New Subscriber Setup Guide

Updated on May 31, 2023

Welcome New Subscriber of CompleteEmpire.

Our system is like no other, offering fast, efficient and thorough integration of all aspects of your business to track and manage sales opportunities, communicate with clients and report on your activities.

As an integrated database, the most important aspect is taking the time to set things up properly from the beginning. It does not need to be perfect, as there is lots of adaptability in the system as you progress, however starting well will ensure smooth transition and quick implementation for you and your team.

This guide is designed to act as a reference to assist you quickly have your company operations up and running on CompleteEmpire in the least time. We are always available to provide further support and assistance should you require it, but hopefully this guide will let you progress and familiarise yourself with the power of CompleteEmpire.

Please note that this guide is suited as a reference for Team Administrators with “General Manager” access and authority within CompleteEmpire. Other team members within the business will not have full access to the functions described in this guide.

Once you have received your new subscription login details follow this simple 4 step pathway:

Step 1: Lookups

Step 2: Offices and Branches

Step 3: Agencies: Internal and External

Step 4: Employee Access

Step 5: Activities - Developers, Sales, Syndicates

Step 1: Lookups
1. What are Look-ups
2. How to Create, Edit & Delete a Lookup
Step 2: Offices and Branches
Step 3: Agencies: Internal and External
1. Setting up a New Business Units
2. Real Estate Agency - Activity Details
Step 4: Staff Accounts, Activities and Office Locations
1. Setting Up New Employees
2. Employees - Activity & Authorization Details
3. Login Management
Step 5: Activities - Developers, Sales, Syndicates
Bugs & Troubleshooting
1. Knowledge Base
2. How to Lodge a Support Request

1. Step 1: Lookups

1.1. What are Look-ups

CompleteEmpire provides you total control over how you would like to arrange your data, work processes and filtering. This is done through a series of reference tables, called “Lookups”. You can find these under the System module on the left-hand side menu bar.

Lookups are a key element in how relationship databases work.

For your convenience CompleteEmpire provides a basic set of standard information as a guide, but Administrators can add and expand as you see fit to customise to your operations and preferences. General users have access to a range of Lookups that can be edited to suit your business requirements.

1.2. How to Create, Edit & Delete a Lookup

Before any further action is taken, review the standard set of lookups pre-set on your subscription, if necessary, you can edit these lookups to suit your business requirements or practices.

1.2.1. How to Create a Lookup Entry

From the main menu, select the ‘System’ module, and from the drop down select ‘Lookups’
Once in the Lookups, navigate the Lookup types in the column on the left-hand side of the work area
Once a type has been selected, select the [+ Create New] at the top of the Lookup table to open a new editable line.
Fill in each of the required details for each column shown.
Select the floppy disk icon to save the new Lookup.

Please note each Lookup type will have different detail columns.

1.2.2. How to Edit a Lookup Entry

Once in the Lookups, navigate the Lookup types in the column on the left-hand side of the work area
Once a type has been selected, select Edit to open the selected entry fields for editing.
Edit the required field(s).
Select Save to save the edited Lookup.

1.2.3. How to Delete a Lookup Entry

Once in the Lookups, navigate the Lookup types in the column on the left-hand side of the work area
Once a type has been selected, select Delete to remove the lookup entry in the table.
Press the confirmation prompt [Yes]/[No].

Please note any Lookup that has any corresponding records cannot be deleted.

2. Step 2: Offices and Branches

During the initial setup process, any time that a new business location is added, and it is a requirement to allocate staff for reporting and management purposes, such as controlling visibility of information, then you will need to setup those operating locations & Geo Regions.

It is important to do this before you add your staff, so they can be appropriately attached to their office of operation correctly when establishing their approved activities as well as control their visibility of information.

2.1. How to add operating locations

Select CRM in the main menu & select ‘Accounts’ from the drop down
Search for your subscription account & highlight
Select Edit to open the account in the edit view.

Select the Operating Locations tab to bring the relevant field into focus.
Select the [+] [Create New] at the top of the Operating Locations list to open the New Operating Location fields
Fill in the Operating Locations details as required.
Select [Save] to save the edited operating location.

2.2. To add a new Geo Region

Select ‘System’ in the main menu & select ‘Lookups’ from the drop down
Locate ‘Geo Regions’ under ‘Properties’ in the list of Lookups.
Select ‘+’ at the top of the Geo Regions list to open a new Geo Region field.
Type in the name of the New Geo Region
Select save to save your new Geo Region

3. Step 3: Agencies: Internal and External

For all internal & external agencies, you will need to set up a new account for each business unit that will be selling/advising on your behalf.

3.1. Setting up a New Business Unit

Select [+ Create New] in the Work Area Header & select “Account” from the drop down menu to open the “New Account” window.
Fill in the Business Units details as required.
Tick the box “Create entity for the new account?” if you wish to create the entity at his time. A new set of fields will be presented with further options. Select from the drop down list the entity type.
If you ticked the ‘Create entity’ box for the new account, you will now have the option to “create a login” and “Send a welcome (password reset) email” to the new user – Tick both if required.
Select [OK] to move to the next step.

3.2. Real Estate Agency - Activity Details

(If required)

CompleteEmpire allows you to separate between Internal & External Sales Agency and you will be asked to decide with a quick summation of each below:

Internal Sales Agent - Designed for business units controlled by you and that you are willing to give full visibility and access to the entire database.

External Sales Agent - Designed for business units that are independent of your operations and hence should only have visibility and access to their personal activity and client entry, such as 3rd party sales channels.

3.2.1. How to Set up the Real Estate Agency’s Details:

If you set the Business Unit’s activity to ‘Real Estate Agency’, once the Account is established, you will be redirected to the Edit page & will be prompted to answer the question: “Does the agency operate externally and therefore has restricted access to accounts?” - Answer the question as appropriate for your relationship bearing in mind the level of data access and visibility that you wish for them to enjoy.

Once answered, the “Real Estate Agency Activity Details” window will automatically open, fill in all the details fields as required
Select the “Real Estate Portals Tab”

Select any search engine portals enabled with your subscription.
Select [OK]

Once you have created the Real Estate Agency’s account & filled in its details you will need to set up it’s operating locations so that you can assign and monitor their Sales Agents to the applicable location for tracking and reporting. Follow steps 4-6 from “Step 2: Offices and Branches”.

4. Step 4: Staff Accounts, Activities and Office Locations

Behind the scenes, CompleteEmpire provides a matrix of authorities that limit users to permitted tasks, visibility and access to ensure that they can perform their role fully, yet not breach any internal security or management protocols.

For your initial set up, and on adding any new staff in the future, there is simple process to follow to quickly and easily getting them operational and accountable.

4.1. Setting Up New Employees

Once logged into CompleteEmpire you, as the System Administrator, will need to create the new user Profiles for all users who need to login into and use CompleteEmpire.

4.1.1. How to Set up a New Employee:

Select ‘Create New +’ in the Work Area Header
Select ‘Account’ from the drop down to open the ‘New Account’ window.
Fill in as many of the details relating to the new employee as possible, please note:
1. Email this should be their company email
2. Operating Location this should be their office location
Once you have filled in the new employee’s details you need to set their ‘Activity’ type it is important that you initially select ‘Employee’ from the drop-down list, additional activities can be added later
In order to create a login for the employee you will need to tick the box next to ‘Create entity for the new account’, a new set of fields will now be presented with further options
Tick the ‘Create login for the new entity’ box which will give you the option to create a login and the option to Send a welcome email (password reset) to the new user
Tick the ‘Send a welcome email (password reset) to the new user’ box to send the login information to the new employee
Select [OK] to proceed to next step which in will automatically open the“Employees - Activity Details”window.

4.2. Employees - Activity & Authorization Details

Whilst you can add and edit activities as a General Manager or as an Administrator, to add and edit login access will require you to be logged in as the System Administrator.

4.2.1. How to Add an Employees Account Activity

If you set the new employee’s activity to ‘Employee’, once the Account is established, you will be redirected to the Edit page & Employees - Activity Details” window will automatically open, fill in all the details fields as required
Select [OK] to save & close the window

4.2.2. How to Add an Employees Authorisations

Once the ‘Activity’ is set, select ‘Employee’ in the ‘Activities’ section at the top of the page to open a drop down
Select ‘Authorisations’ from the drop down to open the ‘Authorisations’ window
Select the ‘Authorisation Groups’ to open a drop-down list of Authorization Groups available to the selected Activity.
Select the Authorization Group or Groups required. Multiple selections are allowed.
Suspend authorization for this activity? - tick box if you ever want to stop access to an employee for an activity which will deny access for that particular activity until unticked.
Select [OK] to save & close

When logged in as the System Administrator, you will be able to create and manage logins for users as required.

This can be done in a few places and times including:

Creating a login when first setting up an entity with a new account.
Creating a login when adding a new entity to an established account.
Managing logins from the Main Menu System > Users and selecting the add (“+”) button in the Work Area Quick Access Button group.

The creation of the login and notification is an automated function, so once created it will notify the new user and instruct them on how to proceed to gain access and update their password for entry.

Note, a login email must be unique in the system and can’t have been used to create any other Entity previously.

Ongoing management of logins is undertaken from the Users view under the Main Menu Systems tab where you can lock or unlock, delete, edit details, change passwords or send password resets to users selected.

5. Step 5: Activities Developers, Sales, Syndicates

Complete Empire offers a powerful system to manage the sales and stock availability of any projects you manage and sell.

For each project or Syndicate, a Developer should be assigned, so prior to entering any developments, it is important that you establish the Developer Account first.

If you are the Developer, then simply ensure you add the Activity “Developer” to your master account through the Edit function of your account.

If you deal with external Developers, simply add a new account for each developer and enter their details, whilst also selecting “Developer” as an activity.

This will ensure they are available to be selected as the Developer of any project that is entered into the system belonging to them.

Going through the above process and getting familiar with the Lookups and set protocols will be easier with regular usage.

We are always available for support and training if required and will update you on changes and enhancements.

6. Bugs & Troubleshooting

There are times when the system may not work as expected or you are unsure on how to use a particular function. When you come across these issues, please follow the steps to resolve:

6.1. Knowledge Base

The CompleteEmpire Knowledge Base is your introduction to finding your way around and to learn how to use CompleteEmpire.

The Knowledge Base articles are fully indexed and therefore keyword searchable.

The Knowledge Base articles are updated regularly to accommodate changes in the application, work practices, suggestions and recommendations of staff and clients.

Comments can be posted at the bottom of each article. Suggestions for improvements and/or requests for clarification are most welcome to help the CompleteEmpire team prepare the best training and support outcomes for all.

Your comments and feedback are moderated and will not be published. Please feel free to give your feedback to the authors.

How to Access the Knowledge Base

From any page within the CompleteEmpire system, select the Headset icon on the Main Header.

6.2. How to Lodge a Support Request

If you have not found your answer on the Knowledge Base or come across any system errors, Empire Software value your feedback and encourage you to use Requests button. The ‘Bug’ button is always visible on every view within CompleteEmpire in the bottom right hand corner of the screen.

6.3. How to Report a Bug

Once the Feedback window has opened, select ‘Bug’ as the type of feedback being provided. Please note you can also select other types for different types of feedback including ‘How to Questions’, ‘New Feature’, ‘User Interface Improvements’ and ‘Widget Ideas’.
Provide a relevant subject for the feedback
Provide as much information as possible in the description, including the steps you took that lead to the error and any additional screenshots.
Indicate your priority for response and action. Critical, High, Medium, Low.
Use the capture button to take a screen grab of the event, messages etc. It grabs the window behind the Feedback window.
Select [OK] to lodge the ‘Bug’ request.

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