GENESYS BUSINESS MANAGER

GENESYS BUSINESS MANAGER

e-Manager

Online Conference User Account Administration

This User Guide contains the following sections:

Minimum Requirements ...3

Getting Started ...4

Signing On to Genesys Business Manager ...7

Accessing e-Manager...8

Setting the Location...9

e-Manager Functions & Controls ... 11

Customer–View/Modify ...12

Contact–Add, View/Modify...13

Account–Add, View/Modify ...18

Quick Tips ... 22

Set up a conference account for a new employee...22

Give a current conference user an additional conference account ...22

Terminate/Retire an employee...22

Move or relocate an employee...22

Minimum Requirements

To use e-Manager you must meet the following minimum requirements.

 Internet connection (56 kbps or better)

 Internet Explorer or compatible browser

 Java JVM installed*

 A valid login to Genesys Business Manager

* Java software allows you to run applications called "applets" that are written in the Java programming language. These applets allow you to run applications and e-business solutions, such as e-Manager. If you do not have Java JVM on your PC you can get it here:http://www.java.com/en/download/index.jsp

Getting Started

Understanding the Conference Account Database Structure

Before getting started with e-Manager it helps to have a basic understanding of how the database is structured to reflect your billing hierarchy and conference accounts. There are three possible organizational structures:

 Centralized Standard

 Decentralized

 Centralized Hybrid

Each of these structures is made up of the same underlying data types:

 Customer (Parent Organization / Business Unit)

 Contact

 Account

Each data type contains one part of a complete account holder record and together they make up the entire account holder and billing record of a single conference account.

Customer Contains Billing/Location information such as billing contact, address, and related billing codes, if applicable. Contact Account holder personal

information, such as address for fulfillment kit, user related billing codes, etc.

Account The conference account(s) assigned to the contact, and related information.

Accounts are linked to a Contact, which are then linked to a Customer. A

Customer can have many Contacts, but a Contact can only be associated to one Customer. The same logic applies for an Account; it is associated to only one Contact while a single Contact can have many Accounts.

A hierarchy is reflected in the database by defining atop-Customer, often referred to as the Parent Organization;sub-Customers are then defined under the top-Customer. Asub-Customer may also come under anothersub-Customer. The structure that supports your organization determines how the underlying data types are arranged as a whole and how you will navigate e-Manager.

Centralized Standard

This is commonly referred to as a single hierarchy structure. Under this model you only define atop-Customer. You then create and assign Contacts to this Customer. Accounts are then created and assigned to each Contact.

Green box depicts the invoice point.

Conference usage is totaled and rated for each account, summarized for each contact and only one invoice is prepared and delivered based on the billing information contained in the Customer record. Billing codes are typically associated to Accounts and Contacts.

Decentralized

Decentralized means you have a business hierarchy that consists of a top-Customer and one or moresub-Customers. Eachsub-Customer can have additional sub-Customers associated to it. Under a decentralized organizational structure each point in the hierarchy can be billed independent of the other. This structure is also used to support individual user billing. The user information is first used to create a Customer record (the billing information) and is then repeated to create the Contact record (the user information). Accounts are then assigned to the Contact.[An example of this is found on the right side of the decentralized organizational graphic]

This structure is particularly useful if you have multiple departments, offices or business units where each wants to receive and pay their own invoice. You will also notice on the left side of the decentralized organizational graphic that you can have business unit segments that are independent of one another but included on the same bill.

Customers will often associate billing codes at every data point. Account and Contact billing codes tend to be department codes, project codes, client codes or some other similar attribute that allows usage to be tracked and allocated at a granular level.

Decentralized Organizational Graphic

Green box depicts the invoice point.

Invoicing can only be prepared for a Customer record and will include usage and rating for all subordinate data types that are not separately invoiced.

Centralized Hybrid

Graphically, the Centralized Hybrid looks much like a decentralized

organization. The difference is that it is billed at the top point in the hierarchy. Thesub-Customers are created to organize and summarize data by defined data points, primarily to support your cost allocation and usage reporting goals.

You are now ready to begin working in e-Manager.

Signing On to Genesys Business Manager

To access e-Manager you must first sign on to Genesys Business Manager.

1. Direct your web browser to

https://gbm.genesys.com

2. Enter your username 3. Enter your password 4. Click the Log In button

The first time you sign on to Genesys Business Manager you will be asked to accept the Terms of Use and to reset your password. The new password you enter will be the password you will use the next time you sign on, so please make a note of it.

Terms of Use

1. Click “IAccept”radio button for each

2. Click the Sign In button 3. The Reset Password

screen will publish

Reset Password

1. Enter your new password 2. Enter your new password a second time to confirm 3. Click the Sign In button

Accessing e-Manager

Genesys Business Manager opens on the home page. Genesys Business Manager is an application suite that includes:

 e-Reportonline reporting

 e-Billingonline bill presentment and payment

 e-Manageronline user account administration

 Permissionssign on management

The top navigation bar will only display the applications for which you are granted access based on the permissions established for your log in.

To access e-Manager, click on e-Manager in the top navigation bar.

The e-Manager application starts and is displayed in the Genesys Business Manager portal.

Setting the Location

If you have a Decentralized or Centralized Hybrid organizational structure, e-Manager will ask you to set a Location when it first opens. Location can mean many things, for some users it may be a country, a business unit a subsidiary or a sister organization. Although your organization may have manysub-Customers your access may be limited to only a few of these as access is restricted based on login permissions.

To set the Location, mouse over the Location button to see the Locations that are available. Move the mouse up or down over the list

until the Location you want to work in is highlighted, then click the mouse to select that Location.

If you mouse over the Location button after setting the Location the selected Location will be displayed in orange colored text.

The e-Manager control buttons are available once a Location is set. You can then begin working on Contacts and Accounts, you may also view and modify the Customer information associated to the Location that you have set.

e-Manager Menu Bar with Application Control Buttons Active

You may have additionalsub-Customers or business units available to you under the selected Location. If you do have additional business units then you will be asked to select thesub-Customer you want to work in. These additional sub-Customers will be listed in a file tree format as follows:

You will only see the “Please Selecta Customer”screen ifyou have additional business units or sub-Customers defined in your hierarchy. If this is the case then you will be asked to select asub-Customer to work in each time you initiate a new function, such as Customer (View/Modify), Contact (Add, View/Modify) or Account (Add, View/Modify).

e-Manager Functions & Controls

e-Manager gives you the ability to view and interact with all three data types that make up a complete conference account record. These data types are:

 Customer

 Contact

 Account

You can see the controls granted you if you mouse over each control button. Customer Controls

Mouse over the Customer button to view and select the available control(s).

Customer Controls

Mouse over the Contact button to view and select the available control(s).

Account Controls

Customer –View/Modify

If your organization is Centralized Standard then this is your billing information. If your organizational structure is Decentralized or Centralized Hybrid then this is the billing or business unit information for thesub-Customer you select to work in.

If your user permissions allow you to edit this record then a Modify button will be displayed at the bottom. Click this button, edit the fields you wish to modify and then click submit to return to the View Customer screen.

RECALL:

If you have additionalsub-Customers associated to the Location you set, then e-Manager will ask you to “Please Selecta Customer”before displaying the Customer detail information.

Contact –Add, View/Modify

The Contact record contains the personal contact information for the conference account holder in addition to any billing codes that your organization requires to be defined. This is generally a person but a Contact can also be department name. In either case you need to provide a valid email address for the fulfillment information and associated contact details. The two available controls are:



 Add a Contact 

 View/Modify a Contact

ToView/Modify a Contactyou must first select the Contact. e-Manager makes it easy for you to locate current Contacts.

The default view displays your Contacts in an alpha-sorted tabbed format. Simply click the various alpha tabs to view contacts with last names beginning with the letters on the tabs. If the list is long a scroll bar will appear on the right side of the index card.

Active Tab feature control

The Active Tab feature control is a simple toggle. When the Active Tab box is checked then the alpha-sort tabs are displayed. When the Active Tab box is unchecked then the alpha-sort tabs are removed and all contacts are listed.

At the bottom of the index card view there is a search feature that allows you to type and search for a Contact by their last name. Simply enter the last name or the first few characters of the last name and click the Go button.

Once you have located the Contact you want to view or modify simply click the person’s name to open the View Contact page. The View Contact page displays the detail information for the Contact. You also have various options available to you from this page.

View a Contact Record

From the View Contact screen you can choose to modify the contact record by clicking the Modify button, or add an Account to the Contact being viewed by clicking the Add an Account button, or view the Accounts already associated to the Contact by clicking on the Account tab in the index card display.

Modify a Contactallows you to modify any part of the Contact record or to “deactivate”the Contact.To deactivate a Contactmeans you are disabling all Accounts associated to the Contact and marking the Contact so no future Accounts can be associated to it (this is generally done when an employee leaves the company). You deactivate Contacts by checking the Inactivate Contact box on the Modify a Contact screen.

Modify a Contact

Add a Contactis a simple process:

1. From the Contact button,select“Add a Contact”

a. If required, select thesub-Customer/business unitwhere you’d like this Contact assigned

2. The Add a Contact screen will display.

If you are already viewing or modifying contacts within thesub-Customer or business unit where you would like to create a new Contact then you may simply click the Add a Contact button at the bottom of the View Contact screen.

Default data values will automatically populate when the Add a Contact screen loads. These defaults are values you define and are typically the address, city, state, zip code and any billing codes that you want associated to your Contacts. You can easily overwrite these with new values by clicking the cells and entering the new values.

Billing Codesare fields that you define. If you have not defined any billing codes then this section will not be displayed on the Add a Contact screen.

Account–Add, View/Modify

The Account record contains the information for the conference account or account associated to a Contact. A Contact can have one or more Accounts. There are two controls available for managing Accounts:



 Add an Account 

 View/Modify an Account

ToView/Modify an Accountyou must locate the Account you wish to work in. You can locate an Account by following the steps to View/Modify a Contact and then opening the Contact record and clicking the Account tab on the index card view. You may also locate an Account by theMeeting Numberusing the index card viewer.

Useful Tip:

This graphic appears at the top of the index card viewer. You can click on this graphic to toggle the index card between alpha and numeric tabs. Alpha tabs allow you to search by Contact name while the numeric tab allows you to search for records by the AccountMeeting Number.

When you have located the Account you want to work in, the View Account screen will list all of the Accounts assigned. You can click the telephone icon under the Access Number to see the dial-in numbers that are assigned to a particular AccountMeeting Number.

View Account

You modify an Account by clicking the Modify button to open the Modify an Account screen. In this screen you have the ability to change the PIN or assign or edit an end date. End dates are assigned to deactivate accounts. You enter the current date if you would like the Account deactivated today or you can enter a future date to have the Account automatically deactivated on a particular date (deactivated accounts cannot be reactivated, you will need to issue a new Account using the Add an Account feature).

Modify an Account

Click the Modify Account button after you have entered your modifications. You can just as easilyAdd an Account. Accounts can only be added to existing Contacts. If you are setting up a new employee you must first create the Contact record for this employee. You may then assign Accounts once the Contact record is entered to the database.

You can open the Add an Account screen by clicking the Add an Account button when viewing the Contact record or when viewing an Account record for an existing Contact. Youmay also click the “Add an Account”option from the Account drop down list on the menu bar.

If you have a hierarchy that includessub-Customers, you will be asked to Select a Customer when you click to Add an Account. Simply follow the previously described steps for selecting customers from the hierarchy to locate and open the Contact record that the Account will be associated to.

Add an Account

Iflogin preferences allow you may assign a “preferred meeting number”.This is the number that the Contact and their participants will enter to join a conference callhosted by the Contact;itis generally the Contact’s 7-digit or 10-digit direct dial number or it can be a number of any length you specify. If this is left blank then the database will assign a randomly generated Meeting Number.

It is also important that the correct email address be entered. The email address(es) that you enter will receive notification once the Account is available for use on the conference platform. Click Submit when completed, the database will assign the dial-in numbers for the Account following predefined rules and any special

Quick Tips

Set up a conference account for a new employee 1. Follow the steps to Add a Contact

2. Follow the steps to Add an Account

Give a current conference user an additional conference account 1. Open the Contact record for the user

2. Click Add an Account and complete the Add an Account form Terminate/Retire an employee

1. Follow the View/Modify a Contact steps to open the user Contact record 2. Click the Modify button

3. Check the Inactivate Contact box, click submit

Note: There is no need to disable the Accounts for this user. When you check the Inactivate Contact box all Accounts assigned to this user will be disabled. If the employee later returns to work you may then assign a conference account–you cannot assign conference accounts to inactive Contacts.

Move or relocate an employee

1. Follow the View/Modify a Contact steps to open the user Contact record 2. Update the employees address/telephone information

3. Update billing codes where applicable 4. Click submit

Transfer a conference account to another user

This is a common request,an employee leaves and you wantto transferthe previous employee’s

conference account to the new employee. Genesys strongly advises against this practice. For data integrity and security purposes it is better to:

1. Terminate/Retire the previous employee’s Contactrecord 2. Set up a conference account for a new employee

Genesys advises that you check with your Sarbanes Oxley compliance officer if any other method is to be used, such as simply editing the Contact record of the previous employee.

GENESYS BUSINESS MANAGER

Customer Service and Support

Toll Free: 1-866-436-3797 Toll: 1-303-267-1097