Download - FieldSkill User Guide v1.0.Compressed
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USER GUIDE
Ver: 1.0 March 16, 2015
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EXECUTIVE SUMMARY
Copyright 2015 FieldSkill. All Rights Reserved.
Edition Version 1.0, March 2015.
Service Marks and Trademarks FieldSkill is a trademark of Eontek. All other product names and trademarks are the property of their respective owners.
Restrictions and Liabilities This document is provided as is and Fieldskill assumes no responsibility for any typographical, technical or other inaccuracies in this document. FieldSkill reserves the right to periodically change information that is contained in this document; however, FieldSkill makes no commitment to provide any such changes, updates, enhancements or other additions to this document to you in a timely manner or at all.
FIELDSKILL MAKES NO WARRANTIES, EITHER EXPRESS OR IMPLIED. ITS MERCHANTABILITY OR ITS FITNESS FOR ANY PARTICULAR PURPOSE. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU. THIS WARRANTY PROVIDES YOU WITH SPECIFIC LEGAL RIGHTS.
FieldSkill is not responsible nor will not be liable in any way for your use of any of software or equipment that is not supplied by FieldSkill in connection with your use of FieldSkill.
Conditions of use FieldSkill is intended for organizing businesses and management of work in the field. You are responsible for understanding and using the software described within. FieldSkill does not guarantee any results you may achieve.
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TABLE OF CONTENTSEXECUTIVE SUMMARY 2 TABLE OF CONTENTS 3 INTRO 5
ABOUT FIELDSKILL APPLICATION 5
WALKTHROUGH 6 STEP 0 - WELCOME TO FIELDSKILL DASHBOARD 6
DASHLETS 7 MY JOBS CALENDAR 7 MY PROCESSED REQUESTS 7 MY COMPLETED JOBS 7 MY HOURS WORKED 7 OUTSTANDING BALANCES 7 MY JOBS STRUCTURE (LAST 6 MONTHS) 7 MY OPEN REQUESTS 7
7 LOW INVENTORY LEVELS
STEP 1 - ORGANIZATIONAL SETTINGS 8 ORGANIZATION SETTINGS 8 EMPLOYEES 9 LANGUAGE SETTINGS 9
STEP 2 - FILL IN YOUR DATA 10 ADDING A CLIENT 10 ADDING A PROPERTY 11 ADDING AN ASSET 12 ADDING A SERVICE 13 ADDING INVENTORY ITEMS 13 CREATING WAREHOUSES 14
STEP 3 - CREATING CLIENT REQUESTS 15 STEP 4. SCHEDULE JOBS & MANAGE WORK 18
SCHEDULING A JOB 18
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ADDING WORK 22
STEP 5: GENERATING INVOICES 24
CUSTOMER PORTAL MANAGEMENT 26 MY DAY & CALENDAR 28
MY DAY 28 CALENDAR 29
SUBSCRIPTION MANAGEMENT 30 OUTRO 32
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INTRO
Welcome to FieldSkill application User Guide. This document will help you get a better understanding how the application works and how you can adapt it to suit your business. We will walk you through the entire business process from filling your data to scheduling work and generating invoices. So lets start!
About FieldSkill Application
FieldSkill is a business management software that helps field service companies to manage clients, schedule and track work and generate invoices.
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WALKTHROUGH Step 0 - Welcome to FieldSkill Dashboard
This screen is called "Dashboard" and it will be the first thing you will see when you sign in to your FieldSkill account. It aims to give you an overview of past activities and an outlook into upcoming activities, along with some useful insight data. You will see it is already populated with demo data so you can immediately see how the application is working. The boxes with information are called Dashlets and lets have a quick tour of them.
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DASHLETS
My Jobs Calendar This Dashlet represents a calendar view of all scheduled and processed jobs in a weekly or daily view that are assigned to you or youre the owner of those jobs.
My Processed Requests This Dashlet shows the number of Processed client request out of total number of clients requests assigned to you.
My Completed Jobs This Dashlet shows the number of completed Jobs out of total number of jobs assigned to you or youre owner of.
My Hours Worked This Dashlet shows the number of hours you worked on jobs for the last week, this week and in the bottom you can see the numbers of hours worked for the entire month.
Outstanding Balances This Dashlet shows the number of clients and the total amount they are owning you. This is generated based on sent/unpaid invoices.
My Jobs Structure (last 6 months) Here you can see the cost structure of your finished jobs in the last 6 months.
My Open Requests List of all open customer requests that are assigned to you
Low Inventory Levels Here you will have listed all inventory items that are low on stock if you choose to track inventory level.
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Step 1 - Organizational settings
Before you start filling in the data you should set organization settings for your company. You can access them via left bar menu by clicking on the Organization and then on Organization Settings button.
ORGANIZATION SETTINGS
On this page you can manage your Organization settings such as name, address, timezone change language and currency settings and upload a company logo that will be shown on print versions for Invoices, Work and Jobs.
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EMPLOYEES
First thing you will see is the list of your employees that have an access to your FieldSkill Account. Go ahead and add a new employee by clicking on the +New Employee button. An email with invitation link and login details will be sent to them. As soon as they confirm invitation and log in they will be able to use FieldSkill application as part of your business.
LANGUAGE SETTINGS
Here you can basically change the terminology that is used inside the app. Example is if you dont use the term Job but you use Work Order , you can change that here.
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Step 2 - Fill in your data
The next thing you need to do is to fill in your data. Add your clients, their properties and assets and all the other records that youll need to organize your business.
ADDING A CLIENT
Lets go to the Clients Page by clicking on Clients in the left menu bar. On this Page you will see all Clients listed. Some of the actions you can take here is to sort or filter them by any field in the table. Filtering the clients can be done in any of other details screen that are related to the clients.
You can see all Clients assigned to you by clicking on My Assigned Clients button.
Lets create a new client by clicking on +New Client button.
You will be taken to the New Client Page where you will populate all data related to your client. All mandatory fields are marked.
Note: When you are creating a client you are automatically creating its default property with Name and Address. This can be changed later. When the Client is created we will see its detail view with all the important information about the client, related jobs structure and all the related records.
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At the bottom of the page you will see related Contacts where you will be able to quickly create a Contact related to this Client and to one of its properties.
You can edit a Client from the list of Clients by clicking on the pen icon in front of the name of the Client or you can go to Client detail screen by clicking on the clients name and editing it from there by clicking the Edit button in top right corner of the screen.
From Clients screen you can also activate customer portal.
ADDING A PROPERTY
On Properties Page you will see a list of all Properties in your Organization.
We can create a Property by clicking on +New property button. Property is always related to a Client.
NOTE: When you create a Client, youre creating a default property for that client. Default property can be changed later by clicking the Set as Default button from the property details screen.
Edit a property by clicking Edit button in propertys detail screen.
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ADDING AN ASSET
Assets screen allows you to see and manage all clients assets. Click on the My Assigned Assets to see just assets that are assigned to you.
If you have a QR-Code add-on activated you can click on the Print QR-Code button to get all QR-codes for your assets listed and ready to print.
You can create an asset by clicking on + New Asset button.
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ADDING A SERVICE
Service templates are the most common services requested by your clients. You can set up all your services here and later on easily reference them in Work records. Main purpose of this is to simplify the work process and save your time on data entry.
Click on the +New Service button to add your services.
ADDING INVENTORY ITEMS
FieldSkill enables you to track and manage your inventory items.
You can create different inventory categories and subcategories for better organization and easier tracking of your items and supplies.
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You can add new inventory item by clicking on +New Item or you can click on +New item in category to add new item in the currently selected category.
CREATING WAREHOUSES
Warehouses represent different storages where you keep your inventory and equipment. It can be a real warehouse or it can be a car or a truck or a toolboxes that your teams are using in the field and where they keep spare parts in.
When a User signs up Warehouse is created he is auto assigned to it.
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Step 3 - Creating Client Requests
The whole business workflow starts with a client request for a service or a maintenance. FieldSkill provides quick insight into the nature of requests and their outcome per client, his or her assets or properties. You can easily manage client requests from this screen. You can create or edit the existing request that the client made himself, schedule jobs based on existing client request, assign staff, engage clients in discussion about service, track costs and many more.
By clicking on Open Client Requests you can see all open requests that need to be processed. Create new Client Request by clicking the New Client Request button.
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On the bottom of the screen you can see all the scheduled jobs and this record related assets, where you can schedule job based on this request and assign assets to this request.
Select Assets which you want to assign and click on Select Assets
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Processed (finished) Request should look something like this (image below).
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Step 4. Schedule Jobs & Manage Work Job is a work order for a technician to go on the field and perform services stated in the Job record. Job can be assigned to multiple technicians if they work as a team or the situation requires more than one technician.
Job can be scheduled from several places within the app:
1. By going to the Jobs screen and hitting the +New Job button, 2. From Client detail screen in related records on the bottom of the page ( pre-populating that Client from which
you hit Schedule Job button ), 3. From Client request detail screen in related records on the bottom of the page ( pre-populating the Client
request from which you hit the Schedule Job button ), 4. From Assets detail screen in related records on the bottom of the page ( pre-populating the Asset from which
you hit the Schedule Job button ).
SCHEDULING A JOB Go to the Jobs screen and hit the +New Job button There are 3 types of Jobs:
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Maintenance Job Service Job Recurring Job ( repeating job, you can enter N number of days to repeat the Job in )
Fill in required data especially Scheduled date and time and Expected Completion date and time. When you create a Job it automatically appears in Calendar, where you can see all Jobs assigned to you and/or your colleagues.
When all the Work is completed ( which well go through in next section ) you can complete the job by clicking the Complete Job button.
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The image below shows one completed Job.
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Job Details show: Job Details Client Details Asset Details ( if specified ) Job Tasks ( which are specified in Work, which well cover in next section ) Expenses ( Cost structure of current Job which is summated from related Work records ) Feedback ( Customers can rate a Job through Customer Portal, which well cover in later section ) Related Work and Assigned Users records
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ADDING WORK
Work records are always related to a Job and they are a recording of performed work on the field. They track performed services, spent materials and labour hours. If a Job was performed by multiple technicians each one of them will create his own Work record. This allows you to track performed work for each technician.The only way to add work is through Job for which you want to create Work records
To create new Work record click on +Add Work Order button
Fill in your data : Started date - date and time when the worker started his work / arrived at the site, Completed date - date and time when the worker completed his work, Assigned User - assigned worker, Vendor - specify the Vendor if the work is outsourced to other contractor Materials - fill in directly or import from inventory Services - fill in directly or import from Services templates or add Job Task Labor - amount of hours worked ( work, overtime or commuting ) Other Expenses - extra expenses which can be described in Comment Section
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When you save all your Work records you should complete the Job by going to Jobs detail screen that youre adding Work for and clicking the Complete Job button.
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STEP 5: Generating Invoices
You can easily generate invoices from your finished jobs. Just go to the invoices screen by choosing invoices in left side menu and you'll be presented with the list of already created invoices.
For creating new invoice click on the +New Invoice button.
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Fill the required fields and select jobs you want to generate invoice from. When youre done selecting invoices and filling fields hit the Generate Invoice button and FieldSkill will generate an Invoice for you (screen below).
On this screen you can edit, add and remove invoice items such as:
materials services labor other expenses
You can set tax and discount for: one specific item group of items the whole invoice
You can print an invoice by clicking on Print button on Invoice details screen.
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CUSTOMER PORTAL MANAGEMENT Customer Portal screen allows you to see and manage all clients that have access to the Client Portal and customize Portal settings that include: Portal Title Theme that will be applied Your companys logo
By clicking on Manage Portal Access button you will be presented a list of all Clients with a quick option to enable or disable a Portal access to each one of them. This is the quickest way to enable or disable a portal access to a larger number of clients. You can customize your portal settings by clicking on Customize button.
Customer Portal from the Clients perspective When you enable customer portal access for a client he will receive an email with log-in details and a link to your customer portal. After signing in client will be able to see a Home screen with your Contact details, Open Request dashlet and Upcoming Jobs dashlet.
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On customer portal your clients are able to create new Client Request, start a discussion with you based on created client request, see all upcoming and past jobs, sign work logs, rate your finished jobs , track invoices and see all their related Properties and Assets. Also they can change their password and email for Customer Portal login.
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MY DAY & CALENDAR
MY DAY My day screen allows you to see a list of all jobs scheduled for today that are assigned to you. List shows Job scheduled time, reference number, client name and status for each Job. By clicking on a specific Job you will see details section with more information about : the Job, Google map showing the property location and options to Add Work or Reschedule Job.
You can hide the details by clicking again on the same Job title or by clicking on some other Job when the details for that other job will be shown.
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CALENDAR Calendar screen will show you all relevant information regarding your business: scheduled jobs warranty expiration item expiration for Inventory
On this screen you can see Jobs that are currently assigned to you. You can see other Users jobs also by adding them by clicking on Select Users button. You can also remove them from calendar by clicking on the X button next to users name in the bar on top of the calendar screen. For each Job on Calendar you will see scheduled time, type of job, client and job owner. By clicking on a Job you will see Info card with more details on the Job.
You can change your calendar settings by clicking on Configure button. Here you can adjust: type of information for Job, warranty expiration and Item expiration that you want to see on the Calendar. When you are done making changes just hit Save button. Calendar also enables you to change views so you can choose daily, weekly or monthly view.
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SUBSCRIPTION MANAGEMENT You can access Subscription page from Organization settings in the right menu bar. Here you will see our current subscription rate for the FieldSkill app as well as subscription rates for all available add-ons. If you have a discount coupon you can enter it in coupon field before subscription.
Click on Subscribe button to subscribe if you were on trial period or to prolong your subscription period if youre already subscribed. You will be shown a popup where you can enter a number of users that you want to subscribe and a total price for that number of users without add-ons. Click on Select button to continue.
On the next page you will be shown with total amount that will be billed monthly to you based on number of users you subscribed. Click on Order Now button to continue. Now just follow the Instructions on FastSpring and you will be quickly subscribed to our service.
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Note: When you are subscribing for the first time for FieldSkill you will create subscription based on number of users. When your subscription is activated you will be abel to activate add-ons on Subscription page in the FieldSkill app.
After your subscription is activated you can choose to activate/deactivate our Add-ons from the Subscription screen.
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OUTRO After reading this guide you should feel comfortable using FieldSkill. Still there are things that are not covered in this Guide and that will you stumble upon during your work inside FieldSkill application. If you have any questions feel free to contact us or drop us a message inside the app by clicking on chat icon in bottom right corner well be more than happy to help.
Thank you for your interest and support!
FieldSkill team
Gandijeva 122b, Belgrade, Serbia email: [email protected] phone: +1 (678) 701 - 3328 fieldskill.co
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