Group Account User Guide

Welcome to Zephire! As a Monthly Parker Group Account Administrator, you have the ability to manage your parkers and credentials, review invoices and billing history and make payments all through the Zephire Group Admin Portal. Your parking operations management professional has already created your user sign-on name and password which you should have received by now via email along with the website address to connect to the portal. If not, please reach out to your contact to obtain this as you’ll need all three pieces to log onto the Group Admin Portal. This training guide outlines all of the training guidance needed to complete each function provided within the portal.

The Group Admin Portal allows those responsible for their group accounts to manage various responsibilities such as parkers, credentials, invoice and billing history review and payment processing. By now you should have received your user sign-on credentials and the website address to log into the portal. (If you haven’t, please contact your parking operations professional). Once you click on that website link a sign-on page will appear.

• You will receive your username and initial password from the City of Tampa Parking Division once your user profile has been set up.
  • Please note that passwords and usernames are case sensitive.
• Fill in the provided information and then click "Sign In."
  • You can reset your password via email by clicking on the "Forgot Password" link.
• You can view the site terms and Use as well as Privacy Policies along with the City of Tampa's Monthly Parker Contract by clicking on the "Privacy and Terms of Use" link.

Once signed on, you can navigate through seven tabs to work on different aspects of your account:

• Account Information
• Locations/Access
• Manage Payment Options
• Billing History
• My Docs
• Inbox
• Contact Us

The features and functions related to each of these Group Admin Portal tabs are explained in detail below.

• Once logged in, the Group Admin Portal defaults to the "Account Information" page. On this page you can update your login credentials and profile details.
• The group account's current balance is displayed throughout the portal. 
  • If the account has an outstanding balance, it will appear in red font.
• To log out of the portal, click the "Log Out" button at the top right of the page.

This tab contains all the related details associated with the group account that you have permission to view and/or edit. Specifically, you can: 

• Add new parkers to the account, including assigning credentials,
• Make changes to the parker’s account, including contact details, vehicles and credentials; and,
• Remove parkers from the account. 

In the "Location/Parker Selection" Section:

• This lists the group account location. If you have access to multiple locations, you can click on the dropdown arrow to select a location to work with.
• If there is a contract associated with the group account, you can select it from the second dropdown list.
• In the "Credential Pool Usage" section you can view the total inventory of credentials and the number of credentials that are assigned.
• On the right side of the page, the City of Tampa Parking Division contact information is listed.

In the "Parker Information" section:

• You will find a list of all active parkers and their related account details.
• New parkers can be added by clicking the "Add Parker" button.
  • If the parker is already assigned to the account, they can be selected from the "New Group Parker" dialogue box by clicking on the dropdown menu list and selecting the parker's name.
  • If you need to add a new parker, you can do so by clicking the "Add New" button within the "New Parker" dialogue box.
    • The "Add Credential for New Group Parker" dialogue box will appear. You can complete all data fields and click the "Save Parker/Credential" button to save the new parker profile.
• To make changes to an existing parker profile, click the "Edit" link next to the correlating parker's name and the parker's record will expand.
  • Make the applicable changes and then click the "Update" button to save those changes.
• If you wish to make changes to either the credential or vehicle record, click the "Select" link next to the correlating parker's record.
  • The parker's name is listed at the top of the "Credential and Vehicle" section.
  • To add, edit, or delete a parker's vehicle information, click the correlating link and then save those changes.
• If you would like to make credential changes for a particular parker, select the parker record you wish to work with by clicking the "Select" link.

To report a credential issue, click the "Report Credential Issue" link.

• A dialogue box will appear asking you to select the issue from a dropdown list and add optional comments.
• Once completed, click the "Send" button.
• A confirmation message will be displayed and the City of Tampa Parking Division will receive an email with the issue details and your contact information.

To replace a credential, click the "Replace Credential" link.

• A dialogue box will appear asking you to select the new credential number and the status of the outgoing credential.
• To place your credential into inventory for future use, select a status of Inventory.
  • Otherwise, select the applicable credential status.
• Once those selections are made, click the "Save" button to assign the new credential to the parker.

To assign the credential to another existing parker, click the "Assign to Another Parker" link.

• A dialogue box will appear with a drop-down list and you can either select a parker from the list or click the Add New button to add a new parker.
• Once the data fields are completed, click the "Save" button and the credential will be transferred to the parker selected.

If you wish to add a new credential to an existing parker, click the "Add Credential" button.

• The "Add Credential for Selected Parker" dialogue box will appear. 
• Complete the fields by making the appropriate selections from the dropdown lists.
• Click the "Save Parker/Credential" button to save the new credential to the parker record.

To remove a parker from a group account:

• Select the parker record you wish to work with by clicking the "Select" link.
• Click the "Cancel Credential" link to begin the process.
• The "Credential" section will expand. 
• Select the cancellation date from the dropdown calendar and click the "Update" button.
• If you wish to reverse the cancellation at this point, you may do so by clicking the "Remove Cancellation" link.
• At this point, the credential has changed its status to "In Transit", to acknowledge that the credential must be returned to inventory or reported lost/damaged. 
• Once the final status has been confirmed, to fully cancel the credential, click the "Change Credential Status" link. 
• The "Change Credential Status" dialogue box will open. 
• Select "In Inventory" if returning the credential to inventory for later assignment or any other description that best represents the credential’s final status. 
• Click the "Save Credential Status" button. 
  • Note: "In Inventory" is the only status selection that will allow you to assign the credential to future parkers. If Broken, Missing, etc. are selected, the credential will be marked as such and will not be available for future use. 
• Once saved, the credential will be fully removed from the parker’s record. If you wish to reverse at this point, you will need to repeat the "Add Credential" process to re-assign the credential to the parker.

From this tab, Group Admins can view and change their payment option.

• First, select the location where you wish to view the correlating payment option and/or change the type of payment from the drop-down menu. 
• If the account already has payment details saved, these will be visible in the "Current Payment Method" section.
• Click "Modify/Update" to add or edit payment information.
  • Once selected, enter your payment details.
  • If you have multiple locations associated with your account and wish to save this payment method for all locations, check the "Save for All Locations" box. 
    • If you do not wish to save this payment method for all locations, you can leave this box unchecked. 
    • Click "Save" to save your payment information. 
    • Click "Cancel" if you do not wish to save this payment information. 
    • Once you confirm these details, your parker record will update in real time.
• If you wish to change the payment method for the account, click "Change Payment Method." 
  • When "Change Payment Method" is selected, you will have the option to pay by the methods. 
  • Note: If Check/ACH is or Credit Card is selected and payment details are added on file, your account will be enrolled in automatic monthly payments. If invoiced is selected, you will be required to make one-time payments each month.

The Billing History tab will list the history of invoices received and the status for each.

• If you would like to search for a particular invoice, you can do so by typing a reference word or number in the search bar. 
  • You can click on the column headers to re-sort (e.g., if you click on the Due Date column header, the order will resort from oldest to newest date).
  • You can also type key terms in each column header to view a short list.
• If you wish to view, print, or download an invoice click on "View / Print" link that correlates with the invoice you would like to open. 
• You can download the "Parker Listing" report that corresponds to each invoice and lists only those parkers that are on the invoice.
• If you wish to pay an invoice click on the corresponding "Pay Invoice" link. 
  • The "Payment Information" dialogue box opens. 
  • The specific invoice opened can be paid via credit card by completing the fields displayed here (Note: all fields marked with an *, are required). 
  • Once finished, click the "Complete Payment" button (or click Cancel to close the dialogue box and stop the payment process). 
  • Once the payment is confirmed, the credit card transaction is processed in real time and the status of the invoice will change to "Paid".

You can upload and view documents associated with validating an exemption or account supplemental files here. 

• To upload files, start by clicking "Upload Tax Document" or "Upload Other Document." 
• Once selected, you will have the option to select the file from your device that you wish to upload. 
• It’s important to note that, like a shared folder, files an operator uploads to an account on the "Admin Portal" will be appear here for your viewing. 
• The City of Tampa Parking Division can also view the files you upload here through the "Admin Portal."

In the "Inbox" tab, messages sent from the City of Tampa Parking Division to you are listed.

• To read a message in your inbox, click the "Read Message" link next to the message you wish to read and the message will display in a text box.
  • You can mark the message as "Read" by checking the box above below the "Mark as Read" text and then close the message by clicking the "Close" button.
• You can send a message to the City of Tampa Parking Division by clicking the "Click here or on the Contact Us" link.

In the "Contact Us" tab:

• Information related to the City of Tampa Parking Division's contact information can be found.
• In the text box on this tab you can type a message to send to the City of Tampa Parking Division. Click "Send Message" to send your typed message.
  • You will receive conformation that you message was sent and the City of Tampa parking Division will receive an email of the message.