iPhone: Getting Started

Before you install the iPhone app you will need to configure the features you or your engineers’ require. This will depend on the size of your company and your company policy.

The CommuSoft app has been designed so that you can control how you want each engineer to manage his jobs on the move.

You can configure each engineers setting and control the amount of job information he can view and if you want them to book and re-book jobs, create invoices from site and view customer information..

The above features are all turned off by default (unless you are a sole trader).  If you feel you or your engineers need these features you can turn them on for all or individual engineers.

To switch these features on:

  1. Click on ‘Your Business’

  2. Click on  ‘Employee(s)’

  3. Click on the employee’s name.  

  4. Click on ‘mobile settings’ tab

  5. Change the settings

Note: You will need to alter the settings for each engineer.

Once you have tweaked your settings it is time to familiarise yourself with the iPhone app

 

Once your iPhone app is installed you have a number of options which will depend on your situation and size of company.

 

What are the options?

 

CommuSoft has designed the iPhone app to be flexible and includes a lot of features which not all companies may require.

 

  • Adding customers/agents/tenants from your iPhone

  • Booking in diary events on your iPhone

  • Searching for any customer/tenant in the database

  • Invoicing from your iPhone

  • Emailing from your iPhone

 

The above features are all turned off by default (unless you are a sole trader).  If you feel you or your engineers need these features you can turn them on for all or individual engineers.

 

To switch these features on simply go to ‘Your Business’ -> ‘Employee(s)’ and click on the employee’s name.  From here click on the ‘PDA’ tab at the top.  This will display a number of settings which will allow you to customise the mobile system for your engineer.

Note: You will need to alter the settings for each engineer.

 

Once you have tweaked your settings it is time to familiarise yourself with the iPhone app.



I’m a sole Trader, how do I use the iPhone?

 

The iPhone app is designed to manage your diary, therefore once you have logged into the application the first thing you will see is today’s diary.  From here you can view future days by using the forward and backward arrows.


Can I see yesterday’s diary?

In order to guarantee that your iPhone quickly syncs up with the server and you aren’t left waiting, we only send today’s diary and future diary events by default.  To change this login on the PC and go to Your Business > Employees > click on the name of the person you want to change this setting for > Click on Mobile Settings (tab) and change the drop down 'send past jobs' to a number.  The greater the number the more past jobs we'll sync (however, the slow the sync will take).

 

What do I do when a customer rings?

 

Let’s say Mr Smith, a long time customer, rings and asks you to visit his house to complete an annual service.  You will be able to put Mr Smith on speaker phone while you open the CommuSoft app on your iPhone.  You will immediately be shown your diary and can see your next available date/time by using the arrows.   Click on the + icon to book Mr Smith into your diary.  

 

On the ‘add diary’ form you can select either a morning/afternoon slot or you can choose an exact start and end time.  Click ‘Next’ in the top right corner.  You will then be asked whether it is an Existing Address, New Address, Normal Event or Rebook.  Mr Smith is an existing customer so we simply click ‘Existing Address’ and click next in the top right corner.

 

If, however, Mr Smith was not an existing customer then click ‘New Address’.  The next form asks you whether the address is a customer, company or tenant.



If the address is a New tenant, select new tenant and click next.  You will be given the option to search for the landlord/agent or add ‘New Landlord’ (bottom right corner there is a button).

 

Once you have searched for or added the address you will be asked to type in the job details, a description and any further notes relating to the job.  There is then two drop down options.  If the job is an annual service, gas certificate or any type of job that is done on a yearly basis then select from one of the drop down boxes the type of service.  If the job is, for example, a Gas Certificate and Boiler service, select Gas Certificate from one drop down and Boiler Service from the other.



The reason for this is the software will automatically update your service reminder system and will send this customer a letter/email/sms when their next service reminder is due.

 

My company has office staff, how should my engineers use the iPhone?

 

If you have an office person booking in jobs then engineers will be sent in real-time events booked by your office staff into their diaries.  This will give your engineers the customer details, job details, telephone numbers, appliance details and job history.



Viewing job/address information

 

From the diary you will be able to tap into a job to view the details.






Tap on an event to display the information.





At this point you will be able to view details by tapping on the tabs at the bottom.  

 

When you are sure you can do the job click ‘Accept’.  The information will be updated and you will be taken back to the diary screen.  When you get in your van to drive to the property tap back into the job and click ‘Travel’.  When you arrive at the property click ‘Arrive.











At this point you will see ‘Options’ appear in the top right corner.  This will let you do a number of things:


From here you can click to create a certificate, add a new telephone number, rebook the job, add an appliance, add an action, add a payment or take a photo.



I don’t have the option ‘New Photo’ available... why not?

To store files/photos/folders in the CommuSoft system you must have the Document Management module turned on.  For information on this module please contact CommuSoft support on 0207 195 1838 or email support@commusoft.co.uk.






What do I do when I have finished work?

 

You have two choices when it comes to finishing work,

 

1) If the job is finished (i.e. no parts/revisits need to occur) then click ‘Complete’.

2) If you’re done for the day, but there are parts/revisits etc that need to occur then click leave.

 

If you click leave you will be asked to type in what you did on-site and then asked to get the customer signature and sign to confirm you have left.

 

If you have finished the job you will click complete.  Depending on your device’s settings you will either then have the choice to invoice the job or not.

 

  

 

If the option hasn’t appeared for you then you’ll type in your feedback, get the customer signature, sign your name and the job will be complete (ready for invoicing from the PC).



Invoicing on site

 

If you are invoicing on site then the system will ask you to type in a description which will appear on the invoice and any further notes you wish to display on the invoice.  Click next.  You will then be asked whether you want to break the price down by parts/labour.  If you do then click ‘yes’.  

 

You will be taken to a new form where you will be able to click a + icon to add a line to your invoice.  Click the + icon, type in a description and amount and click save.  You can add as many lines to your invoice as required..




Click ‘Next’ when you are finished.  



The software then gives you a total price and asks you whether the price includes or excludes VAT.


Select your options and click ‘Next’.  If you selected ‘Payment Received’ = YES then you will be asked to record information relating to the payment, otherwise the software will ask you to type in a more detailed description of what was done on the job.



Why do I need to type in the description on the invoice and then again as feedback?

CommuSoft ask you to type in an invoice description which the customer will see and a feedback description which the customer will not see.  The idea behind this is there maybe additional notes or information you want to record for historical purposes.

 

Example of internal feedback:

Completed boiler service but mentioned to customer that the boiler wasn’t big enough for the house.




I want to invoice on site but the option has not appeared, what do I do?

In this case it is a simple setting that needs changing.  You will need to go to your computer and login to CommuSoft.  Then go to ‘Your Business’ and ‘Employee(s)’.  Click on your name (or the engineer that wishes to invoice on site) and select the PDA tab.  From here you will see the option to invoice, free of charge and feedback only.  Select all three options and click save.

At this point your settings have been changedbut we still need to update you iPhone.  If youare using an iPhone 3GS or 4 you will need to click the home button on your iPhone (the little button at the bottom of your iPhone) to close the CommuSoft app.  Then double tap the home button and a ‘Multi-tasking’ bar will appear at the button of your screen.  

 

You should see the CommuSoft app in the list.  Put your finger on the app and hold it down until the icons start to shake.  At this point you will see a ‘Stop’ icon (it is not an X delete icon), tap this icon and the CommuSoft app should disappear from the list.




Click the home button and the icons stop shaking, click the home button again and you will see your iPhone ‘Home Screen’.  Tap the CommuSoft app and login.  All your settings have been successfully downloaded and you will now be able to invoice from site.



Signing the screen with my finger just looks awful, is there a pen I can use?

The iPhone screen is a ‘Capacitive Touch Screen’   which means that you cannot use a traditional stylus or the back of a biro.  In order to capture an accurate customer signature we recommend you buying a capacitive stylus.  You can pick them up from Maplin or online.

 

http://www.amazon.co.uk/s/ref=nb_sb_ss_i_0_17?url=search-alias%3Daps&field-keywords=capacitive+stylus&x=0&y=0&sprefix=capacitive+stylus

 

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