Assigning user availability

Telecetera Connect has the ability to easily assign availability to users by simply dragging and dropping on the scheduler, keep reading to see how.

User selection

You must first select the user that you would like to assign availability to, this is done from the users panel on the left as can be seen in the image below.

Setting the availability type

Once the user is selected you will be able to assign the type of availability that you would like, this is done from the availability drop down in the top ribbon menu.

In this example I will demonstrate with the “Training” availability type.

You simply select the availability then once the scheduler has loaded you will be able to drag over the area that you would like to assign the availability e.g. from 8am to 3pm.

These are colour coded so that they are easily identifiable at a glance, the other available availability options can be seen below.

 

 

 

 

 

 

 

Interested in Connects user availability tools?

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

 

New Upcoming Telecetera Portal

Along-side the continued development of the Connect product, we are also developing a new “Telecetera Portal”. This portal will allow you to manage your users, licensing and will provide you with a cohesive overview of your Telecetera systems.

UI/UX Design

Below are some examples of the UI/UX design that has taken place so-far, please note that it is all subject to change throughout the development process.

Dashboard/Overview Screen

This screen will act as the central point of the portal and will provide you easy access to each of the resources and management interfaces that you will need. It also shows you some information regarding your existing licenses and the upcoming billing cycle.

User management

This provides you with a simple interface to manage your users, be that assigning different rolls or removing users entirely.

Creating a new organisation

This will provide you with a simple interface that will allow you to send your information to us to quickly create your Connect instance. This will include the input of your organisation details (name and address), contact information and logo that you would like to be used for Connect and within the portal.

Current Progress

Below is a screenshot of our existing implementation of the dashboard, it is still in progress, but it is coming along nicely.

Interested in Connect & the upcoming Telecetera Portal?

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

 

Changing your theme in ConnectManager

Theme selection menu

From “….” In the navigation bar hover over configuration then select “Change Theme”

    

This will then take you to a drop down selection where you are able to select a new theme

The different themes

Below are some of our recommendations

Default

Lumen

Simplex

United

Yeti

Interested in Connect?

In summary, ConnectManager is a simple and effective scheduling tool.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

 

Verifying current licenses

When logged in, hover over “…” then “System” then “Licences”.

This will then take you to the license management dashboard.

You can see that for this example, there is 5 mobile licenses which can be assigned to mobile users.

Opening the user management dashboard

When logged in, hover over “…” then “Users” then click “Manage Users”.

This will take you to the user management dashboard, where you are able to create and manage users.

As you can see on the right there is the current License status for the device along with the “Handheld Settings” button, which will allow you to manage the settings on a per device basis if required.

This provides you with a series of settings that will allow you to remotely make changes to the device and the app.

Whereas, if you click on the name of the user you are presented with the ability to make changes to the user itself e.g. change passwords and change home address.

This also gives you the ability to remove a mobile license from a user so that you are able to re-assign the license to another user.

Interested in Connect’s mobile user management solution?

In summary, ConnectManager is a simple and effective scheduling tool.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn

Sales Orders

Did you know that using Connect you can create and manage sales orders.

New Sale

To create a new sales order, click on “Orders” > “New Sale”.

You can then select “New Quote”.

From here you can select a customer and a enter a description.

You are then taken to the order overview page.

See Sales Orders

To see existing sales orders you can click “Orders” > “Sales”.

This will show you a list of all of your existing sales with the ability to filter (from the left) and search through (top right). As well as to create a new quote by pressing the button at the top on the right.

You can then click on the order ID to see the order overview page.

Managing Sales Orders

Converting into a Job

From the overview page you can select “Turn into Job”.

This will provide you with a prompt where you are able to select a template, as can be seen below.

Then by selecting a template from the drop down you will be informed if the sales order is compatible with the selected template, you also have the option to bypass this warning and continue.

You will then be shown the jobs card.

Interested in Connect’s sales order management solution?

In summary, ConnectManager is a simple and effective scheduling tool.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

 

Job list views:

In connect there are lots of ways for you to see your jobs with various filters available to use as can be seen below.

Each of these views are self-explanatory, this blog will walk through some of them and show what they can provide.

Unscheduled Jobs

This shows all of the jobs that are currently unscheduled and lists them. This allows you to easily go through and schedule any jobs that are yet to be scheduled and assigned to a member of staff.

Entered Today & Done Today

These show any jobs that have been entered or completed on the current day as can be seen below.

Escalations

This shows any jobs that have been escalated, for example if a job was more complex than first expected and therefor requires a more senior engineer it will be escalated to them.

Overdue

This will list any jobs that are currently overdue from the date that was initially set as the due date.

Sorted by user

Here you have the ability to show the list by user (by jobs that have been assigned and jobs that have been completed by each user).

Sorted by variables

Here you can sort the jobs by various variables, such as; the job types, status, flags and tags (for more information on tags and flags see Tip of the month #4) and jobs without a target date.

Other

Here is the remaining sorting filters where you can see recently updated jobs, cancelled jobs, jobs that have had sync issues and jobs that have been successfully exported.

Interested in Connect’s various job list views?

In summary, ConnectManager is a simple and effective scheduling tool.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

Scheduler views

Did you know that in the scheduler there are multiple different views that can be used to view the jobs within a selected timeframe. Each of these views can allow you to get a different perspective of your data such as on a map as to see where your staff will need to travel to-from within the day or to see a timeline of all of the work that is going to be done on that day. You can navigate between these view using the tabs on the top right of the scheduler window:

Timeline 

Firstly we have the timeline, this will give you a horizontal view of the day as seen below.

This will show you an overview of what each person is doing throughout the day, you are then able to change the day using the arrows at the top left.

Map

Then is the map view, this will show all of the jobs that are scheduled on the map so that you can easily view where a member of staff will have to travel in that day.

As with all of the following views, you can select the person who’s jobs to display in the left panel.

Day

The day view is self-explanatory in that it will display all of the scheduled jobs for that day as can be seen below.

Week

Next is the week view, as with the day view, it is simply displaying the jobs that are scheduled for the selected week as can be seen below.

Month

Lastly is the monthly view, this shows all of the jobs that are scheduled for the selected month for the selected staff member.

Interested in Connect’s scheduler?

In summary, ConnectManager is a simple and effective scheduling tool.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

Map

The map within ConnectManager is incredibly powerful with the ability to easily see who is where as well as where they are going with what route all within a single easy to use interface.

Current location

As to see the current location of staff you should select “Latest” from the controls on the left.

This will show you the location that they were last seen by the Connect system.

This can be used as to ensure that staff are working when they should be, also you are able to monitor whether workers are on track to each of their jobs so that later jobs can be adjusted accordingly.

Location of jobs

By selecting “Jobs” you can display the location of currently assigned jobs for the selected user.

This will then display a pinpoint with the title of the location on the map so that you are able to easily view and compare multiple locations at a single time.

Route for current job

You can select “Route” and the map will display the route for the worker to take for the most time efficiency for that day.

 

 

Home

The “Home” button will display the location of the home of the selected worker.

This can be incredibly useful when you are scheduling work because you can select jobs that are closer to the home of the worker to start/end therefor increasing overall efficiency.

Date and worker selection

Using the panel on the left you can select the specific worker that you would like to display information for, as well as the date thus providing an easy to use yet powerful tool for managing and monitoring your mobile workforce.

Interested in Connect’s map?

In summary, ConnectManager is a simple and effective scheduling tool.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

Job tags and flags

Job tags and flags allow you to easily mark jobs as to allow easy sorting and navigation of the jobs at a later date. The tools are simple and easy to use and will help you get the most out of connect and increase your efficiency.

Firstly, you should select a job to manage, this can be a new or existing job. Here i will be using an existing unscheduled job.

Do this by going to Jobs > Lists > Unscheduled Jobs

Then click on the ID next to the job that you would like to manage tags/flags of.

Then select Actions > Set Job Flag / Update Tags.

Job Flag: Here select an exising flag or you can create a new flag. An example, such as seen below, can be stoppers or requirements for jobs so that you are able to easily see why a job is incomplete and easily see all jobs that have the flag etc.

Job Tags: Here you can set more spesific information that is used to further improve sorting for example basic information about a job that you would like to cross reference and sort with other jobs at a later date.

You can then proceed to display jobs, in this case unscheduled jobs, then on the left applying the desired filters as seen below.

Interested in Connect’s tags and flags?

In summary, ConnectManager is a simple and effective scheduling tool.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

 

Using smart scheduling

Smart scheduling allows you to easily schedule jobs for your mobile workforce by providing you with the available members of the workforce within a set timeframe as well as calculate the travel time for the worker from home or their last job.

Firstly, you should create a new job (a guide for this can be seen in the blog below), or you can select an unscheduled job.

Do this by going to Jobs > Lists > Unscheduled Jobs

  1 - Smart Scheduling

Then click on the ID next to the job that you would like to schedule.

2 - Smart Scheduling

 

Then select Actions > Smart Schedule

3

You are then presented with the smart schedule screen where you are able to set the time frames and sort the available slots for scheduling.

4

When ready, select the time and click OK.

The job is then put in the schedular.

5

Interested in smart scheduling?

In summary, ConnectManager is a simple and effective scheduling tool.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

Adding a Job in ConnectManager

You can use this feature in ConnectManager to allow your back office users to add and schedule work.  You use ConnectManager to assign your work quickly and accurately.  This allows you and your workforce to easily know where the work is located, who the job is for and when it needs to be completed.

On the left hand panel, select the user you wish to consider assigning the job to.  Orange is the highlighted user.  You can see users with the corresponding skills for the work being scheduled.  These are highlighted in green for you.

Selected user will be highlighted in orange for you, so you know who’s being scheduled the work.

From the Jobs menu select Add Job.

Select the Type.  These are customisable per Customer.

As can be seen, the job view is shown.  Select the Customer, the Rate Book to use, and the Skillset.  Enter other details as required:

Once all the fields have been filled in go to the Custom tab and enter the Futher details and Alerts.

Press the Submit Job button. A notice will also be created in the corner of your screen summarising the details previously entered:

As shown above, you are now ready to schedule using Scheduler view, which functions very much like a calendar.

This time, on the job panel from the Actions menu select Schedule job

Drag the box onto the calendar.  The software will warn you if you have assigned the job to someone without the corresponding skills.  It will also alert you if the travel time between their home base or a previous entry is too close and more travel time is required.  Adjust or accept the warning.

 

To this end, the next blog will show the user experience on the ConnectMobile app for the jobs created.

Interested in Job Management?

In summary, ConnectManager is a simple and effective scheduling tool.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

contact us

 

Recording Mileage for Jobs

When creating a job template each step can require the user to record the mileage for that step. This will give an overall mileage for the job which can either be viewed on the job sheet, or within the report’s features.

To enable recording mileage, go to the template editor and either create a new job template or select an already existing job template.

Next goes to Menu > Tables > Processing Flow, this will update a table showing all the steps for the job.

1 - recording mileage

Here you can enable mileage recording for each step in the job for example when started travelling, and once they have arrived at the job site. Once the steps you wish to record mileage are enabled click ok to apply the changes.

Publish the job template to save all the changes.

Now create a new job using the template you have created and schedule it to a user.

On the user’s device start to complete the job until you reach the screen titled mileage.

Here you can update the mileage at the current point.

Once the mileage has been updated at both stages and the job has now been completed. The mileage can now be viewed within the details section of the job sheet, as shown below.

Or the job mileage can be viewed in the reports section, where the job mileage along with various other fields can be viewed.

Interested in mileage tracking?

In summary, ConnectManager is a simple and effective scheduling tool with powerful freatures like mileage tracking.

If the above features are close to what you are looking for, please contact us so we can find out more about your end to end processes and your requirements.  When we have confirmed your needs we can arrange an online demonstration. In the meantime visit our socials, Twitter & LinkedIn.

 

SHAL Housing wins HANA Award

Photo of the SHAL team at the HANA Awards

A great day at the HANA Awards with the winning team from SHAL. In a very challenging envitonment SHAL has managed to complete a fantastic tranformation. So here we are all up on the stage led by Angela Gascoigne and Joanne Martin from  SHAL,

And they are supported by Telecetera and OmniLedger…

More information on what they use, ConnectManager.

 

 

 

HANA Awards 2018

We are very pleased to be invited to take part at the HANA awards on July 5th at Lancaster Gate in London.

Congratulations to all the companies to all the companies who have been been shortlisted and especially to:

Our versatile customer SHAL Housing who has been shortlisted for the national award Best Financial Turnaround/Change Programme.

This award will go to the housing association that can best demonstrate a successful finance-led transformation project or restructuring which has had a significant impact for the organisation and is helping it to increase the quality and supply of affordable homes

HANA shortlist

This is a new award for 2018  that looks at innovation and transformation – and not just focusing on cost savings.

We have been working with the team at SHAL since 2014. Joanne Martin  and Angel Gascoigne have been inspirational in their way of approaching the application of IT and reviewing the underlying processes.

We wish them the best of luck on the 5th

Click here if you want to know more about the HANA Awards.

Click here to see more about the telecetera products that they use.

 

 

 

 

 

 

SHAL Housing Logo - HANA

Improved visibility and control for expanding business

FLRS

FLRS is an award winning business based in Kent. The heart of the business is bespoke communications solutions to small, medium and large businesses throughout the UK. In addition, they offer complimentary services around CCTV monitoring, IT support and Refrigeration.

Their business processes needed to change when, through takeover and were faced with a much wider range of customer types and services on offer.

FLRS needed visibility and control of this new, larger business more than ever. That’s when the senior management team decided to invest in Connect Enterprise as their mobile work force solution.

A critical part of the solution was the ability to manage contracts in an integrated way.  Connect Enterprise solution gives the team at FLRS full visibility of all customers, contracts, engineers and jobs across the whole group.  In addition –the system gives them the ability to easily manage the different sectors

Installation and service jobs are easily created, scheduled and managed in real time in Connect.  Equipment installed on site is easily updated and invoices produced for the contracts and posted over to Sage line 50.

Paul Dean, Operations Director at FLR Spectron, said

“The greatest benefit from my perspective is the improved visibility of the engineering teams which delivers increased efficiency and cost savings throughout the business.

The reports we now have access to give us a view of the business we simply couldn’t get previously. Now I can monitor performance daily – and drive improvement across the organisation

“The business had not used a mobile solution previously. The introduction of the smart devices for the 13 or so mobile field staff went very well. Connect is easy to use in the field – and the engineers now see their Android smartphone with Connect Enterprise as an essential part of their toolkit.

 In choosing Connect Enterprise we knew that we would get a cost effective solution from a company that we trust.”

 

 

 

Connect tools to help your business

tools

  Managing your workforce

  • Care about your workers safety? Use Connect Panic and Protect tools.
  • Provide the information they need, attach digital documents to jobs (e.g. technical drawing).
  • Track calls and messages sent from your devices.
  • Keep control outside of office hours – with handheld created jobs.

  Saving you money

  • Stop making wasteful visits. Send automatic reminders through Connect.
  • Stop wasting hours of time processing timesheets. Use our Daily Records.
  • Stop building the same report in excel every week. Data Analyser can do it for you.
  • Stop worrying about your financial figures. Trust in our job costings.

Connect Servicing & Assets for SVHS

Increases performance by 40% for SVHS for Gas

Managing annual Gas inspections is a critical job for Social Landlords such as SVHS. Just missing one property can result in heavy penalties by the Homes and Communities Agency. Severn Vale Housing Society, based in Gloucestershire, has completely overhauled its gas servicing procedure by buying in to the Connect Gas servicing module.

We decided to invest in the Connect Gas servicing module to make efficiencies in our gas servicing process. We are now doing more jobs per day.  Instead of carrying out five, we are now carrying out seven and we are aiming for eight. All the certificates are in an electronic format and all the communication with our customers is tracked. It gives me, as director, a real sense of security for our customers”

Mike Craggs, Asset and Commercial Director , SVHS

So how can they increase the number of job by 40%?

Liz Ryder who manages the gas inspections day to day explains:

“We now have accurate timings for the inspections. We used to schedule an hour and a half for an inspection, but now we can do it in 30-40 mins. The scheduling is so efficient.

“It now takes me five minutes to schedule in 150 jobs. It used to take me hours! Looking at different diaries in Outlook, calling the customers, scheduling the engineers and confirming the appointments. Now it’s just the click of a button, and the system schedules the jobs in areas, so I don’t have to go into the system to check the location of each job to make sure that we cut down on travel.

“All the communication with the customer is tracked from start to finish. Every customer gets a text reminder, automatically, a week before their appointment. At the end of it, I have an electronic version of the gas certificate, complete with all the information.

“We used to have to check all the certificates because the engineers forgot to tick a box or a signature. Now they can’t complete the job without filling in all the fields.

“Another aspect of the system is that the inspection is preloaded with the appliances installed in the property This makes it so much quicker. We can become even more efficient by adding checks for other assets, such as smoke alarms and CO2 monitors while our engineers are on site.

“I have a complete overview of all the communication with our customers. The automated text message reminders have made a huge difference to our job completions. All of that information is linked back to our asset management system, Keystone.ConnectGas is really helping to keep our asset register up to date.”

 

 

 

 

Top 10 Benefits of going mobile

mobile

 

    1. Giving you visibility and control of mobile operations – real time. You know who is – or should be – doing what. You will also see where they are and what the outcomes of all jobs were, as seen here.
    2. Improved organisation efficiency.
      • Time – reduced lead times and job duration.
      • Money – increased profits and cash flow, reduced capital resources and overheads,
      • Resources – greater utilisation of workforce potential such as time, location, skill set and equipment.
    3. Increased customer satisfaction and retention.
    4. More effective performance improvement. Transparency and immediacy of data drives positive organisational change and leads to quicker more effective (evidence based) performance improvement processes.
    5. Greater consistency of service.
    6. Reduced errors. Minimise incomplete information on jobs and regulation specific documentation.
    7. Greater employee satisfaction and safety. Increased confidence for your teams. They can prove what they have done and what the outcome was.
    8. Reduced training time and costs for new mobile employees.
    9. Job information. All information is real time and validated and the team can easily respond to queries.
    10. Business wide integration. The ability to integrate information with other business systems in real time has real potential to create a powerful solution for the business.

 

Top 10 tips for successful implementations

successful

 

  1. Specification. As one of our most successful clients says: “Specification, specification, specification “. Define as clearly as you can what you want to achieve (which may take some work) – and make sure you know how close your chosen solution can get to it.
  2. Interface? Decide early on if you need data from your mobile solution to automatically feed data into and out from other systems you have in the business. Check carefully that the solutions you are looking at can handle an interface..
  3. Connectivity. Be ruthless on connectivity – make sure your solution will still enable your teams to work IN THE AREA WHERE YOU OPERATE when the signal is poor on non-existent. You should never lose data in the field!
  4. Documented processes. You need to have your current processes documented to efficiently implement a of mobile workforce solution. Also – don’t just transfer all your back office processes into the field – your mobile operatives may rebel if you make them your new administrators.
  5. It’s not about the handsets. Try not to concentrate too much on the mobile devices other than the fundamentals. Is it Android, Apple or Windows .There is a lot of choice. Focus instead on where improved efficiencies will give the greatest benefit in your organisation and concentrate implementing solutions in these areas.
  6. Be sceptical. Ask every question you can think of during the vendor selection – even the awkward ones. Include where you think there is a gap; press hard to get clear answers or it could hurt you later.
  7. Partnership. Just plug in & go may be the cheapest – but it may not be the most efficient. Even if the solution is standardised your processes and systems may have to change. A partnership approach with your chosen vendor could make a real difference and help make you successful.
  8. Resource & project manage implementation. Concentrate on the issues / opportunities today & keep an eye on the future. Once your system is bedded in you will want to develop it as your needs change. Make sure your solution can grow with your business and that there are resources to make this happen.
  9. Involvement. Be sure to involve the operative teams and other departments in your implementation and don’t make it too complicated for them. Some resistance to change is common – but if they won’t use your new system, your investment is going to fall short.
  10. Get commitment to invest money and resource. Try to get a ‘White Knight’ at senior level as a sponsor for the introduction of your solution. This type of project will require money to invest but more so resources from the organisation. A senior sponsor can be a real help when cross-department processes need to be tweaked to or resources committed to the project.