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Getting Started With Portal AMS

Getting Started With Portal AMS

Congratulations!  You’ve signed up with Portal AMS.  We’re excited to provide you with a personalized onboarding plan to help get you and your team up and running.  This guide will walk you through the first steps to set up your organization for success.

Portal AMS Setup

You’re ready to start setting up your account.  We’ve mapped out the steps needed to ensure a successful account setup.


  • Step 1: Add Admins, Technician Leads and Technicians to your account
  • Step 2: Add Customers and Locations
  • Step 3: Add Assets and Peripherals

Step 1: Add Admins, Technician Leads and Technicians to your account


  • Adding Admins: Admin users have full permissions to edit other users on your account (only an “operator” level account can ADD users), create & manage customers, create & manage locations, assign and modify work orders, and manage assets and inventory.
  • Adding Technician Leads: Technician Leads have permissions to view, edit and create work orders regardless of who they are assigned to.
  • Adding Technicians: Technicians have permission to view & edit work orders they are assigned to, as well as create new work orders for locations they’re assigned to.

Not sure which roles are right for your team?  Check out this Detailed Description of User Roles

Adding Users is Easy:

  1. Click People & Teams in the left menu
  2. Click Add User
  3. Enter a valid Email Address and Full Name
  4. Select the desired User Role
  5. Click Save

The new user will receive an invitation email.  Once they read the email and click the verification link, they will be able to complete their user profile and log in to Portal AMS.

Step 2: Add Customers and Locations


  • Adding Customers: Portal AMS allows you to track assets, parts and work orders by location – which rolls up to a specific customer.  This is YOUR customer.  A customer may have multiple locations.
  • Adding Locations: Assets, parts & work orders are all associated to a specific location (typically a physical location).


First, Add A Customer:

  1. Click Customers in the left menu
  2. Click Add Customer (or Import from an excel spreadsheet)
  3. Enter all the pertinent details & any custom fields
  4. Click Save Customer

The new customer will now appear in your customers list.  You may sort, filter or search to find them.  Click the customer name for the full view of that customer detail.

You may also Bulk Import your customers from an excel (.xls) file.  The Customer Import Template is available for download from the Customers > Import page located HERE or you may direct download a copy HERE.

Next, Add a Location:

  1. Click Locations in the left menu
  2. Click Add Location (or Import from an excel spreadsheet)
  3. Begin typing the name or address of the location in the Landmark field

    This Landmark field is connected to google maps… find your location and select it and it will automatically populate the remaining name/address fields.  You may edit any values you wish to change.

  4. In the Customer field select the customer you would like to associate this location to.  You may start typing the customer name to filter the list.
  5. In the Technician field select the technician (or technicians) you would like to set as the default for this location.
  6. Add custom fields if needed.
  7. Click Save Location

The new location will now appear in your Locations list.  Click the Location name to see mapping, location details, or view Commission Settings for that location.


Step 3: Add Assets and Peripherals


Portal AMS is a database to store your game equipment, changer & peripheral (card readers, etc) information in once centralized location.  All of these are named “Assets” but are treated differently in the system based on whether they are a “Regular Asset” or a “Peripheral”.

  • Adding Regular Assets: Regular Assets are game machines, changers, or any other physical machine that is placed or associated to a location and could have work orders created for them.  Specify asset type of “Regular” when creating these.
  • Adding Peripherals: Peripherals are equipment or machines that may also require work orders, but are typically attached to another asset.  Specify asset type of “Peripheral” when creating these.


Adding Assets:

  1. Click Assets in the left menu
  2. Click Add Asset (or Import)
  3. Enter Asset details.
  4. Click Save Asset

Asset Details:

  • Asset Name, Description, Manufacturer & Serial are free form fields.  Enter whatever you like.
  • Category: You may select a category from the list.  If your desired category does not exist, simply start typing the new category name and you’ll be given the option to create a new category.
  • Location: This is the location your asset will be associated to.
  • Purchase Date, Placement Date, Purchase Price, Residual Price, Warranty Expiration and Useful Life Interval/Value will be used to track depreciation and warranty expiration for future enhancements to the Portal.
  • You may add any Custom Fields you wish.
  • Enable for Collection (as Meter or Revenue) will add this asset to collection forms when they are created.  Meter will create a meter reading field on the collection form and Revenue will create a field in which the technician can enter the dollar amount retrieved.
  • Upload File:  You may attach a file (image, pdf) to this asset.  Common attachments are service manuals, parts lists and images of the machine on location.

You’re now well on your way to tracking your assets, improving your workflow, making data-driven decisions and thrilling your customers!

When you’re ready to start tracking your work orders you’ll want to read on in the next article – Getting Started With Work Orders