So you've just signed up for your free trial of GeoOp - welcome!
Now you want to get things moving - setting up company details, staff members and clients. You want to create some jobs and see how it all comes together for your business. What can GeoOp do for you? We think you'll find out very quickly the amazing benefits GeoOp will provide to your business, but first you need to spend a short amount of time making sure GeoOp is set up in the right way for you. Well thought out set up is invaluable when taking on a new system - how many staff do you want to add straight away? How would you like to arrange and filter those staff? What Job Status' options do you need to set to best match your businesses workflow?
In this article we'll have a look at all the areas you'll need to pay some attention to, in order get started effectively. Hopefully the short time you spend now will leave no doubt to the benefits GeoOp provides, and set you well on the path to time and money-saving mobile workforce management.
Firstly, though this article will always be here for your reference, we'd like to recommend you also sign up for one of our Webinars. We provide free, 1 hour sessions, for new and existing clients. It's a visual overview that demonstrates the ease with which you can take control of Job management, through both the website and the mobile applications, and also an opportunity to get a few tips and ask questions.
GeoOp Setup Wizard
To help you along with setup, we've integrated a setup bar into the Company Settings main pages. This subtle tool will help identify any key setup areas you've not yet engaged with, then nudge you to those pages. If you don't need to activate or use the any of the features, simply skip those stages as required. Once you're done, the wizard won't show again.
Getting Started Checklist
The following areas will be discussed broadly below, with links to full overviews of each feature:
- Account Settings
- Adding Clients
- Adding Staff
- Creating Jobs and Scheduling
1. Account Settings
Your Account Settings is where it all starts. Though settings are certainly not the most glamorous area of GeoOp, the minutes taken to review the main options here, and set them correctly for your business, will reap benefits in time and efficiency later on.
In Account Settings you have familiar fields to add company details and set key customisation options, like Quoting on your Jobs, Job Copy & Template functions, or date defaults. You can view further instructions on general Company Account settings here.
Also within Company Settings you have a sub-tab to manage quotes and documents. This is where you can enter and format document content like Quote body and footers. See Managing Quotes and Documents.
On another sub-tab you have the option to customise Job Status tags. Your first Job Status tag is attached to each Job when it is created, then the tags can be updated throughout the progression of the Job to quickly identify at what stage a Job is at. They are also used in searches, filters and reporting in GeoOp. When a Job is set as one of the final (grey/silver) status options, the Job is complete and should be sent for invoice. As a default there are a set of 4 statuses you can use, but this is an opportunity to instead use a set of Job progression tags that match your workflow exactly.
On the Staff Roles tab you can create specific roles for each Staff title, or group of Staff (eg 'Plumbers'), and attach to each role a set of security permissions. Staff Roles are not Staff records themselves, but merely the role they perform. You can assign a role to multiple Staff members and define the access they have to data and functions within GeoOp. On the Charges tab you can set activities and Charge Rates your Staff will use whilst on Jobs, and each rate can be assigned for use by one or multiple Staff members. They can even by applied for use on specific Clients only. See Staff Roles and Permissions or Staff Rates and Activities for more details.
The Workgroups tab features another useful way for you to organise your Staff, without going to the greater lengths of defining roles for them. Workgroups are essentially tags for sets of Staff, to enable sorting, filtering and selecting in some areas of GeoOp, and can be defined to best suit your business.
Integrations are pre-defined links between one program and another, to enable data sharing and communications between them. The Integrations you create from GeoOp will help with both the initial set up and enable ongoing efficiencies your business will benefit from. So any possible Integrations should be set very early in the process, and certainly before you create any clients as these can be imported as part of the integration process.
The main Integrations GeoOp provides at present are with Xero, Freshbooks and Unleashed. Integration with accountancy services like Xero and Freshbooks brings great time saving advantages to your Job management process, whereas an Integration with an inventory management service like Unleashed boosts the productivity of both your on-site Staff and office functions, and aids accurate job costing. Further details on all Integrations can be found here.
3. Adding Clients
Adding Clients is very easy, particularly so if you import Client records as part of an Integration (as discussed above). You can also import clients via CSV files, or manually add them as required. Full details on Adding Clients can be found here.
GeoOp's Client records are not intended to be a replacement for a fully-functional CRM, as CRM requirements are broad and varied across industries. The data entered on a Client record purely provides enough functional detail to support GeoOp's wider Job Management functions. Some users utilise Client records as 'sites', linking them to a billable 'head office' record via the Billing Client field. Click here for more details.
4. Adding Staff
Adding Staff can be a very simple process, completed in a few basic steps, or controlled in a more deliberate and detailed way. You can use whichever suits your purpose - perhaps the size of your business might be a relevant factor. When Staff members have had their Staff records created, they will be assigned usernames and passwords, and can download the GeoOp app for their mobile devices. Full details on Adding Staff can be found here.
Further tutorials for using the GeoOp mobile app can also be found on this Knowledge Base, along with links to simple and brief step-by-step YouTube videos. You can email these links to Staff so they can watch them anytime on their mobile devices. This will help ensure all mobile staff get started in the right way, and get the most out of GeoOp for your business.
5. Creating Jobs and Scheduling
Creating Jobs is what GeoOp is all about. The options you've tailored, the Clients and Staff created, and the ways you've defined them through Staff Roles, Workgroups etc, all serve to making Job creation and assignment an intuitive and rewarding process. See Managing Jobs in GeoOp for a full overview.
To create Jobs you have a few options available to you, to suit the way you work. You can directly create a Job by entering details into the Add Job screen, or, as many users are discovering the value of, you can use the Scheduler. The Scheduler provides a Job creation and assignment tool in calendar views. See Adding Jobs and Scheduling Jobs for more details.
Now you've got the key GeoOp settings covered, set up your Clients and Staff, and created and scheduled Jobs, perhaps you'd like to follow these next key steps for using GeoOp: