Business Units

For large Agencies, Business Units (B.U.) are a useful way to categorize Customers and Interpreters and therefore Manage your scheduling in smaller units.

Setting up Business Units

Go to the ‘Admin’ menu and select ‘Company’ and select the Business Units tab

• Click on Add Business Unit
• Name - you must provide a Name for this Business Unit and a Description at minimum
• Description - you must provide a Name for this Business Unit and a Description at minimum
• Contact Number - you can add a specific Contact Phone Number for this Business Unit. This information can display as the footer in email notifications.
• Contact Email - you can add a specific Email address for this Business Unit. This information can display as the footer in email notifications.
• Notification Email - this will allow you to add a specific ‘From’ email address for this Business Unit, this would override the Company ‘From’ email address - this email address must complete a verification process, please contact the II Support Team at [e-mail] and let them know you would like an email address added to the Sender Signatures list on the Postmark email server.
  •  
    • Note: This is not used as the Reply To email address. If the recipient replies to the email, the agency's main 'From' email address is replied to.
• Splash Message - this will allow you to add a specific Splash message for Customer & Interpreter portals for this Business Unit, this would override the Company Splash message if used. (Note: This is not currently available as of Jan. 2025)
• Notification number - this will allow you to add a specific ‘From’ sms number (if using sms) for this Business Unit, this would override the Company ‘From’ sms number - this email address must complete a verification process, please contact II if you wish to use this
• Enabled - to enable this Business Unit click on the this checkbox, if in the future you are no longer using this Business Unit, you can uncheck this box to disable it
• Click on the Save link
• Click on Add Business Unit again to add additional Business Units and make sure to Save each one

Managing Business Units

Once you have setup your Business Units as required you can then begin to associate Customers and Contacts/Interpreters to the relevant Business Units in order to segregate your activities/operations into the relevant Business Units.

Assigning Customers to Business Units

• Go to the ‘Manage’ menu and select ‘Manage Customers’
• Use the Edit action on the dropdown menu next to the relevant Customer
• In the Classifications section use the Business Unit drop down menu to select the relevant BU - note that only Business Units that have already been setup, as per the Setting up Business Units section, will appear for selection
• Similarly, when creating new Customers simply use this menu when creating the Customer profile
• Use the blue Save button to save these changes

Assigning Contacts/Interpreters to Business Units

• Go to the ‘Manage’ menu and select ‘Manage Contacts’
• Use the Edit action on the dropdown menu next to the relevant Contact
• In the Classifications section use the Business Unit drop down menu to select the relevant BU - note that only Business Units that have already been setup, as per the Setting up Business Units section, will appear for selection
• Similarly, when creating new Contacts simply use this menu when creating the Customer profile
• Use the blue Save button to save these changes
• Interpreters assigned to a specific Business Unit will continue to display as available for jobs associated with any Business Unit. The Bus. Unit association can be used as a filter on the Assign Interpreter page if you want to filter for interpreters in one specific Bus. Unit during manual job offering/assignment. 

Operating within Business Units

To Manage Business Units internally, you can use the Business Unit filter button on the right hand side of the black menu bar within any page in II.

Clicking this filter icon will then allow you to select one or a number of Business Units.  If you have not previously used this filter, the filter window will show all Business Units are selected.

To filter by an individual Business Unit, uncheck the View all business units checkbox and select an individual Business Unit from the list in the box on the left hand side; your selection will then be listed under Selected Business Units on the right hand side.

To filter by multiple Business Units simultaneously, select the first Business Unit from the list in the box on the left hand side and, holding the Ctrl or Cmd key on your keyboard, select any other Business Units as required; your selection will then be listed under Selected Business Units on the right hand side.

When a Business Unit filter has been applied, note how the Business Unit filter button on the black menu bar will appear in Red to indicate this.

Applying the Business Unit(s) filter will refine all activities within your selected page/view to businesses related only to this Business Unit.  For example, when Creating a New Booking/Job, you will only be able to select Customers within the filtered Business Unit.  Similarly on the Manage Jobs page, Financial Review, Receivables etc. you will only see transactions related to this Business Unit, i.e. activities related to Customers assigned to the filtered Business Unit.

User Management and Business Units

If you wish to actually restrict Internal Users to a specific Business Unit, in other words they will only be able to carry out activities related to a specific Business Unit and will not be able to change their Business Unit filter, you can do this by assigning a Business Unit(s) to their associated User  Management Account. Note that any user who has Admin privileges will always be able to work with all Business Units, assigning a Business Unit in User Management will not change this.

• Go to the ‘Admin’ menu and select ‘User Management’
• Search and select the relevant User Account on the left hand side
• Click the Business Unit that you wish to assign/restrict this user to; to add multiple Business Units to this user, select the first Business Unit from the list in the box and, holding the Ctrl or Cmd key on your keyboard, select any other Business Units as required
• Use the blue Save button to save any changes
• To remove a Business Unit(s) from a User you can use the reverse action; holding the Ctrl or Cmd key on your keyboard, click to deselect any Business Units as required and again use the blue Save button to save any changes

You can also repeat the above process for Requestor and Interpreter User Accounts, however, as Requestors will usually be associated with a specific Customer(s) and Interpreters will only see Jobs that they have been Offered or Assigned, this step is not necessary for those types of Accounts.

Displaying Business Unit contact information in Email notifications

The Business Unit Contact Number and Contact Email address can display in email notifications sent to interpreters and/or customers instead of the agency's primary phone and email address. The agency's primary phone and email will be displayed if there is any issue with the B.U. contact information (e.g. it has been disabled). 

Phone: ${company.primaryNumber?.displayLabel} replace with ${booking?.customer?.businessUnit?.contactNumber?:company?.primaryNumber?.displayLabel?:""}

Email: ${company.primaryEmail?.displayLabel} replace with

${booking?.customer?.businessUnit?.contactEmail?:company?.primaryEmail?.displayLabel?:""}

• 3n - Business Units.pdf400 KB