FieldSkill User Guide v1.0.Compressed

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FieldSkil User Guide

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<ul><li><p> USER GUIDE </p><p>Ver: 1.0 March 16, 2015</p></li><li><p>office@fieldskill.co</p><p>EXECUTIVE SUMMARY </p><p>Copyright 2015 FieldSkill. All Rights Reserved. </p><p>Edition Version 1.0, March 2015. </p><p>Service Marks and Trademarks FieldSkill is a trademark of Eontek. All other product names and trademarks are the property of their respective owners. </p><p>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. </p><p>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. </p><p>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. </p><p>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.</p><p>fieldskill.co !2</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>TABLE OF CONTENTSEXECUTIVE SUMMARY 2 TABLE OF CONTENTS 3 INTRO 5 </p><p>ABOUT FIELDSKILL APPLICATION 5 </p><p>WALKTHROUGH 6 STEP 0 - WELCOME TO FIELDSKILL DASHBOARD 6 </p><p>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 </p><p>7 LOW INVENTORY LEVELS</p><p>STEP 1 - ORGANIZATIONAL SETTINGS 8 ORGANIZATION SETTINGS 8 EMPLOYEES 9 LANGUAGE SETTINGS 9 </p><p>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 </p><p>STEP 3 - CREATING CLIENT REQUESTS 15 STEP 4. SCHEDULE JOBS &amp; MANAGE WORK 18 </p><p>SCHEDULING A JOB 18 </p><p>fieldskill.co !3</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>ADDING WORK 22 </p><p>STEP 5: GENERATING INVOICES 24 </p><p>CUSTOMER PORTAL MANAGEMENT 26 MY DAY &amp; CALENDAR 28 </p><p>MY DAY 28 CALENDAR 29 </p><p>SUBSCRIPTION MANAGEMENT 30 OUTRO 32 </p><p>fieldskill.co !4</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>INTRO </p><p>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! </p><p>About FieldSkill Application </p><p>FieldSkill is a business management software that helps field service companies to manage clients, schedule and track work and generate invoices. </p><p>fieldskill.co !5</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>WALKTHROUGH Step 0 - Welcome to FieldSkill Dashboard </p><p>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. </p><p>fieldskill.co !6</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>DASHLETS </p><p>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. </p><p>My Processed Requests This Dashlet shows the number of Processed client request out of total number of clients requests assigned to you. </p><p>My Completed Jobs This Dashlet shows the number of completed Jobs out of total number of jobs assigned to you or youre owner of. </p><p>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. </p><p>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. </p><p>My Jobs Structure (last 6 months) Here you can see the cost structure of your finished jobs in the last 6 months. </p><p>My Open Requests List of all open customer requests that are assigned to you </p><p>Low Inventory Levels Here you will have listed all inventory items that are low on stock if you choose to track inventory level. </p><p>fieldskill.co !7</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>Step 1 - Organizational settings </p><p>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. </p><p>ORGANIZATION SETTINGS </p><p>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. </p><p>fieldskill.co !8</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>EMPLOYEES </p><p>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. </p><p>LANGUAGE SETTINGS </p><p>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. </p><p>fieldskill.co !9</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>Step 2 - Fill in your data </p><p>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. </p><p>ADDING A CLIENT </p><p>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. </p><p>You can see all Clients assigned to you by clicking on My Assigned Clients button. </p><p>Lets create a new client by clicking on +New Client button. </p><p>You will be taken to the New Client Page where you will populate all data related to your client. All mandatory fields are marked. </p><p>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. </p><p>fieldskill.co !10</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>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. </p><p>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. </p><p>From Clients screen you can also activate customer portal. </p><p>ADDING A PROPERTY </p><p>On Properties Page you will see a list of all Properties in your Organization. </p><p>We can create a Property by clicking on +New property button. Property is always related to a Client. </p><p>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. </p><p>Edit a property by clicking Edit button in propertys detail screen. </p><p>fieldskill.co !11</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>ADDING AN ASSET </p><p>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. </p><p>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. </p><p>You can create an asset by clicking on + New Asset button. </p><p>fieldskill.co !12</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>ADDING A SERVICE </p><p>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. </p><p>Click on the +New Service button to add your services. </p><p>ADDING INVENTORY ITEMS </p><p>FieldSkill enables you to track and manage your inventory items. </p><p>You can create different inventory categories and subcategories for better organization and easier tracking of your items and supplies. </p><p>fieldskill.co !13</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>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. </p><p>CREATING WAREHOUSES </p><p>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. </p><p>When a User signs up Warehouse is created he is auto assigned to it. </p><p>fieldskill.co !14</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>Step 3 - Creating Client Requests </p><p>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. </p><p>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. </p><p>fieldskill.co !15</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>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. </p><p>Select Assets which you want to assign and click on Select Assets </p><p>fieldskill.co !16</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>Processed (finished) Request should look something like this (image below). </p><p>fieldskill.co !17</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>Step 4. Schedule Jobs &amp; 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. </p><p>Job can be scheduled from several places within the app: </p><p>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 </p><p>you hit Schedule Job button ), 3. From Client request detail screen in related records on the bottom of the page ( pre-populating the Client </p><p>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 </p><p>you hit the Schedule Job button ). </p><p>SCHEDULING A JOB Go to the Jobs screen and hit the +New Job button There are 3 types of Jobs: </p><p>fieldskill.co !18</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p> Maintenance Job Service Job Recurring Job ( repeating job, you can enter N number of days to repeat the Job in ) </p><p>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. </p><p>When all the Work is completed ( which well go through in next section ) you can complete the job by clicking the Complete Job button. </p><p>fieldskill.co !19</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>The image below shows one completed Job. </p><p>fieldskill.co !20</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>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 </p><p>fieldskill.co !21</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>ADDING WORK </p><p>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 </p><p>To create new Work record click on +Add Work Order button </p><p>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</p><p>fieldskill.co !22</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p> 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. </p><p>fieldskill.co !23</p><p>FIELDSKILL</p></li><li><p>office@fieldskill.co</p><p>STEP 5: Generating Invoices </p><p>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 b...</p></li></ul>