Overview

The Mileage feature in Marketscape CRM allows your reps to check-in at visits where the check-in is verified by GPS through their mobile device. Reports on their check-ins can be created to verify visits and mileage.

There are five sections of settings listed below that need to be furnished in Marketscape CRM for the Mileage feature to work properly. Each setting is described in this article.

There are a lot of details connected to the set up and usage of Mileage Assist. If you run into issues and need help, make contact with your customer success manager.

Mileage Assist must be enabled for your account before these settings appear. Contact your customer success manager to confirm it has been activated.

There are three articles related to Mileage Assist in Marketscape CRM

• Prepping for Mileage Assist - for account administrators to set up Mileage Assist - you are here.
• Using Mileage Assist - for reps - set up and usage "how to's"
• Mileage Reporting - for managers - mileage reports 

In this article

• Before you begin - be ready to set up Mileage Assist
• User Address - if your users calculate mileages from home you will need to add their addresses
• Account Addresses - mileages are calculated based on account location
• Required Event Object - make and account a required event object
• Field Restrictions - determine which account details your reps can edit
• Complete Event Settings - starting and ending locations, check-in radius, default event type, required even object
  • Commuter Miles
• FAQs

Before you begin

Before you open up Marketscape CRM settings, there is some basic information you should collect:

In short, Mileage Assist requires addresses for every destination, (we call them "waypoints.")

• Addresses - Where do mileage calculations start and end for your reps? Home? The branch office? 
  • If mileage calculations start or ends at the rep's home or at the office, you will need all of the addresses for home and agency offices.
• Account Addresses - GPS verification depends on account addresses
• Events - What events are included in Mileage Assist?
• Editing - what fields in an account record are your reps allowed to change?

Knowing the answers to these questions, and having the details on hand will make the setup process smooth. Details are shown below for each setting.

User Address

If your reps track mileage from home, their user accounts need to include their home addresses. There is an easy way to check user accounts to verify the presence and accuracy of addresses for your users, which is shown next. Then, instructions on editing user accounts is included.

Exporting a user report

The easiest way to confirm all addresses for users is to export a user list from Marketscape CRM to Excel. Follow these steps to do so.

Click on the "Settings" button in the left navigation to open the Settings page. The page opens to the Account Info section by default. All available settings are listed under the Settings Links & Tools column.

Users - Click on the "Users" link under the Territory Management section. The page shown above will open. The table, Active Users, will list all of the current user accounts for your company.

Export - At the top right of the Users page is a set of icons. Clicking on the Export icon will export the list of users to an Excel spreadsheet.

The following image shows the spreadsheet for the Trella Training Demo account. The highlighted columns are the ones to check.

Obviously, the Trella Training Admin has been remiss and has not kept up with employee addresses. For Mileage Assist to work all of the highlighted fields need to be filled in for each user

Editing a user's account - Click on the "Edit" link to the left of a user's name to open their user information  in edit mode.

• Fill in the address fields as shown in the box in the image below
• Click on the "Save Profile" button to save the changes to the record.

For complete details on editing a user's account, see Step 3 - User Management.

Some Details

• An admin will need to set up addresses for all users who will be using Mileage Assist
• If your reps are not reimbursed for mileage from their homes, then addresses will not need to be added to their accounts
• At any time that a rep changes their home address, the address will need to be updated for Mileage Assist to work

Account Addresses

Check-ins are validated through GPS using the address of the account where the event took place. For that reason, all account addresses need to be filled out and need to be accurate.

In some cases, your EHR might be the source of addresses. It is possible that updating an address in Marketscape CRM will be overwritten by incoming data from you EHR. If that is the case, you will need to supply all addresses required for accounts in your EHR.

Checking and Adding Account Addresses

The easiest way to identify, confirm, or correct account addresses is built in to Marketscape CRM. Follow these instructions to create an account report that identifies accounts with no addresses.

Click on the "Accounts" button in the left navigation to open the Accounts page.

Create New View - a "View" is a saved set of parameters, or filters, that shows only the records you want to see. Click on the "Create New View" link (shown above) The form shown at right will open. The image does not include all of the fields in the form, only the ones needed for the desired view. Step 1 - Create a name for the View Step 2 - Add the fields you want to see for each record. Click on the records in the left field, then click on the >> link to move the selected fields to the right Step 3 - Make sure that the view includes accounts for all users Step 4 - Set up the Advanced Filters to include the four fields shown in the box. The operator needs to be "equals" and the values should be empty The criteria set in the image is "and." This means that all fields must be blank to show the record in your view. With "and" set, records where only one selected field is blank will not be shown in the view. IF you want to find any field that is blank, click on the "and" operators and change them to "or." If you do that, all records with at least one blank field will be shown when this new View is used. Click the "Save" button when you are done

Using your View - you need to open your view.

• Click on the "Accounts" button in the left navigation to jump back to the Accounts page.
• If your new View is not the default, click on the Showing View dropdown selector and click on your new View's name.

The View will open, showing all accounts that match the criteria you set when you created the View. In the case of the record below, no address information is in the record.

• Click on the "Edit" link to the left of the account name

The Account Details interface will open. (shown in image below)

• Fill in the address fields.
• Click on the "Save" button when you are done

Final thoughts

• Anyone who has ownership of an account can maintain that account's address through the Web or the mobile app. Maintaining account records should be part of every user's Marketscape CRM workflows.
• If an account is added using Market Spotlight, the address is added automatically.
• If you are missing an address, using the NPI in the NPPES registry is probably the most guaranteed way to find the address that will work with GPS tracking. Use the Primary Practice address, not the Mailing address.

For more on using the NPPES database, see Using the NPPES NPI Database search.

Required Event Object

In order to assure that all events can be tracked, an address for each account is required. The following setting will require that every user includes an address for an account when they are creating an event.

Click on the "Settings" button in the left navigation to open the Settings page. The page opens to the Account Info section by default. All available settings are listed under the Settings Links & Tools column.

Event Settings - Click on the Event Settings link to open the page to the Event Settings interface.

Choose Accounts - in the dropdown, select the Accounts option.

Click on the "Save" button to save your change.

Field Restrictions

Each field in each record has a permission that can be turned on and off. (Shown below) So that your reps can edit addresses for accounts, an admin will need to set those fields as shown below.

Click on the "Settings" button in the left navigation to open the Settings page. The page opens to the Account Info section by default. All available settings are listed under the Settings Links & Tools column.

Objects - Click on the Objects link to open the page to the Objects interface.

Notice that each of the items in the Objects column corresponds to a different page in Marketscape CRM. This is where an administrator is able to make changes to the tables on those pages.

Edit Object - Click on the Edit button in the left column in the row for Accounts.

The interface shown in the image below opens.

• Click the "Save" button when you have finished selecting options.

The image shows that the checkboxes for four fields are checked. This setting will allow reps to edit those fields so that addresses can be updated to make Mileage Assist more accurate if needed. The four fields checked are those that are used for Mileage Assist.

Event Settings

With the account settings done, the details for the Event Settings need to be completed. Use the image below to work through the required settings.

Click on the "Settings" button in the left navigation to open the Settings page. The page opens to the Account Info section by default. All available settings are listed under the Settings Links & Tools column.
Default Event Type Using the dropdown you can select which event type will be the default when a user creates an event. Click on the option that you want to use as the default. The image to the right shows the options available to set as the default event type.
Required Event Objects  This option allows you to choose whether users will be required to identify an account or a contact when setting an event. Use the dropdown to select either contacts or accounts In order to assure that all events can be tracked, an address for each account is required. Choosing accounts will assure that check-ins work more smoothly.
Mileage - Check-in Radius The check-in feature confirms that a user is at the event location associated with a specific account address. The Check-in Radius allows some leeway in case a rep needs to park at a distance from the address. Use the dropdown to select a radius from an address within which check-in can be automatically successful
Mileage - Commuter Miles The images to the right show the basic settings for Commuter Miles. Details are below this table. Left image - There are four dropdown settings under Mileage Commuter Miles Center image - Starting Location - this dropdown has three options. Starting Location is shown - The Ending Location dropdown mirrors the Starting Location settings Right image - If you choose to start at the home address, the Commuter Miles Yes/No option is available
Mileage - Event Types The last setting is to identify which types of events will be included in mileage calculations. Click a checkbox to the show the check to the left of any event types that need to be included in Mileage Assist.

Commuter Miles Details

The Commuter Miles setting, in short, is about setting where mileage calculations begin and end, and whether "Commuter Miles" are included in the calculation. The image to the right shows the default settings. Commuter miles are only calculated if mileage calculations begin and/or end at the home. Since home is not selected, notice that the two "No" dropdown selectors are grayed out.

Start and End Options

The following table shows the options for the Starting and Ending Locations dropdowns with a summary of the meaning.

A waypoint is a GPS Location with an identified address.

Commuter Miles

If you choose "Home Address" for the starting point or ending point, the "Commuter Miles" selection become a required choice. The impact of the choices are listed in the following table.

Commuter Miles are the miles between home and the office.

One way to look at this is to think of the Yes and No as answers to the question, "Should we subtract commuter miles from the total mileage calculation?"

Possible Start and End point Combinations

There are nine possible start and end combinations. The following table identifies the two options that do not work.

FAQs

Is there "geofencing" involved?
Yes, that is the event radius. It lets a customer customize how close a user must be to the address listed on the event to complete a check-in.

Can I check into any event?
Yes, but it is customizable. Each customer can decide which event types are eligible for reimbursement.
 

Can I decide where I want mileage calculations to start?
Yes, customers will have the choice to choose first event, home address, or agency address. Ending location is also customizable with the same options.