Executives
Add everyone who signs in, give them the right role and manager, send their login invite, and switch them off when they leave.
/admin/executivesExecutives is the register of everyone who signs in to SalesYatra, from reps to the warehouse and the billing desk, and the dealers you give a login to. Three things on each record decide how SalesYatra treats that person:
- Role decides which screens they see and what they may do.
- Reports to decides whose approval queue their orders and requests land in.
- Email is where their login invite and every notification go.
Add an executive
Open the form
Open Executives and select New Executive.
Fill in who they are
Enter the Employee code (6 digits), Name and Email. Add an Address if they will ever ask for specimen books for themselves.
Choose their role and manager
Pick the Role by its full title. Under Reports to (optional), pick their manager, or No manager. Read Choose the right role and manager before you guess.
Put them on their schools
Under Schools on their patch, select Choose schools. Search by name, code or city, tick each school, then select Done. They can then see and work those schools, and they are told in the app and by email which schools were just added.
To hand someone a whole city or area at once, narrow the list first:
- All areas picks an area or one of its territories. All of an area takes every territory under it.
- All cities picks one city. It only lists the cities in the area you chose, with how many schools each has.
Then select Select all … shown to tick every school left in the list. It adds to what is already ticked, so you can take Ajmer, then Bhilwara, and keep both. Once everything shown is ticked, the same button reads Deselect all … shown and takes them off again.
One person can be on at most 500 schools. The picker and the form both say so before you save.
Save and send the invite
Select Create executive. SalesYatra saves the record and emails them a link to choose their own password in the same step. The screen says "Executive created and an invitation is on its way to" their address.
If the email can't go out, the executive is still saved. The screen says "Executive created, but the invitation did not go out", with the reason. Once the problem is fixed, send it again with the envelope button on their row.
Fields
| Field | What to enter | Required |
|---|---|---|
| Employee code (6 digits) | Exactly six digits. No two executives may share a code. The school import finds the owner of each school by this code. | Yes |
| Name | Their name as the team knows it. | Yes |
| The address they sign in with. No two executives may share one. | Yes | |
| Address (optional) | Where their own specimen books are sent, up to 500 characters. Their self-stock requests fill it in as the Ship to, and they can change it on the request. Only administrators see it. Not shown for a dealer's login. | No |
| Role | Their job, by full title. See Roles. | Yes |
| Reports to (optional) | Their manager, or No manager. | No |
| Dealer | Shown only for Dealer (orders only): the dealer on Trade parties this login belongs to. | For a dealer |
| Schools on their patch | The schools they may see and work. For a dealer it reads Schools they order for: the only schools their orders can be for. | No |
| Active (can log in and appears in pickers) | Shown when you edit someone. Untick it when they leave. | — |
If a code or email is already taken, the message appears under that field and nothing is saved.
Roles
The Role list shows full titles. The first six form the sales reporting chain, most junior first. The last five sit outside it.
| Role | What they do |
|---|---|
| Sales Executive | Works their schools in the field portal and the Android app. |
| Assistant Territory Manager (ATM) | Sits in the chain but can't approve. Records from people under them wait on the next manager up. |
| Area Sales Manager (ASM) | Approves their team's orders and requests: the first of the two signatures. |
| Deputy General Manager (DGM) | The same, for a wider team. |
| National Sales Head (NSH) | The same, for a wider team. |
| Chief Executive Officer (CEO) | A manager, not an administrator: sees and approves their own reporting line. |
| Administrator | Sees everything, gives the second signature, keeps this admin panel, and can also dispatch and keep the books. |
| Dispatch (Warehouse) | Packs and dispatches orders and requests. Has no field registers. |
| Accounts (Billing) | Keeps both firms' books. |
| Accountant (read-only) | Reads every book and report and changes nothing. |
| Dealer (orders only) | Not staff: a dealer, signed in to place its own orders and follow every order billed to it. Sees nothing else. See Give a dealer a login. |
See Roles for each role's screens in full.
Choose the right role and manager
Picking the wrong role, or the wrong manager, quietly sends a person's work to the wrong queue. Nothing warns you, so check both before saving.
- Approvals go up the Reports to line. An order or request is sent to the first person above the rep who can approve (an ASM, DGM, NSH, CEO or Administrator) and who is active and has an email. Any manager higher up the same line can act on it too.
- When nobody above can approve, the administrators get it. That happens with No manager, or when everyone above has been switched off.
- Managers only see their own team. A manager sees and approves the people below them in the line, however deep, and no one else. A rep filed under the wrong manager is invisible to the right one.
- Managers can't approve their own work. A manager's own order goes to their manager.
The Reports to list is grouped by role, most senior first. It offers only people in the sales chain and administrators. Warehouse and accounts staff are never offered, because nobody in the field reports to them. Inactive people are left out, unless they are the current manager, marked "(inactive)".
See Approvals and the reporting line for the whole rule.
Give a dealer a login
A dealer can place its own orders and follow every order billed to it, from the portal or the Android app. Its login sees Orders and nothing else: no schools register, visits, plans, dues, approvals or anyone else's work.
Put the dealer on the dealer list
The dealer must be on Trade parties and switched on. A name still waiting on its order can't be given a login.
Add the login
Select New Executive and enter an Employee code (6 digits), the Name of the person who will sign in, and their Email. Under Role, pick Dealer (orders only). The Address field goes away, because a dealer is sent no specimen books.
Choose the dealer and who looks after it
Under Dealer, pick the dealer. Every order this login places is billed to that dealer, and it sees every order billed to that dealer. Under Reports to, pick the rep or manager who looks after the dealer: its orders go for approval up that person's line, as theirs would.
Choose the schools it orders for
Under Schools they order for, choose the schools this dealer supplies. Its orders can be for these schools only. Being on a school shows the dealer nothing else about it, and never makes it the school's owner.
Save and send the invite
Select Create executive. The dealer is emailed a link to choose a password, like anyone else.
More than one login can belong to the same dealer, for example the owner and the counter clerk. Each sees the same orders. A Dealer (orders only) login without a dealer is refused, and so is a dealer on any other role. Changing the role to something else drops the dealer from the record. To stop a dealer signing in, switch its login off as for anyone who leaves.
Send or resend a login invite
Creating an executive sends their invite. If the link is lost or has expired, send a fresh one.
Select the envelope
Select the envelope button on their row.
Confirm
The Send login invite dialog names the address it will go to. Select Send invite.
The very first invite to an address says "Invitation sent to" it, and the email is titled "SalesYatra: set up your login". Every later one says "A fresh link is on its way to" it, and the email is titled "SalesYatra: reset your password". Both let the person choose a password, so the envelope is also how you help someone who has forgotten theirs.
- You never see or choose their password. The link lets them choose it.
- Links last 24 hours and work once. Resending is safe and issues a fresh link.
- Inactive executives can't be invited. The envelope is greyed out until you switch them back on.
The Login column
| Badge | What it means |
|---|---|
| Has login | They have used their link or signed in. |
| Invited | An invite went out and hasn't been used yet. |
| No login | No invite has gone out to this address. |
| — | SalesYatra couldn't check just now. |
Edit an executive
Select the pencil on their row, change what you need, then select Save changes. In the Hierarchy view, selecting a person's card opens the same form.
To take someone off a school, open Choose schools and untick it. To take them off a whole city, pick the city and select Deselect all … shown. A school they own outright stays theirs, because ownership is set on the school itself. See Schools.
Switch someone off when they leave
Open their record, untick Active (can log in and appears in pickers), then select Save changes.
- Their login stops working at once, on the portal and in the app.
- Their visits, orders, claims and approvals stay on record, and still count in reports for the time they worked.
- They drop out of the pickers: Reports to, a school's owner, and the report screens' employee lists.
- If they were a manager, their team's new orders and requests go to the next person up who can approve.
There is no delete. Tick Active again to bring someone back.
Change someone's email
Only while the Login column says No login
The Email field can be edited, but it changes only the register, not the login. Someone who has been invited or already signs in keeps signing in with the old address. An invite to the new address is then refused, because the record is linked to a different login. Ask SalesYatra support to move the login to the new address instead.
See the reporting line
Select Hierarchy at the top of the page to see the register as a chart. Select List to go back.
- Each card shows the person's name, role, employee code, and how many people report to them directly and in total.
- The fold button on a manager's card hides or shows their team. Expand all and Collapse all do every card at once.
- Find by name or code highlights matches. Press Enter to jump to each in turn, unfolding teams as needed.
- Show inactive adds people who have been switched off, drawn faded.
- The chips above the chart count everyone, and jump to the two groups set apart from the main tree: without a manager (their approvals go to the administrators) and outside the chain (administrators, warehouse and accounts staff).
- A Loop flag marks someone set to report to themself, or to someone in their own team. Open the card and choose the right manager.
The chart is read-only. To move someone, open their card and change Reports to. Scroll to pan, and pinch or hold Ctrl and scroll to zoom.
Find someone
The search box above the list matches name, employee code, email, role title and manager's name. The list shows 15 people a page.
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