Client Hierarchy, Contract Filtering, and User Linking

Overview

OWNLY uses a structured client hierarchy where Manufacturers are assigned to Rental Companies, Dealers are assigned to Rental Companies and Manufacturers, and Salespeople are assigned to Dealerships. Understanding this hierarchy helps ensure smooth data entry and proper user account setup.

Navigation & Step-by-Step Instructions

  1. How Client Hierarchy Filters Contract Entry
  • During contract creation, selecting the Rental Company and Manufacturer automatically filters the available Dealership dropdown list.
  • Selecting a Dealership then filters the Salesperson dropdown to display only the representatives assigned to that location.
  1. Replicating Clients Across Multiple Rental Companies
  • Dealers, Manufacturers, and Salespeople are company-specific.
  • If a dealership or salesperson operates across multiple rental companies, open the original profile and click Copy.
  • Update the Rental Company assignment and name suffix for the new company, then click Save.
  1. Legacy Client Records
  • If legacy data migration creates multiple duplicate client or vendor records, navigate to Clients.
  • Merge legacy entries into the single official contact record for that dealer or manufacturer to maintain clean reporting lists.
  1. Linking System Users to Client Contacts
  • Every system user profile must be linked to a corresponding contact record.
  • First, create the individual's contact profile under Clients.
  • Next, open the user's system profile, scroll to the bottom dropdown menu, select the corresponding Contact Record, and save the link.