Transcript of Service Autopilot Training

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  • Yesenia
00:00 – 00:06
I’m going to show you just want to make sure that everybody can see it.
  • Robert Cain
00:13 – 00:13
Yeah, that’s good.
  • Yesenia
00:14 – 00:15
Okay, perfect.
  • Yesenia
00:24 – 00:24
Okay.
  • Yesenia
00:26 – 00:26
Alright.
  • Yesenia
00:26 – 00:29
So we’re going to go ahead and get started first.
  • Yesenia
00:29 – 00:35
I want to talk about the client accounts and the ways that you can enter a client or a lead into the system.
  • Yesenia
00:35 – 00:41
There’s actually multiple ways and some may be easier depending on the way you operate your company.
  • Yesenia
00:41 – 00:48
So the easiest way to add a client into the system is going to be using this plus sign here and just going adding a client.
  • Yesenia
00:49 – 00:51
This is just going to Auto populate pop-up.
  • Yesenia
00:51 – 00:54
That’s just going to ask for all of the basic information.
  • Yesenia
00:54 – 01:00
Jenn you’re going to have some items that are required on here to be filled out.
  • Yesenia
01:00 – 01:05
You can also go in the system and change the your custom field.
  • Yesenia
01:05 – 01:16
So if there are some things in your client account that you require to have you can always add those on there so it’s not limited to just what you see here.
  • Yesenia
01:16 – 01:23
So the first thing you have is your personal information the client named all of their contact information address.
  • Yesenia
01:24 – 01:32
And all of that, so the only thing on here is whenever you do type in a client’s name, and I’m just going to put my name here.
  • Yesenia
01:34 – 01:37
It does auto-populate property name and name on invoice.
  • Yesenia
01:38 – 01:53
This is important because if the client does not let’s just say it’s an HOA or if it’s a somebody else that’s paying for the service you want to make sure that you do update the billing address because it is just going to transfer everything over including the address.
  • Yesenia
01:53 – 01:57
So that is different that does need to be updated in this section here.
  • Yesenia
01:58 – 02:01
Otherwise, it is just going to be billed to that billing address.
  • Yesenia
02:02 – 02:06
The good thing about putting in the address.
  • Yesenia
02:06 – 02:10
Is that once you put in a zip code in the account.
  • Yesenia
02:10 – 02:11
I’m just going to put my ZIP code here.
  • Yesenia
02:12 – 02:14
It does auto-populate city and state for you.
  • Yesenia
02:15 – 02:19
So you don’t have to worry about searching for the city and state.
  • Yesenia
02:19 – 02:30
Sometimes it does come up with a pop up if it does find multiple cities and most of the time that I’ve seen it it’s just spelled differently or it’s abbreviated.
  • Yesenia
02:30 – 02:31
For example, this would have pulled up.
  • Yesenia
02:31 – 02:42
Hx instead of the whole Phoenix, that’s the only time I’ve seen it populate but at when it does populate a new pop-up window with the city, you just select the proper one.
  • Yesenia
02:43 – 02:56
So this is also the contact information here that you would put any additional phone numbers that the client has and then the next tab over is going to be our details screen.
  • Yesenia
02:56 – 03:09
If you do track your employees activity, you can add your employees information and they’ll just select their name here when they’re entering these clients.
  • Yesenia
03:09 – 03:13
This will allow you to see how many clients each employee has completed.
  • Yesenia
03:13 – 03:15
Hurted or has entered into the system.
  • Yesenia
03:17 – 03:21
You also have the account type option whether it’s a commercial or residential.
  • Yesenia
03:22 – 03:29
And then here to the right you’ll have your latitude and longitude the latitude and longitude will auto-populate ones.
  • Yesenia
03:29 – 03:35
I do put in the address information so you don’t have to worry about entering latitude and longitude.
  • Yesenia
03:36 – 03:58
However, if the system does not recognize the address what’s going to happen is that this is going to stay at zero latitude and longitude and when you pull up your dispatch board or your map that I Pain is either going to show up in the middle of nowhere or it’s just going to show up in a random place.
  • Yesenia
03:58 – 04:08
And when you pull up the dispatch board, it’s going to give you a kind of a little pop-up that says this address we could not locate at that point.
  • Yesenia
04:08 – 04:13
You do have to put latitude and longitude in manually and to do that.
  • Yesenia
04:13 – 04:18
All you do is do a Google Search and and I’ll do one here real quick on.
  • Yesenia
04:20 – 04:21
The address.
  • Yesenia
04:26 – 04:29
So here for example, you’ll just do a little right click.
  • Yesenia
04:30 – 04:44
And then just do what’s here, which will populate the latitude and longitude down here which you would copy over to the details tab so that whenever you do pull up the dispatch board, you’re able to see it on the map and it doesn’t give you that error message.
  • Yesenia
04:45 – 04:48
If it’s not corrected, then route it can affect your routing.
  • Yesenia
04:48 – 04:56
You can send your crew out to you think the route looks looks efficient, but really you can send them out to a different location.
  • Yesenia
04:56 – 05:00
So it is very important that whenever that does populate on your dispatch.
  • Yesenia
05:00 – 05:01
Or that it gets corrected.
  • Yesenia
05:03 – 05:05
Going to the next tab.
  • Yesenia
05:05 – 05:10
We have the sales side of the adding the client.
  • Yesenia
05:10 – 05:12
So here you will add the sales person.
  • Yesenia
05:12 – 05:14
If you do have somebody out doing sales for you.
  • Yesenia
05:14 – 05:26
You want to make sure to put them in here as the salesperson this for example does not have to be that that salesperson is going to be on this account forever.
  • Yesenia
05:26 – 05:36
It’s just letting you know that when this account was created we assign this person as the salesperson does In the future could change absolutely and you can always update this account.
  • Yesenia
05:37 – 06:00
You can also use estimates if you do use estimates right now to update salesperson as it goes so salesperson here, you don’t have to use but when you’re doing your estimates, you do want to make sure that you have the sales person selected to give credit to the proper sales sales person Source definitely want to make sure how you how you’re getting your clients.
  • Yesenia
06:01 – 06:02
So you want to make sure you select the proper.
  • Yesenia
06:04 – 06:12
Source here you can always update these if there are additional sources that you’re using you can always update them in your settings.
  • Yesenia
06:13 – 06:18
And then if course if you have clients that are being referred by other clients, you can always add them here.
  • Yesenia
06:18 – 06:33
You can just start typing their name and everything related to that client that or the information you you typed in will pull up and you just have to select it on here if you do refer to by the cool thing.
  • Yesenia
06:33 – 06:38
That you can do a report where you can see how many referrals you’re getting per client.
  • Yesenia
06:38 – 06:41
And then if you have a referral program you can use that report for that.
  • Yesenia
06:43 – 06:55
The Do Not Market section of the add client that is going to block any emails that you sent through service autopilot in bulk Mark and through more the marketing section.
  • Yesenia
06:56 – 07:12
This does not mean that if I go to this client account and I go to send email at that is still going to send but if you are marketing out to the a group of clients, then once it gets to this client, it’s not going to send that email out.
  • Yesenia
07:12 – 07:22
However it Still going to record it in their profile so you can see that they attempted to send this but because of that do not mark it it’s going to have that little X as the status.
  • Yesenia
07:25 – 07:37
Then you go into your billing information and this is going to be the part where if you want to send invoices where to send them to if it is going to be different than this email in the personal information section.
  • Yesenia
07:38 – 07:43
If it does change you do need to send it or excuse me, you need to update it in the billing email section.
  • Yesenia
07:45 – 07:52
You can also just print the email or you can do both if you do the print option.
  • Yesenia
07:52 – 08:01
It’s just going to once you’re in the accounting invoicing It’s just going to give you a lot of pop up to make sure you get that printed because the email is not available.
  • Yesenia
08:04 – 08:14
Here you’re going to select how they pay you American Express whatever you use now, you can have it default to a certain payment.
  • Yesenia
08:15 – 08:20
But really if you just leave it at check you can always add a credit card on the account.
  • Yesenia
08:20 – 08:27
This doesn’t mean that it’s just going to allow visas only it’s just still it’s just letting it out know that this is the way that we defaulted.
  • Yesenia
08:28 – 08:30
You can also flag invoices for a review.
  • Yesenia
08:31 – 08:43
So if you do select Option when you go into your accounting and you’re about to process payments it’s going to show up as a red section.
  • Yesenia
08:43 – 08:49
Just kind of giving you a heads-up that you do need to review that invoice before it is sent to the client.
  • Yesenia
08:51 – 09:00
If you do have account numbers, you have to set this up in your settings, but they’ll show up here and you can select any that you can start with any number.
  • Yesenia
09:00 – 09:01
If you do want to do that.
  • Yesenia
09:02 – 09:16
The billing terms is important as well because you want to make sure that if you are billing clients upon receipt that that is selected on receipt for the company that I’m currently at.
  • Yesenia
09:16 – 09:19
We do commercial and we do net 30s.
  • Yesenia
09:19 – 09:28
So for any commercial accounts we do To change those to Net 30 because our setting is set up as do on receipt for all accounts across the board.
  • Yesenia
09:28 – 09:36
So if I’m entering a client that is a commercial client that has to be updated to Net 30 or you have these other options to update it to as well.
  • Yesenia
09:38 – 09:47
And then when to invoice if you are invoicing on a daily basis, you do need to make sure that you switch this over to daily.
  • Yesenia
09:47 – 09:51
Otherwise that invoice won’t generate until you indicate it too.
  • Yesenia
09:52 – 09:56
So if I have the weekly won’t generate until the weekly monthly and monthly.
  • Yesenia
09:57 – 10:05
This section down here is also for in-house only if you have any billing notes that the accounting team needs to know you’ll enter them here.
  • Yesenia
10:08 – 10:10
The office notes section for the clients.
  • Yesenia
10:11 – 10:18
It can be used for any anything that the rep or whoever is pulling up.
  • Yesenia
10:18 – 10:20
This account needs to know immediately.
  • Yesenia
10:20 – 10:32
You will put in the notes here I’ve had or I’ve seen companies use it for when employees or excuse me when clients are deaf and we need to speak louder we put it on here.
  • Yesenia
10:32 – 10:43
Make sure you speak louder or if they want to be addressed a certain way you can also In here this populates right in the middle section of the client account.
  • Yesenia
10:43 – 10:52
So I would suggest changing the font and the color so it does pop out to the individual when they pull up the account.
  • Yesenia
10:54 – 11:03
And the custom Field section here is where I was letting you guys know that you can update this add client profile.
  • Yesenia
11:04 – 11:05
You can add additional things.
  • Yesenia
11:05 – 11:09
So here a lot of these things were added on here.
  • Yesenia
11:09 – 11:17
You can always do that and you can always customize it one of the things that you can also do is these sections here.
  • Yesenia
11:17 – 11:24
You can route it also to the crew or the sales teams phone.
  • Yesenia
11:24 – 11:44
For example, if I add gate coat on here and I want to make sure that whenever the crew is on site that they have that all together usually in what I’ve seen in the past is that when a client gives me a gate code I added into the sales teams to do to go out in a Cell.
  • Yesenia
11:44 – 11:52
But once they sell it that gate coat doesn’t get transferred over to the client to the crews job.
  • Yesenia
11:52 – 12:03
And so then now they’re calling the Office and asking for the gate code but if it’s put on a field here, then we can have it routed over to the account and make it permanent.
  • Yesenia
12:03 – 12:08
So that will always populate so the custom field is definitely customizable.
  • Yesenia
12:08 – 12:10
You can always change that at any time.
  • Yesenia
12:12 – 12:21
Once you have all of the client information, all you need to do is click save and it does populate an account automatically.
  • Yesenia
12:21 – 12:23
So you’ll be able to to pull it up.
  • Yesenia
12:24 – 12:25
We are using a test account here.
  • Yesenia
12:25 – 12:28
So I’m just going to pull up any client.
  • Yesenia
12:28 – 12:31
And then that was that that one way to add a client.
  • Yesenia
12:31 – 12:41
So I let me go ahead and pull up the second way that you can add a client and I currently do this at my job because I have about five.
  • Yesenia
12:42 – 12:46
Customer service reps that are adding clients into the system.
  • Yesenia
12:46 – 12:56
What tends to happen is that when we have clients on the phone, they tend to forget to ask for gate codes or if there’s any pets or they forget the simplest thing like the ZIP code.
  • Yesenia
12:57 – 13:03
So what we generated is a form under the marketing section.
  • Yesenia
13:05 – 13:12
And so the form whenever a client calls in and they’ll pull up a form and it’s called new lead form.
  • Yesenia
13:12 – 13:16
And whenever we have we pull up this format, I don’t currently have it on here.
  • Yesenia
13:16 – 13:20
But I’m going to add a form real quick and show you at least a couple of fields.
  • Yesenia
13:21 – 13:23
When you add a form here.
  • Yesenia
13:24 – 13:29
You can go to add a Field section and then under the advanced you’ll put name.
  • Yesenia
13:29 – 13:40
So this will populate the first and last name, so when I go into the forum settings I can have it map to the client name.
  • Yesenia
13:41 – 13:47
Once I do this it’s going to generate that account for the for the client.
  • Yesenia
13:47 – 14:00
So on the form you can have anything that is required for your rep to enter for the client so I can make anything a requirement if I could do Gig if gay code is a required question.
  • Yesenia
14:00 – 14:16
They need to ask then I would enter that here so Here you’ll just go through and add additional Fields you could do the address and then we can again map it over into the address field.
  • Yesenia
14:19 – 14:40
And there is a lot of there is a lot of sections on here that you can add you can do the phone number the email and then once they submit this is going to be routed into a new client profile where it has everything that you need so that the so that the rep doesn’t miss anything and gets everything done.
  • Yesenia
14:44 – 14:47
Let me go into the client section here.
  • Yesenia
14:51 – 14:53
And then we’ll just pull up any client.
  • Yesenia
14:59 – 15:07
So this is the client profile where it has all of the information we would have entered when adding that new client into the system.
  • Yesenia
15:08 – 15:16
The client profile can always be updated by clicking that edit button which would also take you back into the client into what look like the ad client section.
  • Yesenia
15:16 – 15:21
But now we’re on the edit client where we can go through each Tab and update anything as needed.
  • Yesenia
15:26 – 15:31
And then you’ll see that the client profile is divided into different sections.
  • Yesenia
15:31 – 15:34
So the client information is here.
  • Yesenia
15:34 – 15:36
You’ll have your billing section over here.
  • Yesenia
15:36 – 15:41
You’ll have a couple of options up here that I’ll go over in just a minute related properties.
  • Yesenia
15:42 – 15:54
This one is for accounts that like, for example, if Denise had an additional property whether it was her rental property or it was her mom’s property that she was taken care of.
  • Yesenia
15:54 – 15:57
You can always add a property from here as well.
  • Yesenia
15:57 – 16:01
And it populates what her contact information is.
  • Yesenia
16:01 – 16:05
It does keep her main account as the billing address.
  • Yesenia
16:06 – 16:19
It also creates her main account the Tupelo Trail as the main account and then you’ll have your secondary accounts following after and you can have as many accounts as you want under one profile.
  • Yesenia
16:20 – 16:40
I see this often on Commercial accounts where they have Friend locations throughout the city and we just have their main billing account and then we have all of the accounts that are related right underneath that to manage those account.
  • Robert Cain
16:41 – 16:41
You can yet.
  • Robert Cain
16:42 – 16:47
If you do put several commercial accounts under a master account.
  • Robert Cain
16:47 – 16:51
Be sure to do not mark it to a lot of those secondary accounts if the email is the same.
  • Robert Cain
16:51 – 16:54
Otherwise, you’ll have multiple marketing.
  • Robert Cain
16:54 – 17:02
Emails going out to the same client and your commercial accounts are the last ones you want to have 10 emails go out to it, you know in a single instance.
  • Yesenia
17:04 – 17:10
Right and that’s a really good point just because I’ve had it happen to me and I’ve could we’ve had those complaints.
  • Yesenia
17:11 – 17:24
So yeah, you would just go back into once you’re in that additional profile just make sure that that do not mark it is selected and then you can manage those properties through the all and it will show up the list of clients here.
  • Yesenia
17:25 – 17:36
One of the things that I would also recommend as being able to identify those properties somehow service autopilot will Not allow you to enter a client with the same name.
  • Yesenia
17:36 – 17:57
So one thing that you can do is when you’re adding the property under the company name is just putting either the address or location one location to whatever you want to name it so that you are able to save it and when you go through and manage that list, you can easily identify which property is what.
  • Yesenia
17:59 – 18:04
And then for your contacts, you can add additional contacts into the client section.
  • Yesenia
18:05 – 18:09
It’s just going to ask you the basics and the contact Time email.
  • Yesenia
18:10 – 18:14
This does not populate in the tablet.
  • Yesenia
18:16 – 18:18
This is the number that they’ll see in the tablet.
  • Yesenia
18:18 – 18:23
So if that contact is going to be a primary contact than it needs to be up here.
  • Yesenia
18:23 – 18:30
This is only for this is only going to show up whenever we pull up this account and we have that additional contact.
  • Yesenia
18:30 – 18:44
You can also nicknamed it if you want for scheduling only our contact this claim for billing you can do that, but I would suggest updating it a here as well so that we know who we’re calling for the billing.
  • Yesenia
18:46 – 18:54
And you can have as well many contacts you can manage them through the all section and you can update them or remove them from here as well.
  • Yesenia
18:58 – 18:59
And here’s going to be the note section.
  • Yesenia
18:59 – 19:16
This is where I was mentioning that if there is something just to make it stand out a little bit more here is where those office notes will show up and these are enhanced or private only so the client won’t be able to see them if they have an online portal.
  • Yesenia
19:19 – 19:29
The next section of the client account is going to be your jobs where you will see anything on anything that’s currently going will show up here everything that has been closed out.
  • Yesenia
19:29 – 19:30
You can go through all jobs.
  • Yesenia
19:30 – 19:44
So you’ll be able to see any jobs on here including their status if the client has anything upcoming you’ll be able to see that under the upcoming service and you can also see the history on the client account.
  • Yesenia
19:48 – 19:49
Under the accounting section.
  • Yesenia
19:49 – 20:00
You also have those payments those invoices where you can also manage through the all section and you are able to void payments or delete them from the section.
  • Yesenia
20:00 – 20:01
So just be very careful.
  • Yesenia
20:02 – 20:03
It does give you a confirmation though.
  • Yesenia
20:03 – 20:05
So that way there’s no error.
  • Yesenia
20:06 – 20:11
You can also have the option to export those invoices or payments if you do need to track them somewhere else.
  • Yesenia
20:15 – 20:17
The next section is the estimate section.
  • Yesenia
20:17 – 20:25
So if you are using estimates and have sales team out in the field, then this is probably something you use.
  • Yesenia
20:26 – 20:37
So when you go to add an estimate, this is basically for the for the client to see and here’s where we will list out all of the services that were quoting the client.
  • Yesenia
20:38 – 20:51
You can update the work order number the estimate date one of the things that we do from the beginning is whenever we do schedule our sales team to out to Denise’s property.
  • Yesenia
20:52 – 20:54
We immediately create this blank estimate.
  • Yesenia
20:55 – 21:01
We’re just letting the system know that this is an estimate scheduled for a future date.
  • Yesenia
21:01 – 21:13
We which we would change here and then we would change it who were scheduling that for so whenever this Job, or this estimate becomes a sole job.
  • Yesenia
21:13 – 21:20
We can just easily go in here and add those items listed in that estimate send it to the client.
  • Yesenia
21:20 – 21:22
Once the client approves it goes to our production team.
  • Yesenia
21:24 – 21:33
So we do create that from the beginning but you can create it as you’re going and we’ll talk a little bit more about these estimates here in just a bit.
  • Yesenia
21:35 – 21:37
Contracts are also an option.
  • Yesenia
21:37 – 21:39
These are just mainly used for billing purposes.
  • Yesenia
21:39 – 21:42
So you’re just connecting a job.
  • Yesenia
21:42 – 21:48
For example, if I have a cleanup service that every time that the client has a cleanup service.
  • Yesenia
21:49 – 21:53
I don’t want to necessarily bill right away, but I want it to Bill a lie.
  • Yesenia
21:54 – 22:03
With a trimming service so I can put these two Services into a contract and build them a specific day.
  • Yesenia
22:03 – 22:09
So once those two services are completed what that contract will do is build that client.
  • Yesenia
22:09 – 22:14
So the contract is mainly just for billing purposes and you add services to that contract to Bill.
  • Yesenia
22:19 – 22:23
Down in this section, you’ll have your timeline.
  • Yesenia
22:24 – 22:37
This is going to be anything that are any activity that the client goes through whether it’s in house whether we send out an estimate whether we text a client we email a client it’s all going to be under the timeline section.
  • Yesenia
22:38 – 22:41
You do have those different options here.
  • Yesenia
22:43 – 22:48
These are important because there are different things that you can use them for the call.
  • Yesenia
22:49 – 23:01
And it’s going to be anything that you want relate it to client calling in or were calling out logging that call into the system and you can update the type of calls that you have on here.
  • Yesenia
23:02 – 23:03
They have a couple here.
  • Yesenia
23:03 – 23:09
So if for example if there’s an account issue in the client was calling in about that will put account issue administrative.
  • Yesenia
23:09 – 23:14
Whatever that maybe you want to put it here the any of these men.
  • Yesenia
23:15 – 23:18
The calls are the two dues will not allow you to save the call unless you do.
  • Yesenia
23:19 – 23:21
Put something in this section.
  • Yesenia
23:22 – 23:30
So if this was an account issue, you can put your notes Here in regards to this account.
  • Yesenia
23:32 – 23:35
Because if I try to save it here it just going to let me know you need a log something.
  • Yesenia
23:36 – 23:49
So what I’ve seen done and what my company currently does is we just type in the same thing as the type and then when we click save call we put the key under the comment section.
  • Yesenia
23:49 – 23:53
We put exactly the details that happened what this does.
  • Yesenia
23:53 – 23:57
It just keeps the timeline much organized.
  • Yesenia
23:57 – 24:06
So whenever you have the title accounting Shoo, it’s going to show up as that bold that you see here.
  • Yesenia
24:06 – 24:09
And then right underneath it’s going to show up the details of that.
  • Yesenia
24:09 – 24:16
So if you quickly wanted to identify one that this client called about an account issue, you can just quickly go through here and see okay.
  • Yesenia
24:16 – 24:21
I see account issue here instead of having to read all of the notes that you can add in this section.
  • Yesenia
24:22 – 24:23
So it’s just to keep it clean.
  • Yesenia
24:24 – 24:28
It’s an option and then you have your two dues.
  • Yesenia
24:28 – 24:31
So your to dues are going to be more for your field.
  • Yesenia
24:32 – 24:42
Workers that are actually going to visit the property these two dues are created for them to go out and see it on their tablet.
  • Yesenia
24:43 – 24:47
The only thing on this is in order for them to see it on their tablet.
  • Yesenia
24:47 – 24:50
You need to make sure that the dates are marked properly.
  • Yesenia
24:50 – 24:52
Otherwise, it’s not going to show up on your dispatch board.
  • Yesenia
24:53 – 24:56
So if we are doing an estimate here.
  • Yesenia
25:02 – 25:09
I do want to make sure I assign it to the right person and the type is what we just selected if that does need to change.
  • Yesenia
25:09 – 25:10
You can change it in this green.
  • Yesenia
25:10 – 25:30
For example, if it was actually a follow-up we can always change that over but under the details section here is where you need to make sure that the due date calendar start and end date to do match if there’s any issues here then that does not going to display properly on the date that you probably want that rep listed here to go out.
  • Yesenia
25:31 – 25:32
Start showing date.
  • Yesenia
25:33 – 25:34
You don’t have to change that.
  • Yesenia
25:34 – 25:37
It’s just going to be your due date calendar start date and calendar and date.
  • Yesenia
25:38 – 25:39
Once you put in dates on here.
  • Yesenia
25:39 – 25:41
It does auto-populate a time.
  • Yesenia
25:41 – 25:50
So if you do base your routes on time frame, then you do need to make sure that that gets changed over whether it’s an 8 9 or a 10 to 2.
  • Yesenia
25:50 – 25:52
Whatever that may be you need to update that on here.
  • Yesenia
25:53 – 25:59
It does automatically update the client information down here because we are on the client account.
  • Yesenia
25:59 – 26:03
If we were adding a to do from the different section here.
  • Yesenia
26:04 – 26:06
You would have to select the client information.
  • Yesenia
26:09 – 26:11
Because it’s not it’s not pulling from this account.
  • Yesenia
26:11 – 26:13
So you’ll just have to select the client from that section.
  • Yesenia
26:17 – 26:25
You can use calls or to dues for your office reps as well.
  • Yesenia
26:27 – 26:27
For us.
  • Yesenia
26:27 – 26:33
We use calls mainly to schedule follow-ups or reminders.
  • Yesenia
26:34 – 26:35
If a client says well, I’m not ready right now.
  • Yesenia
26:35 – 26:37
Call me in a week.
  • Yesenia
26:37 – 26:40
Would you set them up as calls for the office?
  • Yesenia
26:40 – 26:47
But you can do to dues as well these once you create a to-do for the office, they will show up under my day.
  • Yesenia
26:47 – 26:51
So when you click on my day, you’re able to see what you have going on.
  • Yesenia
26:51 – 26:52
And what date is due?
  • Yesenia
26:55 – 26:55
For touch points.
  • Yesenia
26:55 – 27:00
These are just logs that just like the sounds we want to touch base with the client.
  • Yesenia
27:00 – 27:03
So here you’ll see that we have touch points for quarterly calls.
  • Yesenia
27:04 – 27:22
You can also have status for them and you can update the for example, like if I wanted quarterly call first call I can put here quarterly call second call I can put it on here so we can know where we’re at on the status of that follow up with the client.
  • Yesenia
27:24 – 27:26
You do want to make sure that you assign it to the right person.
  • Yesenia
27:26 – 27:35
It automatically assigns it to whoever is logged into the system, but if does need to be changed over you need to update that and it does lock the date and time.
  • Yesenia
27:35 – 27:38
So you’ll know when that call was made.
  • Yesenia
27:42 – 27:46
The email section it’s just going to be for the emails on the accounts.
  • Yesenia
27:46 – 27:57
The once you send an email either if it’s a marketing email where you’re sending it in bulk or if it’s directly from the client account.
  • Yesenia
27:58 – 28:01
You can still see the status of it.
  • Yesenia
28:03 – 28:04
So my computer kind of froze.
  • Yesenia
28:04 – 28:22
So give me just a minute here here if you see the status you will be able to see that this was Are delivered they might not necessarily have opened the email but if you see something like this, that means they open the email and we’re able to read read the email.
  • Yesenia
28:30 – 28:34
I’m not sure why I’m not able to scroll up and down here.
  • Yesenia
28:34 – 28:37
It always is going to show up a couple of the emails.
  • Yesenia
28:37 – 28:43
So if you do want to see more you can just click on show more which will pull up the longer list.
  • Yesenia
28:43 – 28:46
The notes section is going to be at just notes.
  • Yesenia
28:46 – 28:50
It’s going to show up plane in the yellow little color.
  • Yesenia
28:50 – 28:56
And so these are just going to be notes that you quickly want to put on there if you do use forms everything here.
  • Yesenia
28:57 – 29:01
Will be filled out will be shown under forms for forms.
  • Yesenia
29:01 – 29:05
They can be used for so many things we talked about the form for a new client account.
  • Yesenia
29:05 – 29:09
If we would have set up this client under the form option.
  • Yesenia
29:09 – 29:13
Then that form would have shown up here so I can see exactly what was entered.
  • Yesenia
29:14 – 29:17
You can also do forms for customer concerns.
  • Yesenia
29:17 – 29:26
For example, if this client is calling in has a concern I can create a form that gives the rep the options to fill out all the required.
  • Yesenia
29:26 – 29:30
Wired sections so I can keep track of that form.
  • Yesenia
29:30 – 29:37
The great thing about forms is that you can also create to do so out of that form.
  • Yesenia
29:37 – 29:41
So let’s go back to the customer customer concern form.
  • Yesenia
29:41 – 29:46
Once we fill out that form we can have it generate or we can set up a generation.
  • Yesenia
29:49 – 29:55
To do we can set up a to do that will set up the person who we assigned that concern, too.
  • Yesenia
29:56 – 30:03
To follow up on it and for our company, we have a 24-hour follow up on any customer concerns.
  • Yesenia
30:03 – 30:15
And so once that form is submitted then whoever that rep filled out assigned to is going to get a notification right away a text because we did set up that automation where they get a text saying.
  • Yesenia
30:15 – 30:17
Hey, you need to follow up at this client.
  • Yesenia
30:17 – 30:25
Click on the account for more details that can go in there and then follow up the count client so that your customer concerns are not on a backlog or you don’t know.
  • Yesenia
30:26 – 30:28
Status of it they get taken care of right away.
  • Yesenia
30:28 – 30:30
So those two dudes can be automatically created.
  • Yesenia
30:33 – 30:39
And then for text messages, so you are able to send text messages to client at the moment.
  • Yesenia
30:39 – 30:45
They cannot send pictures in through this option or you can also send them pictures.
  • Yesenia
30:45 – 30:55
But the text messaging is an option here and once a client text you back you are able to see that under the alerts section here.
  • Yesenia
30:56 – 31:11
It’ll just let you know you’ve received a text message from so-and-so where you can just click it and then once you click That text message section it is going to bring you kind of a messaging center where you can see all text messages going on and respond here.
  • Yesenia
31:16 – 31:18
So let’s go back to the account.
  • Yesenia
31:23 – 31:32
And then your automations will show up here any automations that you have on this account will show up under the automation section if you do have automations setup.
  • Yesenia
31:35 – 31:41
Everything that we just talked about one of the things we must as the credit card where you can add the credit card on here.
  • Yesenia
31:41 – 31:42
If there’s no credit card on the file.
  • Yesenia
31:42 – 31:45
It’s just going to have the add options or you can just add it.
  • Yesenia
31:46 – 32:07
If you do have accounts that have related properties if this for example count on another property under the billing information if I were to go into the account that secondary account and if Denise wants to use that same account The good thing about it is that you don’t have to ask for that information again.
  • Yesenia
32:08 – 32:10
There’s going to be a button right here.
  • Yesenia
32:10 – 32:14
That’s going to say use Master accounts billing information.
  • Yesenia
32:14 – 32:21
Once you click on that everything from the master account billing wise is going to transfer over to the secondary account.
  • Yesenia
32:21 – 32:23
So you don’t have to ask the client again for that information.
  • Yesenia
32:23 – 32:24
I’ll just transfer over.
  • Yesenia
32:26 – 32:34
For the credit card option to edit credit cards make sure that it that you are getting that information.
  • Yesenia
32:35 – 32:38
Even if the client is just updating the expiration date.
  • Yesenia
32:38 – 32:40
You do need to have that card information again.
  • Yesenia
32:43 – 32:48
You can also update the billing address through the edit section here.
  • Yesenia
32:50 – 32:54
Once you do that so that you don’t have to re-enter it again here.
  • Yesenia
32:54 – 32:56
You can just click on use billing information here.
  • Yesenia
32:57 – 32:58
Once I click on this link.
  • Yesenia
32:58 – 33:00
It’s just going to update whatever is on the account.
  • Yesenia
33:04 – 33:07
And that will transfer over into this section here.
  • Yesenia
33:08 – 33:18
And then everything under the custom Fields will show up here for the details and then way at the bottom you have your photo gallery attachments mobile attachments and all.
  • Yesenia
33:19 – 33:30
These are pictures that are attached either from the field or attachments that are attached in house that could include your estimates that could include before and after pictures.
  • Yesenia
33:31 – 33:34
Whatever that may be what I’ll be attached here.
  • Yesenia
33:38 – 33:46
From send option you’ll have the option to send the client the email you’ll have the clients and the option the text message under the more option.
  • Yesenia
33:46 – 33:48
You can show client on map.
  • Yesenia
33:48 – 34:00
So for routing purposes, if you’re trying to give this client a date or a day of the week that were there and the time frame you can pull it up directly from here and it will show you where they’re located.
  • Yesenia
34:03 – 34:04
Under the more section here.
  • Yesenia
34:04 – 34:06
You can also add products.
  • Yesenia
34:06 – 34:12
You can look at the account statement the customer balance report the history report view audit Trail in Council client.
  • Yesenia
34:12 – 34:17
So the audit Trail you can just see the history of who has changed one on the account.
  • Yesenia
34:17 – 34:31
And this is only for them the main Account Details that I will show you if you’re looking for history on a job, then you would have to go through history pull up the actual job that you’re looking for history.
  • Yesenia
34:31 – 34:37
On and once you pull that up, you can go to more and view the audit Trail on that job.
  • Yesenia
34:37 – 34:44
So you can see who was clocked in who clocked out who created the job who updated the job and so forth.
  • Yesenia
34:47 – 34:49
So those are your options here on your client count.
  • Yesenia
34:49 – 35:01
If you are cancelling your client, you can also have a report in regards to cancel client, which is a great way to find out why your clients are canceling so you can make a you can select the option here.
  • Yesenia
35:02 – 35:03
Just deactivate the account.
  • Yesenia
35:03 – 35:05
When you deactivate an account.
  • Yesenia
35:05 – 35:07
You do not lose the account.
  • Yesenia
35:07 – 35:11
It just goes on a deactivate status where you cannot add a job you can add up.
  • Yesenia
35:11 – 35:13
You cannot add payments.
  • Yesenia
35:14 – 35:20
Then if the client decides to keep the service, all you would do is just go back to more inactivate clients.
  • Yesenia
35:22 – 35:23
Any questions so far?
  • Yesenia
35:30 – 35:36
Okay, so let’s go to scheduling.
  • Yesenia
35:38 – 35:44
So we do have different service for scheduling for scheduling.
  • Yesenia
35:44 – 35:47
We have the option to create a recurring service.
  • Yesenia
35:48 – 35:51
One-time Services waiting list job service.
  • Yesenia
35:51 – 35:58
You also have your package options and you will find that all under add a job here.
  • Yesenia
35:59 – 36:07
So you’ll have all of your job options here for the recurring Services if I am.
  • Yesenia
36:07 – 36:25
A recurring job and as I mentioned before when I was in the lawn care industry there we had our weekly and by weekly schedule and then we had our bi-weekly odd bi-weekly Monday odd bi-weekly Monday even where we can see where that client fits.
  • Yesenia
36:25 – 36:27
We would generate our recurring schedules.
  • Yesenia
36:29 – 36:36
So we would have our bi-weekly schedules here and select the appropriate one based on the client’s location.
  • Yesenia
36:37 – 36:45
In the actual job If you’re wanting more than these like I said with the older company, we had that even and odd weeks.
  • Yesenia
36:45 – 36:55
So we had the bi-weekly Monday on bi-weekly Monday, even you can generate those under your settings any jobs that you have under the recurring service.
  • Yesenia
36:55 – 36:58
They do need to be renewed every year.
  • Yesenia
36:58 – 37:11
So once it and you will get an alert here where it will tell you that your job is going to expire but if you hum and generated those that’s going to be under your scheduling.
  • Yesenia
37:15 – 37:18
And that’s going to be under your master schedules.
  • Yesenia
37:22 – 37:28
So here you just go to add a schedule and you can name it for example, I’ll do.
  • Yesenia
37:31 – 37:33
Bi-weekly, and I’ll call it even.
  • Yesenia
37:35 – 37:47
And you can add a description if you like make sure this is selected as active and then you can do bi-weekly even Monday’s for examples and then I would just do bi-weekly Monday.
  • Yesenia
37:47 – 37:54
So I would have to select here all of the every other Monday on the calendar.
  • Yesenia
37:55 – 38:01
I would save and generate that here and what that is going to do is going to generate a schedule based on what I have here.
  • Yesenia
38:02 – 38:10
So all of these days will be generated under the bi-weekly even Monday schedule when I attach that schedule to the account.
  • Yesenia
38:10 – 38:16
So the client account now it will show up down here as this is this client is assigned to this schedule.
  • Yesenia
38:17 – 38:32
So whenever it is time for me to renew that schedule, I will know how many clients I have under that schedule and just click on a button to renew it and will renew their schedule for the following year and you can have them all if then that’s if they are under that auto-renew.
  • Yesenia
38:32 – 38:32
Option.
  • Yesenia
38:38 – 38:47
If you go into this section here, you will see that it does pull up the last five clients that I had interaction with.
  • Yesenia
38:47 – 38:52
So it makes it easier to go back to an account that you were working in instead of having to search for that client again.
  • Yesenia
38:59 – 39:10
So for that recurring service, once I select that schedule I can select the type of service that is going to happen in that by weekly schedule.
  • Yesenia
39:10 – 39:20
So if I have and I’ll just use one of these let’s just do landscape design if I have that this service going on bi-weekly every Thursday.
  • Yesenia
39:20 – 39:24
I do have to select the initial start and the start recurring date.
  • Yesenia
39:24 – 39:33
You can also select who you want to assign that to what this will do is It will assign it to that team for all of the bi-weekly service.
  • Yesenia
39:34 – 39:39
However from the dispatch board or from the all upcoming on the client service.
  • Yesenia
39:39 – 39:40
You can change that.
  • Yesenia
39:40 – 39:47
So for example, if green team is not here today, then you can update it to Blue Team.
  • Yesenia
39:49 – 39:52
And then you can do that based on the dispatch border on the client account.
  • Yesenia
39:54 – 39:59
Here, you’ll put the rate of this service and the budget and hours.
  • Yesenia
39:59 – 40:17
If you are using budgeted hours, this was just updated make sure that you are switching the team size because if I do nine hours and if I didn’t the nine hours and I leave the team size as one it might recognize depending on how the settings are set up.
  • Yesenia
40:17 – 40:23
It might recognize that nine hours is going to take one person of fold.
  • Yesenia
40:24 – 40:33
A but really because we’re a team of for the budget hours are not really nine because we’re going to be there for less time.
  • Yesenia
40:33 – 40:39
So what what I do is I update the budgeted hours here based on how many team members I have.
  • Yesenia
40:39 – 40:45
So if I have a team of 2 and this job is really going to take nine hours.
  • Yesenia
40:45 – 40:47
Then I would update that to 18.
  • Yesenia
40:47 – 40:49
So it recognizes that they are going to be there for nine hours.
  • Yesenia
40:50 – 40:53
But if it is going to be nine hours nine.
  • Yesenia
40:53 – 40:55
Nine hours split into the four teams.
  • Yesenia
40:55 – 40:58
Then I have to update to True hours on here.
  • Yesenia
41:00 – 41:05
Otherwise just stay here will change to how many days you have it depending on your settings.
  • Yesenia
41:05 – 41:09
You can also do start and end time but this can be updated when you’re routing the schedule.
  • Yesenia
41:09 – 41:16
So you don’t have to do that start and end time if the client also has any discounts applying to this service.
  • Yesenia
41:17 – 41:19
You can also add the discount here.
  • Yesenia
41:21 – 41:23
You would select the discount type.
  • Yesenia
41:24 – 41:34
And if you already have your discount set up you can have it automatically have a rate per discount or it can populate as 0 or a percentage.
  • Yesenia
41:34 – 41:37
So if it’s at zero, you just have to manually put in.
  • Yesenia
41:37 – 41:41
So for example from offering a 10% service off their account.
  • Yesenia
41:42 – 41:46
I can’t really have a number here.
  • Yesenia
41:46 – 41:50
I would have I would have to do a percentage of whatever that service.
  • Yesenia
41:52 – 41:54
So that it calculates based on the rate.
  • Robert Cain
41:55 – 42:01
And if we had a quick question from Kevin come in he asked on a recurring mowing schedule.
  • Robert Cain
42:01 – 42:08
How do you work around rainy days and sticking to a strict schedule and you know and being able to easily reschedule my client.
  • Yesenia
42:09 – 42:24
So for a rainy days would you would have to reschedule clients, but you can either notif notify them individually by phone calls or you can send a bulk email about the the rainy day but to reschedule them you can also bulk.
  • Yesenia
42:25 – 42:39
Schedule and that’s going to be through the dispatch board, which I’ll show you here in just a minute but through the dispatch board you can set up or you can pull up a list of clients that you have.
  • Yesenia
42:39 – 42:41
Let’s say, it’s Monday and it’s raining.
  • Yesenia
42:41 – 42:50
I can’t service any of these properties once, you know the date to reschedule you can select all of those properties and move them over to a different day.
  • Yesenia
42:50 – 43:06
However, that may likely affect the remaining of your schedule because you’re likely going to have Tuesday Wednesday, Thursday and Friday service, what we used to do is we would push back everybody a day based on the the weather and based on the schedule.
  • Yesenia
43:06 – 43:24
It depends how your company operates on how that you want to work that but there were times that they were able to get maybe five or six lawn services done where we didn’t have to move over a full schedule and because they were using their tablets we were able to see which ones were completed in real time.
  • Yesenia
43:25 – 43:31
And so we would just call the remaining schedule and get those moved over instead of moving those over individually.
  • Yesenia
43:31 – 43:35
We would move those over in bulk.
  • Yesenia
43:35 – 43:35
Now.
  • Yesenia
43:35 – 43:43
One of the things that was in our terms and conditions is that if we do move your service, the remaining of your services does not change.
  • Yesenia
43:43 – 43:51
So if this client is on a bi-weekly Monday and we don’t because of rain we are not able to get to them until Wednesday.
  • Yesenia
43:52 – 43:54
That means we’re still going to come back on Monday.
  • Yesenia
43:54 – 44:03
And so that’s one of the things that of course you would have to be upfront with your customer that if if you do need to make changes, this is your set schedule.
  • Yesenia
44:03 – 44:12
So we need to make any changes just let us know but I’ll show you here how to bulk edit so that you can move all of those over into a different day and not having to go through each account.
  • Robert Cain
44:13 – 44:16
I’m also heard a couple other ways of doing that.
  • Robert Cain
44:18 – 44:24
I’ve heard of companies letting their clients know that they’re still going to come out and it’s going to get messy and there’s still going to be there still.
  • Robert Cain
44:25 – 44:32
Mo but I think at the end of the day like if you have you know, four consecutive rainy days that could become a problem.
  • Robert Cain
44:32 – 44:51
So this might be something that you’d want to include in the terms and conditions with your clients, you know that there could be different weather conditions that can impact your schedule but you know, you’re on an agreement with us, so you’ll be you know will continue to charge you as normal.
  • Robert Cain
44:51 – 45:06
So I think there’s a couple different ways to tackle that but you really got to think about you know, the frequency of rain and how that will impact your business and what you’re willing to accept in terms of, you know, either missing appointments or missing payments.
  • Yesenia
45:08 – 45:08
Right.
  • Yesenia
45:11 – 45:11
And.
  • Robert Cain
45:11 – 45:16
Another question come in can an automation put a job on a waiting list?
  • Robert Cain
45:18 – 45:22
As far as I know I don’t think that there’s a way to do that.
  • Robert Cain
45:22 – 45:24
Have you seen anything like that you saying.
  • Yesenia
45:26 – 45:26
Now?
  • Yesenia
45:27 – 45:29
I honestly I don’t think there is a way.
  • Yesenia
45:31 – 45:32
Let me think.
  • Robert Cain
45:34 – 45:39
Yeah, well, I’ll I’ll write that question down Justin’s going to be on at the end of this call as well.
  • Robert Cain
45:40 – 45:43
It’ll be something that we can have him but I don’t think there’s a way to do that.
  • Yesenia
45:43 – 45:48
Yeah, I don’t think a job can be entered through an automation.
  • Yesenia
45:50 – 45:51
So here we’re going to.
  • Yesenia
45:54 – 46:01
Cancel this so that we can go through waiting list jobs really quickly just to touch base on this one.
  • Yesenia
46:01 – 46:07
The waiting list jobs just basically means that this job that we’re entering is going to be put on a waiting list.
  • Yesenia
46:08 – 46:15
Where are you can pull up that list and based on the start time that you have it you’ll call that client to schedule that service.
  • Yesenia
46:16 – 46:29
So for the long care what I used to use waiting list for is that one time bed and brush service where we would go in trim the bushes clean up the yard, that’s mainly for your winter season depending on how how you work.
  • Yesenia
46:30 – 46:37
But I’ve also seen it done for snow for this no cleanups and all of that as waiting list jobs.
  • Yesenia
46:38 – 46:44
So for waiting list jobs as soon as I put in a job here, What just pad?
  • Yesenia
46:48 – 46:49
Fall cleanup.
  • Yesenia
46:51 – 47:01
So would you want to select the start date that it’s going to show up on the waiting list if I have the start date selected for next month’s the will have from the month.
  • Yesenia
47:01 – 47:05
We need to complete that by February at the end of February.
  • Yesenia
47:05 – 47:16
So whenever I pull up my waiting list this job is going to show up as ready to call and ready to get on schedule when I save this service.
  • Yesenia
47:16 – 47:22
It’s going to show up under your all upcoming but the type here is going to be The waiting list type.
  • Yesenia
47:22 – 47:34
So when you are dispatching that job you need to make sure that you are changing the Status to dispatch and then selecting the right date that you agreed with the client.
  • Yesenia
47:34 – 47:39
Otherwise when you do change it to dispatch, it’s going to select same day if you don’t update it.
  • Yesenia
47:44 – 47:53
And then the waiting list job is just here under scheduling waiting list and anything that’s on the waiting list will show up here.
  • Yesenia
47:55 – 47:57
You can also filter your waiting list.
  • Yesenia
47:58 – 48:03
So if you want to only see a specific service, it’s time to call those file cleanups.
  • Yesenia
48:03 – 48:18
Then I will just put fall Cleanup in here and I will only see fall cleanup show up so that I can see when I am able to call it and you can use The section here to to search for the clients.
  • Yesenia
48:18 – 48:24
So if I want to see everybody through January 31st, it’s going to show me everybody waiting through January 31st.
  • Yesenia
48:26 – 48:31
The good thing about the dispatch board just to touch base on it really quickly is that you can save your views.
  • Yesenia
48:31 – 48:39
So if you want to save this view as a waiting list fall cleanup, you can just create a view here and type in waiting list fall cleanup.
  • Yesenia
48:39 – 48:54
So whenever you go back into the dispatch board, you don’t have to re filter you can just go through here and select that service well with that dispatch board option, which will show up under here so you can easily access your fall cleanup waiting list.
  • Yesenia
49:01 – 49:09
When you’re scheduling Services, if you do any products on your jobs, you can also add the products through here.
  • Yesenia
49:09 – 49:14
You do have to set it up in your account, but you would set it up.
  • Yesenia
49:20 – 49:22
So from here you can do the add a service.
  • Yesenia
49:22 – 49:29
I don’t think I’m not sure if this one has products, but you can add products for example if they’re doing.
  • Yesenia
49:31 – 49:36
Let’s just say let’s just do a dethatching if they’re doing that service.
  • Yesenia
49:36 – 49:54
You can add products to that service from here and it is going to add that line item right underneath it where you can add those different types of products to that service so that when your Tech goes out there and he sees he has that deep that detaching service.
  • Yesenia
49:54 – 49:59
You’ll see the products listed that he has to take with him and that will be all build.
  • Yesenia
50:00 – 50:07
And based on your terms that can be taxable or not, but you can’t add the taxes on there.
  • Yesenia
50:07 – 50:12
And then once it’s filled it is going to Bill everything that you see listed here in complete it.
  • Yesenia
50:13 – 50:23
And I see a lot of companies also use the waiting list job for recurring quarterly Services where it’s not it’s only a one-time deal with the client.
  • Yesenia
50:23 – 50:32
They only want this year service, but they don’t want anything else in the future that use the waiting list jobs and they just add them on here.
  • Yesenia
50:32 – 50:39
So if this client wants to service multiple times a year, then they would add an additional service this time.
  • Yesenia
50:39 – 50:47
We’re going to change that from May to May 30th oops.
  • Yesenia
50:50 – 50:56
I’ll make 31st so that this second service will not show up until this time frame on the waiting list.
  • Yesenia
50:56 – 51:07
So now you know, which other clients to call you can also set up to do so reminders to remind you when it’s time to call clients on the service.
  • Yesenia
51:12 – 51:16
And that’s how you can add the products to the job and then for contracts.
  • Yesenia
51:17 – 51:33
So if you want to associate that like I was mentioning the services into a contract you can add them through here where you can select the and you can call this whatever you would like, but you can select the start and end dates.
  • Yesenia
51:33 – 51:41
So from let’s just say January 1st through the end of the year.
  • Yesenia
51:42 – 51:49
I’m just letting them know that through this service as any time that these services that we will select are completed.
  • Yesenia
51:49 – 52:06
They will go under this contract and that could be we can name our name the contract whatever we like and then you can enter your services here what they what you want invoiced and then your default services.
  • Yesenia
52:06 – 52:11
For example, if I want the clean gutters under this.
  • Yesenia
52:17 – 52:19
I am going to use ours.
  • Yesenia
52:19 – 52:22
Let’s just name it the quarterly cleanup service.
  • Yesenia
52:29 – 52:41
And the default service is going to be the cleaning gutters, then we will select the invoice and when how much were billing for the service and I’m not sure how much that cost but I’ll just put a hundred for now.
  • Yesenia
52:42 – 52:49
You can select the billing day of the month when you want it build whether it’s at the beginning of the month the middle of the month or the end of the month.
  • Yesenia
52:49 – 52:56
I will suggest that you select different days for your contracts just Of your payments coming in.
  • Yesenia
52:56 – 53:03
You just don’t want to bulk it into one day specifically you want to make sure that you have Revenue coming in different days of the of the month.
  • Yesenia
53:03 – 53:09
So you can select the billing day that you want the payment type will go there.
  • Yesenia
53:09 – 53:13
And then once you have all of the services.
  • Yesenia
53:15 – 53:27
Or I have all of the services you’re you’re wanting to generate on under this contract what you once you hit save when this client has Has the let’s just say quarterly fertilization and clean gutter service.
  • Yesenia
53:27 – 53:28
It is all going to go in here.
  • Yesenia
53:28 – 53:30
The system can recognize it where it builds it in bulk.
  • Yesenia
53:30 – 53:33
And it builds it based on what you have set up here.
  • Yesenia
53:33 – 53:47
So we’ll send out an invoice based on your billing day of the month and And send that out to the client so that there are build in bulk here instead of built individually.
  • Yesenia
53:47 – 53:51
And then now you have to collect for one service and then a second service and third service.
  • Yesenia
53:51 – 53:52
How many services you want?
  • Yesenia
53:56 – 54:04
Now to schedule your services again, if you’re they’re all going on the waiting list, you would have to go through your waiting list job.
  • Yesenia
54:05 – 54:18
And then once you pull up that waiting list job, you want to switch it over to status dispatched if that service is not switched over to dispatch is just going to stay sitting there and the tech will never see it.
  • Yesenia
54:18 – 54:24
So just make sure you switch it over to dispatch will go to this through this waiting list drop here.
  • Yesenia
54:25 – 54:31
So when I go to all upcoming This one has a couple of waiting list job.
  • Yesenia
54:31 – 54:34
I think the one that we pulled up was that fall cleanup?
  • Yesenia
54:39 – 54:50
So when I click on the service, I’m going to change that to dispatched and I’m going to select the date that I want that service to be performed.
  • Yesenia
54:50 – 54:57
It will not allow me to save it unless I do select who I want going out there to complete that service.
  • Yesenia
54:58 – 55:07
So once you select the team, you can select save you can put your start and end time here if you already confirmed a time with the client.
  • Yesenia
55:07 – 55:13
And so if I already gave the client a seven to nine time frame, then I will put it on the seven to nine time frame.
  • Yesenia
55:15 – 55:17
But just make sure that that is switch to dispatch.
  • Yesenia
55:17 – 55:23
So whenever you go into your services based on the data selected, you can see it on the dispatch board.
  • Yesenia
55:29 – 55:32
And then going through the dispatch board here.
  • Yesenia
55:35 – 55:43
This is how it will show up that little icon is just going to let us know that it’s been dispatched and then who it’s been assigned to.
  • Yesenia
55:45 – 55:47
You can edit jobs through here.
  • Yesenia
55:47 – 55:49
And that’s one of the things that you can do.
  • Yesenia
55:49 – 55:52
For example, if it is raining is just go here.
  • Yesenia
55:52 – 55:58
If you want to move all of these over to a different day, you can do that.
  • Yesenia
55:58 – 56:03
It is going to move everything you have selected on here to that date.
  • Yesenia
56:03 – 56:13
One of the things that I would caution you on is if you are moving a weekly mowing service from Monday to Tuesday.
  • Yesenia
56:14 – 56:26
What from let’s just say tech tech blue has five stops that we need to move from Monday to Tuesday, but Tech blue already has six stops on their schedule for Tuesday.
  • Yesenia
56:27 – 56:34
I would suggest moving them over and switching them over to a different assignment.
  • Yesenia
56:34 – 56:44
Even if it’s unassigned for now because if they are in areas that are matching then you’re going to have a hard time figuring out which ones were from Monday versus which one’s work.
  • Yesenia
56:44 – 56:48
From Tuesday, you can also move Tuesday’s first to a different day.
  • Yesenia
56:48 – 56:53
But again depending on the day you’re moving it you might have to do that consistently, but I would suggest doing that.
  • Yesenia
56:53 – 56:57
Otherwise, they’re all going to be bowled together and hard to identify.
  • Yesenia
56:59 – 57:05
On the dispatch board, you can see the map view of it.
  • Yesenia
57:05 – 57:11
I’m more of a visual person and many people that are trying are more visual when they’re when they’re going through training.
  • Yesenia
57:11 – 57:16
So here I can see many properties listed, but I would like to see where they’re located.
  • Yesenia
57:16 – 57:25
So when I go to select them all and I go to show map, it’s just going to bring me a list of the properties and their locations.
  • Yesenia
57:26 – 57:27
On this icon.
  • Yesenia
57:27 – 57:31
I can just zoom in zoom out when I click on one of the properties.
  • Yesenia
57:31 – 57:39
It’s just going to tell me the services that they have going on and the client name where you can also click on the client account from here.
  • Yesenia
57:40 – 57:49
If I needed to change this property to a different technician, I can do that.
  • Yesenia
57:49 – 58:03
I can either go through the client account and go to all upcoming go through the service order edit the assigned to or I can just click on that one and assign it to somebody else.
  • Yesenia
58:03 – 58:10
So once I click on assigned I hit update it’s only going to update this guy here because that’s the one I have clicked on.
  • Yesenia
58:10 – 58:16
Even if I have select all of them here if I’m doing it through here, it’s just going to update the one I have selected.
  • Yesenia
58:21 – 58:24
You can also route your schedules from here.
  • Yesenia
58:24 – 58:29
There’s a couple of options for routing you can do your manual routing.
  • Yesenia
58:30 – 58:33
You can do your group stops optimize stops.
  • Yesenia
58:33 – 58:42
Again, those those are going to be your main ways of routing optimize stops is going to be if you have that Google routing option.
  • Yesenia
58:42 – 58:45
It’s just going to optimize the based on Google Google routes.
  • Yesenia
58:47 – 58:52
Group stops are just going to be grouping the ones near together and put them putting them in order.
  • Yesenia
58:52 – 59:01
And then manual if you have a certain way of rounding these schedules, then you want to go ahead and click on manual because you can get to drag-and-drop where you want them.
  • Yesenia
59:01 – 59:07
So if I go to actions manual here, it’s going to allow me to drag and drop these schedules as soon as I drag one over.
  • Yesenia
59:07 – 59:13
It’s going to list these numbers over and it’s going to name them up here on the map.
  • Yesenia
59:13 – 59:16
So I know that that one is this property here.
  • Yesenia
59:16 – 59:19
Five is going to be this one down here.
  • Yesenia
59:21 – 59:35
There’s a couple heading down here but you’ll see that all of them have numbers if your map is not showing numbers then just click on show route order to the left because sometimes they do show up blank where it does not show the route on my route order.
  • Yesenia
59:35 – 59:37
You just have to click show route order here.
  • Yesenia
59:38 – 59:46
Also, if you are not seeing your tabs of your different texts, so here I only have assigned to manager and also have an office admin.
  • Yesenia
59:46 – 59:51
But if I wanted to see only office admin, I can go through tabs that are listed here.
  • Yesenia
59:53 – 01:00:13
And I’m not sure why it’s not showing it’s probably because this one maybe it’s not might be a to do not a job, but here it would show up all of the different tabs of different text so I can toggle between them and just look at individual schedules and get them routed in order.
  • Yesenia
01:00:14 – 01:00:18
You can also add additional options on your dispatch board.
  • Yesenia
01:00:18 – 01:00:32
So if you’re going through and you’re single, I want to want to look look and see budget hours or you can go through the column section here and you can see what options you have available.
  • Yesenia
01:00:32 – 01:00:39
So the closeout day here is just going to give you your start and end time your clothes out day is mainly used.
  • Yesenia
01:00:39 – 01:00:51
If you do commission reports or your sales team, you’ll be able to see if this job was profitable or not based on the clock in and clock out and you can also export this so you’ll be able to manage it as well.
  • Yesenia
01:00:53 – 01:01:02
But I’ve seen it used for for commission purposes where I can see this job was only budgeted for five hours, but they took seven I can see the clock in and clock out and how many men were on the job.
  • Yesenia
01:01:02 – 01:01:05
That’s after they have already completed the job.
  • Yesenia
01:01:05 – 01:01:11
But you do have the option to update your dispatch board and your view.
  • Yesenia
01:01:11 – 01:01:16
So if I wanted to make sure that this view that I’m looking out keeps the closeout date.
  • Yesenia
01:01:17 – 01:01:27
I just have to save the view here whether it’s creating it or just saving the view I She have so that any time I pull up this view from the dispatch board.
  • Yesenia
01:01:27 – 01:01:31
It’s always going to pull the start and end of just your clothes out days.
  • Yesenia
01:01:34 – 01:01:42
If a client does want to cancel the service you can go through the client account to cancel.
  • Yesenia
01:01:42 – 01:01:46
You can also cancel it from here to cancel.
  • Yesenia
01:01:46 – 01:01:53
You can either click on the actions and then cancel dispatch.
  • Yesenia
01:01:53 – 01:01:56
You can also cancel the job altogether.
  • Yesenia
01:01:56 – 01:02:08
So canceling the dispatch is not going to cancel the job the job will now go back to the waiting list or whatever service you had it but Going to go in pending status the job will still be there.
  • Yesenia
01:02:09 – 01:02:12
If you need to cancel the job altogether, then you would hint cancel job.
  • Yesenia
01:02:12 – 01:02:17
This is going to take it off the waiting list so that you don’t see it under all upcoming.
  • Yesenia
01:02:19 – 01:02:21
You can also click on the icon.
  • Yesenia
01:02:22 – 01:02:24
So if you click on the icon here.
  • Yesenia
01:02:26 – 01:02:30
You can change the status to cancel dispatch or cancel the job.
  • Yesenia
01:02:31 – 01:02:46
You can also if you’re doing your routes manually, if you don’t have your cruise clocking in and out you can clock in and out for them or put in the start and start and end time for them here.
  • Yesenia
01:02:47 – 01:02:56
So if you know that and at the the mowing company we used to do this often because we wanted to see how long these Services were taking.
  • Yesenia
01:02:56 – 01:02:59
We’re taking the curse so that we know that we’re Billings the client properly.
  • Yesenia
01:02:59 – 01:03:00
We used to base.
  • Yesenia
01:03:00 – 01:03:04
Our the our lawn mowing prices are based on square footage.
  • Yesenia
01:03:05 – 01:03:10
So if I was billing client the pricing for a small yard, but I really needed to build for a medium.
  • Yesenia
01:03:11 – 01:03:23
We would probably know this based on the time that the crews were taking at the property, but the only way to track it when we did not have our mobile mobile devices was through paper where they would just write down.
  • Yesenia
01:03:23 – 01:03:26
We were there from 7:00 to 7:30.
  • Yesenia
01:03:26 – 01:03:28
T and we would put it into the system.
  • Yesenia
01:03:28 – 01:03:48
So now we’re telling them we would tell service autopilot that this job took 30 minutes for them to complete it and they’ll save it into the system and then you can once you put in all of your times here you can go to actions and then complete your job so that there are invoice to based on the pricing that therefore.
  • Robert Cain
01:03:49 – 01:03:51
We have that we have another quick question.
  • Robert Cain
01:03:52 – 01:03:56
Sa going to turn the time back to red when the bus hit time goes.
  • Robert Cain
01:03:56 – 01:03:58
You any feedback on the matter?
  • Robert Cain
01:04:03 – 01:04:08
Service autopilot going to turn the time back to red when the budget time goes over.
  • Yesenia
01:04:09 – 01:04:13
I have not seen it turned to red.
  • Yesenia
01:04:15 – 01:04:19
You could probably set up an alert.
  • Yesenia
01:04:20 – 01:04:21
Actually.
  • Yesenia
01:04:21 – 01:04:26
I think you can so what we have set up at our at the current company.
  • Yesenia
01:04:26 – 01:04:29
I’m on is when the budget hours are not met.
  • Yesenia
01:04:29 – 01:04:44
It sends we set up an automation where it sets up an alert to the field manager and the arborist which is a salesperson to the salesperson letting them know this job is underbid, but I have not seen it go.
  • Yesenia
01:04:45 – 01:04:47
Read at least not on the dispatch board.
  • Yesenia
01:04:47 – 01:05:00
There may be another report that I’m not aware of where it does show up a different color if it is, but if the budget hours are not met but on the dispatch board, I’m not sure I’ve seen that.
  • Yesenia
01:05:07 – 01:05:12
If your dispatch board is not showing up anything on the map just make sure you have them selected.
  • Yesenia
01:05:12 – 01:05:15
I see that over and over where they’re like, I don’t see anything on the map.
  • Yesenia
01:05:15 – 01:05:17
Just make sure you have everything selected on here.
  • Yesenia
01:05:23 – 01:05:27
You can also update assignments through here.
  • Yesenia
01:05:29 – 01:05:40
I think I already showed you guys how to do that the edit jobs and then assignments through the that option or clicking individually and just clicking one at a time through there and updating them.
  • Yesenia
01:05:43 – 01:05:46
Any questions on the customer account or the dispatch board?
  • Yesenia
01:05:55 – 01:05:58
Okay, so let me go through.
  • Yesenia
01:06:01 – 01:06:10
I’m not sure if that does everybody use mobile and let me move this over so I can see does everybody use Mobile on.
  • Yesenia
01:06:11 – 01:06:12
For their company.
  • Yesenia
01:06:19 – 01:06:23
So if you already use mobile, then you probably don’t print schedules.
  • Yesenia
01:06:23 – 01:06:29
But if you do print schedules you do you can print them through here.
  • Yesenia
01:06:29 – 01:06:54
We usually do that only when our one of our tablets goes down or if we have a broken tablet, and we’re waiting on a tech to or the to get it replaced for the tech, but you can print them through here and you have different options as how to overwrite the work order for Matt so if I wanted a more condensed route.
  • Yesenia
01:06:54 – 01:06:58
I can do the condensed route where it’s just going to pull up everything simpler.
  • Yesenia
01:07:03 – 01:07:07
Let me go back to the dispatch jobs here.
  • Yesenia
01:07:07 – 01:07:10
You can also see on your dispatch board.
  • Yesenia
01:07:10 – 01:07:13
You can see a you can you don’t have to go by date.
  • Yesenia
01:07:13 – 01:07:17
You can go through and see a week’s time of service.