JanusCRM Glossary & Acronym Index

januscrm glossary & acronym index this glossary contains januscrm and prosoftware specific terms, complex technical concepts, and system related definitions used throughout the platform a account dropdown feature in the payroll dashboard allowing users to switch between multiple payroll histories for customers with reinstated accounts this functionality is essential for viewing historical data when customers have been cancelled and later reactivated the dropdown displays all account iterations with their respective date ranges ach (automated clearing house) electronic bank to bank payment method requiring both plaid verification and bank authorization form completion customers must meet minimum balance requirements and complete both steps before the system creates tasks in the data dashboard ach setup allows automatic invoice payments without credit card convenience fees ach approved flag automated visual notification in the payroll dashboard indicating a customer's ach payment method is pending setup the flag appears when ach approval is granted and links directly to the corresponding data dashboard task it remains active until all ach tasks for that customer are marked complete admin module manager only system area for user management, permissions configuration, and system wide settings controls user role assignments, module access levels, and integration management across all januscrm components only users with appropriate administrative permissions can view or modify settings within this module api (application programming interface) technical infrastructure allowing januscrm to communicate with external systems like prosoftware, plaid, and payment processors enables automated data synchronization, real time updates, and seamless integration between platforms api connections are managed through the admin module by technical administrators aso (administrative services organization) service model where companies outsource hr tasks but retain legal employer responsibilities, unlike peo arrangements in prosoftware setup, aso designation affects tax handling, reporting requirements, and service configurations coguardhr clients typically operate under the aso model with specific system settings assess flags administrative function in the payroll card's admin tab for manually adding or removing visual indicators on payroll records each flag assessment requires a reason for audit trail purposes and is logged with timestamp and user information managers use this feature to override automated flags or add special handling instructions attempt automation button in the data dashboard that triggers automatic data transfer from januscrm to prosoftware the system displays real time progress for each data section (basic information, employment, federal withholding, etc ) with success/failure indicators common failure points include state tax information and special characters requiring manual intervention auto batched failed system generated flag appearing when automated payroll batching processes encounter errors preventing completion the flag automatically removes itself once the batched flag is successfully assessed through validation checks running every 5 minutes this prevents conflicting status indicators and reduces manual cleanup work apply open balance payment processing option allowing users to allocate the full outstanding invoice amount in one action available in the manual payment modal for wire transfer and other external payment recording this feature streamlines payment application by automatically calculating and applying the exact amount due archive function to remove items from active view while preserving them for historical reference and audit purposes commonly used for timesheets, payroll records, and completed tasks that no longer require active management archived items remain searchable and can be restored if needed batched flag automated indicator showing a payroll record has been successfully grouped for final processing in prosoftware this flag signals that all requirements are met and the payroll is ready for finalization the presence of this flag automatically removes any auto batched failed flags through system validation billing tab central workspace in the payroll card for managing all payment related activities including processing, manual payments, and transaction history displays real time payment status, allows charge processing for credit card customers, and tracks approval/rejection outcomes for wire customers, records remain here until payment confirmation is received c carrier insurance company providing workers' compensation coverage (cornerstone, compeo, peopaygo) with specific system configurations each carrier has unique requirements affecting employee onboarding, document processing, and prosoftware setup parameters carrier designation determines available features, processing rules, and integration settings throughout januscrm certificate of insurance (coi) document proving workers' compensation coverage details required by customers for their clients or projects coi requests route through the data dashboard certificates tab for processing by specialized teams standard cois can be auto generated if no special instructions exist, while complex requests require manual review certified payroll compliance reporting feature for government contracts requiring prevailing wage documentation and detailed workforce reporting available only for whiteglove and enterprise tier customers with specific prosoftware module activation the feature requires special toggle activation and creates visual flags in the data dashboard for proper employee configuration check date the date when payroll checks are issued to employees, critical for processing timelines and system calculations for wos requests, check date is automatically set to +1 day for credit card payments or +2 days for ach payments this date must align across januscrm and prosoftware for successful document synchronization cid (client id) unique identifier assigned to each customer in the system, used across all modules for tracking and reference the cid appears in prosoftware configurations, bank account descriptions, and system integrations for clear identification manual setup workflows require cid insertion in multiple fields to maintain proper associations client payment approval feature requiring customers to review and approve payroll invoices before processing, adding an extra verification step when enabled, creates a pending status in the payroll dashboard until customer confirmation is received this setting is configured in the payroll customer profile and affects processing workflows convenience fee processing charge applied to credit card transactions (1 55% standard, 3 55% for american express) to offset merchant fees must be manually verified and added in prosoftware for program minimum processing before sending documents to januscrm ach and wire transfer customers are exempt from convenience fees d data dashboard task management system processing customer requests including ach setup, employee onboarding, w 4 updates, and certificate requests tasks are auto assigned based on type and can be filtered by status, priority, or assignment the dashboard serves as a central coordination point for multiple departments handling customer service requests default landing company prosoftware navigation concept requiring users to change from the default view to access specific customer accounts users must select "change company" and search for the customer before performing any actions this step is critical in all prosoftware workflows to ensure changes apply to the correct customer direct deposit electronic payment method for employee wages requiring bank account information during onboarding setup if customers don't use direct deposit, users must select "waive direct deposit" in prosoftware to proceed configuration varies based on customer preferences and affects both employee setup and payroll processing e employee onboarding tab section within the data dashboard displaying new employee applications requiring setup in prosoftware shows visual flags for t\&a, pto, and certified payroll features when enabled for the customer the tab includes automation capabilities and links to detailed employee information submitted through customer portals enrollment dashboard module tracking customer onboarding progress from initial documentation through binding with the carrier displays customers in various stages (to do, in progress, submitted, ready to bind, bind) with visual progress indicators enrollment specialists use this dashboard to manage document collection and questionnaire completion enrollment questionnaire comprehensive form capturing customer payroll preferences, service selections, and operational details during onboarding information entered here automatically populates throughout januscrm and determines prosoftware configuration settings critical fields include pay frequency, delivery methods, and feature enablement affecting all future operations expedited flag automated indicator appearing when customers need their first payroll processed within 5 business days of binding the system calculates this based on first check date and bind date entered in the enrollment questionnaire expedited customers receive priority processing across all departments to meet tight deadlines f fein (federal employer identification number) nine digit federal tax identification number required for all business operations and system setup must be entered in xx xxxxxxx format for bank authorization forms and prosoftware configurations the fein links all tax accounts and is critical for proper payroll tax filing and reporting first check date customer's first payroll date established during enrollment, determining processing timelines and expedited status when this date falls within 5 business days of binding, it triggers automated expedited flagging for priority handling this date drives the creation of initial payroll records and affects all subsequent scheduling flags overview visual indicator system in the payroll dashboard providing quick status information about payroll records or customers flags can be manually assessed through the admin tab or automatically applied based on system triggers each flag type serves specific operational purposes and can be filtered for targeted processing front app shared email inbox system used for team communication, customer correspondence, and workflow coordination used extensively for wire payment confirmations, certificate requests, and internal notifications the system includes conversation threading, templates, and team visibility features g grey dropdown arrow interface element in prosoftware providing access to additional options and reports for payroll records commonly used to access invoice reports, document options, and administrative functions the arrow appears next to customer names and expands to show context specific actions h hot buttons quick action buttons located in the upper right corner of the lead card for streamlined user workflows includes options like sending peoplematic setup links, transferring leads to bizex agency partners, and navigation shortcuts the red button specifically provides one click navigation back to the previous page internal reinstatement process for reactivating previously cancelled customers who return within a specified timeframe requires special fee processing in prosoftware and manual coordination between systems the workflow includes creating reinstatement invoices, processing one time charges, and proper flagging in the payroll dashboard invoice payment card designated credit card in the customer's profile used for automated payroll billing and one time charges each customer can have up to 10 cards on file, but only one can be designated for invoice payments the system automatically charges this card during payroll processing unless payment method is ach or wire itin (individual taxpayer identification number) tax processing number for individuals who cannot obtain a social security number, with specific system limitations cornerstone carrier does not support employees with itins, requiring alternative solutions during onboarding the enrollment questionnaire captures itin presence for proper routing and handling j januscrm proprietary customer relationship management platform designed specifically for peo and payroll service providers integrates with prosoftware for payroll processing and includes modules for sales, underwriting, enrollment, and operations the system manages the complete customer lifecycle from prospect to ongoing payroll service delivery l lead card primary information hub containing all customer data organized into functional tabs (general, sales, enrollment, payroll, etc ) serves as the central access point for viewing and managing customer information across all departments each tab provides role specific functionality based on user permissions and workflow requirements leads module sales pipeline management system tracking prospects through various stages from initial contact to closed deals includes quote configuration tools, underwriting submission tracking, and deal history documentation the module supports multi state quoting with automated suta rate calculations for accurate pricing lha (loss history affidavit) document capturing customer's previous insurance claims and incidents, required during enrollment and reinstatement when customers indicate claims history, automated notifications are sent to appropriate departments for review the lha is critical for proper risk assessment and carrier compliance lock record action that prevents further customer edits to timesheets during payroll processing, ensuring data integrity once locked, customers cannot modify submitted hours through the portal or mobile app the lock is automatically applied when timesheets are accepted or can be manually triggered by advisors m manager override special permissions allowing managers to bypass system restrictions such as payroll requirements or status changes common overrides include processing payroll without completed requirements, manual status updates, and flag modifications all override actions are logged in the audit trail for compliance and review purposes mark as complete action button in various dashboards finalizing task processing and triggering subsequent system actions in the data dashboard, marking tasks complete can remove associated flags and send automated confirmations the action updates task status, logs completion time, and may initiate downstream processes n new client setup data dashboard task type for configuring new customers in prosoftware after enrollment completion involves extensive manual configuration if automation fails, including tax setup, bank accounts, and billing parameters the process requires careful attention to carrier specific requirements and affects all future payroll processing o ocip/ccip (owner/contractor controlled insurance program) wrap insurance programs for construction projects requiring special workers' compensation handling and reporting available only for whiteglove and enterprise customers with specific prosoftware configuration requirements these programs involve project specific coverage that supersedes standard workers' compensation policies p payroll dashboard central operational hub displaying all customer payroll records with status indicators, flags, and processing queues allows filtering by various criteria, bulk operations, and quick access to detailed payroll information the dashboard serves as the primary workspace for payroll advisors managing weekly processing cycles pending cancellation automated status applied when customers miss specified payroll cycles, initiating the cancellation workflow the flag appears at the customer level only and triggers warning communications before final cancellation can be manually applied by managers or automatically by the system based on inactivity rules peoplematic (peoplematics) mobile application and client portal system allowing customers to submit timesheets, request certificates, and manage account information integrates directly with januscrm for automated data flow and real time status updates access is granted during enrollment or can be sent via hot buttons in the lead card plaid third party financial technology service providing secure bank account verification for ach setup verifies account ownership, minimum balance requirements, and business entity matching without storing login credentials plaid integration is required alongside bank authorization forms for complete ach configuration poi (proof of insurance) documentation verifying active workers' compensation coverage, typically required during enrollment or for certificate requests poi documents can be uploaded through the enrollment tab and resent to customers as needed these documents serve as evidence of coverage for compliance and client requirements processing tab section within the payroll card displaying requirements (timesheet, invoice, reports) needed for payroll completion shows real time status of each requirement with visual indicators (green for complete, red for missing) the tab includes refresh functionality to sync documents from prosoftware and manual upload options processing queue organized list of payroll records awaiting processing, categorized by program (whiteglove, advisor express, enterprise, escalation) queue placement determines processing priority and advisor assignment based on service tier and special circumstances the system automatically routes payrolls to appropriate queues based on configuration program minimum fee structure for customers who don't process regular payroll but must maintain active status in the system requires special processing through prosoftware with manual inactivity handling and fee calculations the workflow involves creating placeholder payroll records and ensuring proper convenience fee application prosoftware external payroll processing system integrated with januscrm for actual payroll calculations and tax filing requires separate login and navigation between systems for various workflows including employee setup and payroll processing the "send to janus" button facilitates document transfer between prosoftware and januscrm pto (paid time off) time off tracking feature requiring activation in both januscrm and prosoftware for proper functionality available for whiteglove and enterprise customers with visual indicators in the data dashboard during employee onboarding the feature enables vacation and sick time accrual tracking with employee self service access r recurring payment form self service tool allowing customers to add or update credit card information for automated billing generates a secure link sent to customers for independent card management without sharing sensitive data the form distinguishes between one time payments and recurring billing setup with specific designation options reports module centralized reporting system providing department specific analytics and data exports across januscrm each team has access to custom built reports with date range selection and email delivery options reports can be generated on demand or scheduled for regular distribution to stakeholders s send to janus purple button in prosoftware that triggers automatic document transfer to januscrm using browser extension technology eliminates manual document uploads by syncing invoices, reports, and payroll documents between systems users must refresh the processing tab in januscrm after using this feature to see transferred documents separation notice employee termination documentation processed through the data dashboard for state compliance requirements different states have varying requirements for separation notices affecting processing timelines and procedures the system tracks these requests with status indicators and automated routing based on state requirements service tier customer classification level (express, whiteglove, enterprise) determining available features and processing priorities higher tiers receive additional prosoftware features like t\&a, pto, and certified payroll capabilities service tier affects sort order in dashboards and availability of advanced functionality suta (state unemployment tax act) state specific unemployment insurance tax with rates varying by state and employer experience rating the system supports suta calculations for all 50 states with quarterly rate updates for compliance suta configuration is critical during new client setup and affects ongoing payroll cost calculations t t\&a (time & attendance) employee time tracking system integrated with prosoftware for automated timesheet management requires feature activation in the payroll customer profile and creates visual flags during employee onboarding the system enables clock in/out functionality with real time data flow to payroll processing toggle on/off switches in various system areas controlling feature activation or settings configuration common toggles include t\&a, pto, and certified payroll enablement in customer profiles toggle states persist across the system and affect multiple workflows from employee setup to payroll processing u underwriting dashboard risk assessment interface displaying customer applications in various evaluation stages includes sections for pending review, approvals, declines, and code addition requests underwriting specialists use this dashboard to verify customer information and make coverage decisions v visual cues standardized icons used throughout documentation and system interfaces to highlight important information includes warning symbols (⚠️), success indicators (✅), tips (📌), and automation markers (🔄) these cues provide quick visual recognition of critical information, restrictions, or special instructions w w 4 federal tax withholding form requiring updates through the data dashboard when employees need changes updates directly impact year end w 2 generation and must be processed in prosoftware with confirmation emails the system auto creates tasks when employees submit new w 4 forms through portals wire bypass administrator only toggle allowing payroll processing to continue without waiting for wire payment confirmation restricted to specific scenarios with valid business justification and full audit logging this feature prevents processing delays while maintaining financial controls wire payments thread designated conversation in front app where all wire transfer confirmations are posted for accounting visibility payroll advisors must upload both customer wire receipts and corresponding invoices for tracking access to this thread requires specific permissions and is monitored by accounting staff wire pending flag indicator showing a customer's payroll is awaiting wire transfer payment confirmation before final processing the payroll remains in the billing tab until accounting confirms receipt through the front app wire payments thread once confirmed, users must manually record the payment to move the payroll forward wos (waiver of subrogation) special certificate of insurance endorsement requiring additional project details and $200 standard fee creates interim payroll records for fee collection with different processing flows based on payment method credit card payments process immediately while wire transfers require manual confirmation before certificate generation wotc (work opportunity tax credit) federal tax credit program for hiring individuals from targeted groups, handled externally to januscrm systems users must opt out of wotc questionnaires during employee setup as the system doesn't process these credits the checkbox appears in prosoftware employee onboarding but should always be skipped