Updated PaySplits interface and functionality
PaySplits has been around for a while and can be enabled under the Advanced Tools section of Settings. We recently updated the PaySplits configuration interface to simplify the setup and make it easier to manage. At the same time we've added some new functionality that helps remove more manual process if you want to use it. If you already have PaySplits setup and don't want to change anything that is fine and your current PaySplits will remain functioning how they have.
This article is fairly lengthy as it covers a lot of details so feel free to watch the videos and just use the article for reference. (NOTE: Make sure your playback speed is set to 1x. We have heard that some users are defaulted to a higher speed for some reason when viewing these.)
Video - PaySplits Configuration
Video - PaySplits Application
Video - PaySplits Auto Assign
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Turning on PaySplits
PaySplits is an Advanced only feature so you will first need to sign up and enable Advanced. You can do so with a trial if you want to just check it out first before committing to always using the full feature set.
Once Advanced is enabled go to the section in Settings labeled Advanced Tools. From there find the setting labeled Enable Pay Splits and check that box.
Configuring your PaySplits
Click on the button labeled $ SET UP PAY SPLITS to open the PaySplits configuration page. You can also add the PaySplits page to your Nav Bar customization here for easier access in the future or just go to PaySplits in your User Menu.
At the top of the screen you will see a few buttons to navigate to other sections of Spectora that are relevant for configuring PaySplits
PaySplits Options: Here you will find a couple specific options for global settings for PaySplits:
Auto Assign PaySplit for Multiple Inspector Inspections. See the section below, Application of PaySplits in an Inspection, for more details on how this works.
Only Show PaySplits on Inspection Details Screen for Admin Users which will prevent any non-admin users from seeing PaySplits information on the Inspection Details screens. Leaving this unchecked will allow non-admin users to see just their own PaySplit information on the screen. Admins will always be able to see and adjust the PaySplit information on this screen.
More options to come
Services & Fees: These are likely defined already unless you are just starting with Spectora. If they are not you will need to set these up first.
Service Limitations (only if you have enabled Service Limitations): Restrict what services specific inspectors can perform (specifically that they can be assigned to in Spectora). This is not required but if you do use the tool it will have an impact on your PaySplits configuration.
Team: General inspector/staff configuration
Pay Reports: Pay reports generated based on the PaySplit calculations
If it is your first time enabling and using PaySplits you will see the Set your default PaySplit banner and a Get Started button to do just that. Clicking that button will open the settings so you can setup your company wide default setting for PaySplits.
You will also see an example of how the PaySplit is being calculate in real time as you adjust the values.
You have options for:
Percentage alone - Define a percentage of the total price of an inspection that the inspector(s) will receive.
Percentage after a deduction - Define a percentage of what remains after a deduction of a flat rate or percentage (of the total) that the inspector(s) will receive.
Flat Rate - Define a flat rate of the total price of an inspection that the inspector(s) will receive. Be careful with this one as it will be applied to all your services unless they are otherwise customized as defined below. It is possible to define a Flat Rate here that may be a higher dollar amount than a service price resulting in paying an inspector more than the service revenue. We highlight these scenarios in Red if you do this so they are easy to see and fix.
If you have already setup PaySplits you will see what your company default PaySplit is at the top and can change that in the Edit screen by clicking the pencil icon.
You also have the option to setup PaySplits more granularly by configuring the following:
Split by Service
Here you will see the details of the saved PaySplit configuration (default or custom) per service with individual line items for the add-ons under the primary service they are associated with.
Clicking on the pencil icon on any of the service line items will open the edit screen and allow you to specifically define a PaySplit for that service.
Once you save a custom PaySplit here you will see an option for Reset to Default which will simply revert the saved PaySplit configuration for that service back to the company wide default configuration.
Split by Inspector
You can see at a glance how many Eligible Services each inspector has and how many Custom PaySplits (including the General Inspector PaySplit) have been defined for services for that specific inspector.
Eligible Services here simply means the services that the inspector is allowed to perform as defined by the Service Limitations tool. If you don't use the Service Limitations tool in your company then the inspector is allowed to perform all services (add-ons counted individually).
Clicking on the down arrow on the right will expand to see details and edit the inspector specific PaySplits. You have the option to define the General PaySplits configuration per Inspector regardless of service and/or the PaySplit configuration per service for each individual inspector.
If you have a number of inspectors to setup and need for some inspectors to be configured a specific way while others need a different configuration you may want to use the Copy feature.
Clicking on Copy will allow you to apply the customized PaySplits that are configured for an inspector to one or more other inspector(s).
Copying will only apply PaySplits for services that the receiving inspector is eligible for.
Copying will not overwrite any PaySplits for services that are not customized for the inspector that is being copied from.
Once copied you may still Reset to Default or manually make changes to PaySplits.
Application of PaySplits in an Inspection
Visually not much is changing with regards to the application of defined PaySplits in an inspection but there are some important updates to know about.
Auto Assign for multi inspector inspections (video demo)
This new feature mentioned above is a selectable option in the PaySplits configuration page that allows for all inspectors on an inspection to automatically be assigned to all eligible services in an inspection.
Remember "eligible services" are all services unless defined otherwise per inspector using Service Limitations.
The PaySplits can still be manually overridden on the Inspection Details page by opening the Assign window and dragging/dropping the inspectors names.
Clicking on the refresh button in the PaySplits box on the Inspection Details page will reset any manual changes back to the Auto Assigned setup.
Inspector A has a service limitation restricting Sewer
Inspector B has a service limitation restricting Sewer
Inspector C has a service limitation restricting all services except for Sewer
Inspection scheduled with Residential, Radon, and Sewer services with all 3 inspectors assigned to the inspection
With Auto Assign turned on the initial PaySplit calculation will be configured like this:
Inspector A - Defined PaySplit calculations for Residential and Radon services divided by 2 (since there is another inspector also auto assigned to these two services)
Inspector B - Defined PaySplit calculations for Residential and Radon services divided by 2 (since there is another inspector also auto assigned to these two services)
Inspector C - Defined PaySplit calculation for Sewer service only
Automatic update of the PaySplits calculation
If you add or remove (Edit fees) a service in an inspection now the PaySplit calculation will automatically update with the new numbers.
If you have Auto Assign turned on then adding or removing an inspector will also cause the PaySplit calculation to automatically update.
Manually Assigning PaySplits
If you prefer to manually adjust PaySplit assignments within the inspection you may do so by clicking on the Assign button to open the PaySplit Assignment window.
You will see the inspector name(s) associated with each of the services in the inspection based on the currently assigned PaySplit but can adjust them by clicking to drag and drop the inspector name.
Drag and drop a name out of the service and into the column on the left to remove an inspector PaySplit assignment from a given service.
Drag and drop an inspector name from the column on the left to any service on the right to assign them.
⚠️ Important Considerations
As there are several levels of granularity of PaySplits configuration it is important to understand the hierarchy of these configurations.
Most granular: Service Specific under a Split by Inspector
Less granular: Service Specific under Split by Service
Less granular: General Inspector under Split by Inspector
Least granular: Default PaySplit
PaySplits will be applied to inspections going from most granular to least.
Service Specific PaySplit defined for under Inspector A AND a General Inspector PaySplit defined under Inspector A
Inspection with that specific service where Inspector A is assigned to the service
The PaySplit will calculate the split for that service for Inspector A according the Service Specific PaySplit defined for under Inspector A NOT the General Inspector PaySplit defined under Inspector A