first time, they choose a password.
6. The box says how it went. Invitation sent, with the link and Copy link in case the email doesn't arrive (the link expires in 14 days). If the email didn't send, it says so: share the link yourself. Press Done.
7. A Pending dealer becomes Active when you invite its first login: someone you've invited is trading.

Under Invites, each invite shows its status and role; Revoke cancels one that hasn't been used. Under Active users, change someone's role from the list, or press Remove.

Many dealers at once. On Dealers, tick the dealers, choose Invite a login (company email) and press Review invites…. Each gets an Owner, Buyer or Viewer invite to its company email; dealers that already have a login, have an invite waiting, or have no email are skipped. Dealer Portal › Users lists every login: tick some to Change portal role, Email their invite again or Remove from the portal.

A dealer's Owner can also invite and manage their own team, and set their delivery address, from Account in their portal.

Two emails are turned away. One of your own staff's emails (use Preview portal instead), and an email that's already a customer portal login.

If the person already has a login to another supplier's dealer portal, or is BuildTrack Pro staff at another business, they're added to that login: same email, same password, and no link is shown to you. The box says so. Lesson 8 covers this.

Let dealers apply: the sign-up form

1. Setup › Sign-up form. Tick Taking applications and set the Button label (such as "Become a dealer").
2. Page text: a Heading, an Introduction, and After they send it.
3. Questions: start from the ready-made wholesale application, reword any question, add your own, and reorder them. Each question has an Answer type, what it Fills in on the dealer's company (business name, email, ABN…) and, if you like, Only ask when an earlier answer matches. The business name and email questions can't be removed. Reset to starter form starts again.
4. Emails: tick Email the applicant a thank-you and write its Subject and Message. Tick Email these people about new applications and choose staff, plus any Other addresses (optional).
5. Press Save.

The button appears on your portal's sign-in page once your theme is published with a slug (lesson 2). Then this screen shows a Link to share or put on your website, with Copy and Open.

Step by step: an application

1. Applications shows how many are new. Open one to read the Contact details and Answers, and keep Your notes for your team.
2. Press Approve…. Choose their Pricing tier, and either create the company in your CRM or pick the existing company if they're already a customer.
3. Leave Email … a dealer login invite now ticked, and press Approve dealer.
4. Or press Decline with a reason for your records. The applicant isn't emailed. Move back to New undoes it.

What happens by itself

• Approving makes the company an Active dealer on the tier you chose, the applicant its primary contact, and emails them an Owner login invite.
• If an invite can't be sent when you approve, the result says so. Send it again from the dealer's Users tab.
• The invite email carries your brand once the theme is published.

Where it ends

The dealer is Active, on the right tier and terms, and their people have their invites.