Introduction

The 365 Retail Markets Admin Portal and Market Account provides clients and their consumers with a full suite of easy to understand, web-based administrative and user account management capabilities. This guide provides concise, general administrative information. It is divided into three sections:

1. Admin Portal
2. Market Account
3. FAQs

If you have any questions or require clarification on the information in this guide, contact our Services Help Desk at 888-365-6282 or email support@365smartshop.com.

Admin Portal

Access Admin Account

Administrative account access is provided by 365 Retail Markets to a designated Administrator. To access the Admin Portal:

1. Enter the 365-provided admin website into your web browser.
   
   
2. Enter the Administrator’s SmartHQ Username and Password. 
   
   

Result: Access is granted. If the Administrator is managing multiple customers or sites, the Select Stores menu page displays.

Note: If the Administrator is managing a single customer or site, the Main Menu will display.

Select Customer and Kiosk Site

Customer and kiosk management access is provided in the Select Stores menu. To access individual locations, complete the following steps:

1. Select a Customer using the drop-down menu.
   
2. Select an available Kiosk Location in the Select a Kiosk Location window.
   
   
3. Click Continue.

Result: The Main Menu displays for the selected Kiosk Location.

Main Menu

The Main Menu is the launch point for all the administrative capabilities of the portal.

Locate Unique Store ID

The Unique Store ID is provided to users who have not registered at the kiosk or have not been sent an Initial Communication to setup a user account on the User Portal. To find the Unique Store ID, see the area just below the Main Menu title on the Main Menu.

Initial User Information Upload

To prepare for the initial setup of users at a kiosk, the Administrator needs to gather a complete list of site residents, their corporate email addresses and their first and last names for the Initial Upload Process.

To upload the users:

1. Click Account Upload from the Main Menu.
   
   
2. Click the Here link in Account Upload, to download the Excel template. xls will download. Open the file in Microsoft Excel.
   
3. In the spreadsheet, enter the user account information.

Note: The Administrator must enter the Email Address, First Name and Last Name. The Mobile Phone and Username are typically left blank to allow the user to complete them inside their Market Account.

4. Click File.
   
   
5. Click Save as and save the file on your hard drive.
   
   
6. Return to the Account Upload screen on the Main Menu.
   
   
7. Click Choose File. Find the location on your hard drive where the file was saved and open the file.
   
   
8. Click Submit.
   
   
9. Account Upload results will display. (If failed results are returned, check the spreadsheet, edit it and repeat the upload).
   
10. Click Back to return to Main Menu.

The Administrator needs to create and send the Initial Communication message and Balance Reminder message (see 1.8 Schedule Communications) to all the uploaded email addresses of users who have chosen to receive them when their balance falls below a designated amount.

Note: All new Users, whether a part of the Initial Upload Process or created later by the Administrator in the Admin Portal, will receive the Initial Communication email message. The message will be dated, and time stamped for delivery.

The exception is new users who create their accounts at the kiosk. They will not receive this setup link automatically and will need to have the Market Account web address sent to them in an email created by the Administrator. When the users receive the message, they will be able to access their account and complete the setup of their portal accounts.

Create a New Account at Market Account (Initial Upload Process)

Click on the Market Account link in the Initial Communication email. A new web page will display.

Account Details

1. Enter a new Username (other information will be pre-populated) from the My Account page.
   
   
2. You can also enter optional fields, such as Alternate Email, Mobile Phone, or Home Phone.

PIN and Password

3. Enter a kiosk PIN (must be numeric and at least four digits).
   
   
4. Confirm (re-enter) the kiosk PIN.
   
   
5. Enter an account password (must be at least six characters and contain one number).
   
   
6. Confirm (re-enter) the account password.

Privacy Settings & Notification Setting

7. Click on any of the check boxes to opt-in or opt-out of notification (We recommend not deactivating the messages.)
   
   
8. Click Save. A message will display with the option to click the here link and set up account funding. (We recommend continuing to fund your new account.)
   

Fund My Account

9. Click Create or Edit Your Credit Account at Fund My Account.
   
   
10. Click Create New Account.
    
    
11. Enter the account details for the credit card.

Fund Balance

12. Use the account drop-down menu to select the card created to fund the account on the Fund Your Account page.
    
    
13. Select the amount to place on the account ($5, $10, $20, $40 or “Other.”
    
    
14. If you selected “Other”, enter a dollar amount.
    
    
15. Click Add funds to your account ($5.00 or greater).
    
    
16. Enter the CCV number found on the back of the credit card. (See the picture below its for location on the card.)
    
    
17. Click Add funds to your account.

Set Balance Reminder

A user can Set a Balance Reminder to notify them that their account is low on funds. They will get an email to remind them that their account has fallen below the amount they designated.

1. Select an amount ($5, $10, $20, $40, “Other” or “None”) from the Set Balance Reminder window.
   
   
2. If you selected “Other”, enter a dollar amount (any amount is acceptable).
   
   
3. Click Set reminder amount.

Result: The new user is now registered in their Market Account with a kiosk PIN, account password  and privacy & security settings. Their account is funded for purchases at the MicroMarket kiosk and balance reminders will have been set to remind them when their balance falls below the designated dollar value.

Manage User Accounts

After users have been loaded into the Admin Portal by the Initial Upload Process. The Administrator has full administrative account management capabilities.

Search for User

1. Enter at least the first three letters of a user’s Email, First and Last Name or UserName in the Search for User box.
   
   
2. Click Search.

Result: User account information is displayed at the bottom of the page. If there are no matches, the notification message is displayed.

Bulk Actions

The Administrator can add or deduct funds to user accounts and activate or deactivate a selected group of user accounts using the Bulk Actions feature.

1. Click the drop-down menu and select an action to perform from the Bulk Actions field.
   
2.  To Add Funds/Refunds to Selected Users:
   1. Enter the amount to credit (positive amount) or debit (negative amount).
   2. Select the user account(s) on which to perform this action by checking the box next to their email addresses or by clicking Select All.
   3. Click Apply.

3. To Activate Selected Users:
   1. Select the user account(s) on which to perform this action by checking the box next to their email address or by clicking Select All.
   2. Click Apply.

4. To Deactivate Selected Users:
   1. Select the user account(s) on which to perform this action by checking the box next to their email address or by clicking Select All.
   2. Click Apply.

Result: The user account information is displayed at bottom of page. If no matches are found, a notification message will be displayed.

Add or Edit User

The Administrator can edit existing user account information using the Add or Edit User feature.

1. Click on a user’s email address to bring up their account information on the Manage User Accounts If they do not have an email address on file, click (no email).
   
   
2. On the Add or Edit page, complete any edits,
   
3. Click Save.

Result: The selected user account is updated with new information.

Review User Transactions

The Administrator can review all of a user’s transactions with the Review User Transactions feature.

1. Click on Txns for the user’s account on the Manage User Accounts page.
   
   
2. Review the purchase details of the user’s account.
   
3. Click View Receipt to view specific information on items purchased and the method of payment.

Result: The selected user account is reviewed.

Schedule Communications

Administrators can create an Initial User Communication message to ongoing user account notifications

Create Messages

1. Enter a subject for your communication on the Schedule Communications page.
   
   
2. Click the Calendar icon to enter a message delivery date.
   
   
3. Click the Clock icon to enter a message delivery time.
   
   
4. Select a Communication Type from the drop-down menu:
   
   
   1. Account Notification – Notifies users of any actions related to their accounts.
      
      
   2. Balance Reminder – Notifies users if their account balances falls below a designated amount.
      
      Note: The Balance Reminder message remains in the system after it is created. You do not need to recreate the message.
      
      
   3. Initial Communication – Provides initial kiosk users with instructions on how to create an account. It also contains a user portal link for registering an account.
      
      Note: After it is created, the Initial Communication message will be emailed to a user added during the Initial User Upload process and for users added afterwards. You do not need to recreate the message.
      
   4. Newsletter – Notifies users of any news or issues regarding the MicroMarket (new items, changes in store hours, etc.).
      
      
   5. Promotion – Notifies users of promotions at the MicroMarket.
      
      
   6. Special Promotions and Offers – Notifies users of special promotions (discount coupons, two-for-one offers, buy-one get another item at discount, etc.).
      
      
   7. Survey – Ask users for feedback on any MicroMarket-related issue (store hours, selection, recommendations, ratings, etc.).

5. Click Save.

Result: A communication message is created and scheduled for distribution.

Review Messages

The Administrator can review Communication Messages using the Review Messages feature.

1. Click on the message title to review the details of the communication.
   
   
2. Click on Description to sort the messages alphabetically.
   
   
3. Click on Scheduled Date/Time to sort the messages by date and time.
   
   
4. Click on Sent to sort the messages by status.
   
   
5. The Results Per Page display can be set to 10, 20, 50, 100 messages per page.

Result: All sent and pending communications have been reviewed.

Market Account

User Market Account Access

User Market Account access is provided by the Administrator through the Initial Upload Process (see 1. Admin Portal). After the Initial Upload Process has been completed, new users can ask for kiosk and Market Account access to create their new user account from the Market Account.

Creating New Account at Market Account (Post Initial Upload Process)

1. The Administrator provides the new user with the Market Account web address and Unique Store ID.
   
   
2. Click Create New Account on the Market Account web page.
   
   
3. Enter a Unique Store ID and wait until screen to the right displays.
   
   
   • Do not click Enter or Next.
     
     
   • Do not select “I already have an account at this location”
     
4. Click Next.

Account Details

5. Enter a First Name, Last Name, Email Address, and Username in Complete My Account.
   
   
6. You can enter any optional fields, such as Alternative Email, Mobile Phone, or Home Phone.

PIN and Password

7. Enter the kiosk PIN (must be numeric and at least four digits).
   
   
8. Confirm (re-enter) the kiosk PIN.
   
   
9. Confirm (re-enter) the account password.

Privacy Settings & Notification Settings

10. Click on any of the check boxes to opt-in or out of notification messages. (We recommend not deactivating the messages.)
    
    
11. Click Save. A message will display with the option to click the here link and set up account funding. (We recommend continuing to fund your new account.)
    

Fund My Account

12. Click Create or Edit Your Credit Account at Fund My Account.
    
    
13. Click Create New Account.
    
    
14. Enter the account details for a credit card.

Fund Balance

15. Use the Account drop-down menu to select the card created to fund the account on the Fund Your Account page.
    
    
16. Select the amount to place on your account ($5, $10, $20, $40 or “Other”).
    
    
17. If you selected “Other”, enter a dollar amount.
    
    
18. Click Add funds to your account ($5.00 or greater).
    
    
19. Enter the CCV number found on the back of the card. (See the picture below its for location on the card.)
    

Set Balance Reminder

A user can set a Balance Reminder to notify them that their account is low on funds. They will get an email to remind them that their account has fallen below the amount they designated.

20. Select an amount ($5, $10, $20, $40, “Other” or “None”) from Set Balance Reminder.
    
    
21. If you selected “Other”, enter dollar amount (any amount acceptable).
    
    
22. Click Set reminder amount.

Result: The new user is now registered in their Market Account with a kiosk PIN, account password  and privacy & security settings. Their account is funded for purchases at the MicroMarket kiosk and balance reminders will have been set to remind them when their balance falls below the designated dollar value.

Creating New Account at Market Account (Existing Kiosk User)

An existing kiosk user is a consumer who has already registered at the kiosk or has made purchases. To add them to the Market Account, follow the steps below:

1. The Administrator provides the new Market Account web address and the Unique Store ID.
   
   
2. Click Create New Account on the Market Account web page.
   
   
3. Enter a Unique Store ID and wait until the screen to the right. displays (Do not click Enter or Next.)
   
4. Check the I already have an account at this location box.
   
   
5. Enter the kiosk User Name and kiosk PIN.
   
   
6. Click Next.

Account Details

7. The My Account page will be populated with the existing user’s information.
   
   
8. You can enter any optional fields, such as Alternative Email, Mobile Phone, or Home Phone on the Complete My Account page.

PIN and Password

9. Enter an account password (must be at least six characters and contain at least one number).
   
   
10. Confirm (re-enter) your password.

Privacy Settings & Notification Setting

11. Select or deselect any boxes to opt-in or opt-out of notification messages (we recommend not deactivating any messages).
    
    
12. Click Save. A message will display with the option to click the here link and set up account funding. (We recommend continuing to fund your new account.)

Fund My Account

13. At the Fund My Account screen, select Create or Edit Your Account.
    
    
14. Click Create New Account.
    
    
15. Enter the account details for your credit card.

Fund Balance

16. Use the account drop-down menu to select the card created to fund the account on the Fund Your Account page.
    
    
17. Click on the amount to place on your account ($5, $10, $20, $40 or “Other”).
    
    
18. If you selected “Other”, enter a dollar amount.
    
    
19. Click Add funds to your account ($5.00 or greater).
    
    
20. Enter the CCV number found on the back of your credit card.

Set Balance Reminder

A user can set a Balance Reminder to notify them that their account is low on funds. They will get an email to remind them that their account has fallen below the amount they designated.

21. Select an amount ($5, $10, $20, $40, “Other” or “None”) from Set Balance Reminder.
    
    
22. If you selected “Other”, enter a dollar amount (any amount is acceptable).
    
    
23. Click Set reminder amount.

Result: The kiosk user is now registered in their Market Account with a kiosk PIN, account password  and privacy & security settings. Their account is funded for purchases at the MicroMarket kiosk and balance reminders will have been set to remind them when their balance falls below the designated dollar value.

Review My Purchases

1. Log in to the Market Account.
   
   
2. Click My Purchases from the Main Menu.
   
   
3. Review the following for the purchases:
   1. Location
   2. Purchase Date
   3. Item Count
   4. Total Sale

4. Click View Receipt to see specific information on items purchased and the method of payment.

5. Click Print to print a receipt of the requested purchase.

Result: The user is able to review and print a copy of a receipt for their records.

FAQs

How can Administrators add/deduct funds from user’s accounts in the Admin Portal?

1. Go to Manage User Account.
   
   
2. Complete a search for a specific user.
   
   
3. Click the box next to the user’s Email address.
   
   
4. Select Add Funds/Refunds to Selected Users at the Bulk Action box.
   
   
5. Enter the Amount to be Added or Deducted (positive or negative amount).
   
   
6. Click Apply.

How can Administrators get further assistance?

Contact 365 Services Help Desk at 888-365-6282 or email support@365smartshop.com.