Getting Started 1. 1 Register for a magic5 trial account. Register for the magic5 Trial at

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1 Getting Started 1 1 Register for a magic5 trial account 1 Register for the magic5 Trial at Enter your address (and confirm). This will be your username and also the address to which magic5 will send confirmation of registration. Enter a password (and confirm). The password must be 5 or more characters long and will be sent in a confirmation to the above address. You may wish to make a note of it anyway. Enter your first name and your last name. These will appear on the screen and in reports so you may wish to keep them quite formal. Only tick Remember me on this computer if you are not using a shared computer. 2 Click on Register. Download the magic5 app onto your device. Type into the web browser on your device. When the download is complete, tap on it to install. 3 Enter your Username. This is the e- mail address entered at registration. Enter your Password. This is the password entered at registration. Tap Login. The first time you login data will be downloaded to your device. Once this is complete you are ready to begin filling in your first form.

2 Getting Started 2 4 For help completing your first form, viewing reports and customising magic5 for your business, visit magic5 Quick Start Guide.

3 Getting Started 3 2 Completing your first form and viewing the results Install the device app Install magic5 on your device from (type it into the device browser). Your device will guide you through the installation. If installing on a desktop or laptop, download from and follow the installation instructions. Login to the app Log in using the username and password entered at registration (refer to the sent to the username address). magic5 information will be transferred to your device. Create a form on the device Click on New Form and select a customer, location and form from the drop-down lists. Click the New Form button to open the form. Complete a form Enter details as guided by the app - see filling in a delivery form for an example. When complete, click the disk icon in the upper righthand corner to save and close - your form will be sent straight back to the server for viewing in the office.

4 Getting Started 4 View the report Go to app.magic5software.com to login to the office portal. Click on the Reports menu then Completed reports. Filter by date, customer, location, report or user. Click on the report that you wish to view.

5 Getting Started 5 Set up magic5 for your own business Add your own customers and products with magic5 Next Steps.

6 Getting Started 6 3 Setting up magic5 for your business Log on to the Office Portal Go to app.magic5software.com to login to the office portal. Your Company Details Click the Setup/Maintenance menu, then System settings and select Organisation details and logo. Click on the Change link and browse files on your computer to upload your company logo. Enter default to and from addresses. These are used (as shown below) to avoid having to locate all the addresses in automated s when an administrator changes. See Customise automated report s (on-line documentation) for more information. Enter other company details for display on reports and similar areas. Your Customers Click the Setup/Maintenance menu, then click on Customers. Click Add Customer to add an individual customer. Then click the customer name to add location, contact and other details. More information here. ('Adding a customer' in the on-line documentation)

7 Getting Started 7 To add a prepared list of customers with location and contact details click on Import from spreadsheet at the bottom of the list of customers. More information here ('Importing a customer spreadsheet' in the on-line documentation). Your Users Click on the Setup/Maintenance menu, then click on Users. Click Add User to add an individual user. Then click on the user to amend details further. More information here ('Adding a user' in the on-line documentation). Click Import from spreadsheet to add a prepared list of users. Download spreadsheet for importing users. ('Import users.xls' in the on-line documentation) Your Lists Click the Setup/Maintenance menu, then click on Lists. Click Add List to add a new list. More information here ('Adding a List' in the on-line documentation).

8 Getting Started 8 Click on the List Entries link next to the required list to display the existing list entries then Add Item to add a List Entry Item. More information here ('Adding a List Entry' in the on-line documentation). Your Jobs Click on the Jobs menu, then click on Unallocated Jobs. Click on the Add button to add a job (for example 'Add Delivery' - other job names will appear on separate buttons when they become available). Enter the job details and Save. The job is automatically sent to the user to whom it has been allocated and it will appear in that user's worklist next time they Receive Updates from the device menu. Click on the Jobs menu, then on Planner to assign and organise jobs using drag 'n' drop. Unallocated jobs appear in the left-hand pane and can be dragged into the date column of the user's row. Click on a panel in the planner to create a new job. Customise magic5 for your work procedures

9 Getting Started 9 Make changes to form templates, reports and job definitions- see the magic5 Next Steps guides.

10 Getting Started 10 4 Customise your template Log on the the Office Portal Go to app.magic5software.com to login to the office portal. Create and open your new template Click on Maintain Templates in the Setup/Maintenance menu and right-click on the template that most closely resembles what you need. Select Duplicate from the context menu. Or tick the box by the name Delivery and click the Duplicate button. Click on Copy of [template name] to open it. Customise existing items Click on an item to open an editing window (see inset). Templates are at the heart of magic5 and have some very powerful functionality, but your template is likely to contain commonly used items:

11 Getting Started 11 Output field (eg Customer, Location Address) displays information about the form being filled in - this may have been selected by the device user, entered as job details in the office or recorded automatically by magic5. Drop-down list (eg PoD Service type) opens a list for the device user to select from. The list needs to have been already created (see Adding a List (on-line documentation) for quick start help and Create list for more detailed information). Number and Text are straightforward entry fields - the former offers only the numeric keypad while the latter shows the full alphabetic. Numbers can be defined as whole or decimal. Job data (eg Special Instructions) shows information entered by the office when the job (if used) is set up. Fixed text is exactly that - enter the text that you wish to have displayed. Signature opens an area on the device where a signature can be captured. A photo item makes use of the phone's camera, or can include a photo already stored on file. Add or remove items Duplicate, Copy, Paste and Cut by right-clicking on an item and selecting from the context menu. If you click Add Item you will see a full list of magic5 template items, but most tasks can be achieved by duplicating or copying existing items. The same operations are available with documents, pages and sections. Duplicated items (and sections, pages, etc) appear at the bottom - to re-order items (etc), click on Rearrange Items (or Sections, etc) and drag them to the required position. Rename the template Click on the template name to open the editing window. Change the name to something useful on the device and change the description to help to identify it in the Template List. If you wish your device users to manually send back forms once they've finished, un-tick the box

12 Getting Started 12 that sends them automatically. Assign templates to customers If assigning to all customers, tick the box next to the name and click the Add to all customers button. Otherwise, select Customers in the Setup/Maintenance menu and click on the customer to whom the template is to be assigned. Click Add template to open the editing window and select the required template from the drop-down box. Customise magic5 for Job Allocation Make changes to job definitions- see the magic5 Next Steps guides.

13 Getting Started 13 5 Customise your job Jobs are not an essential part of magic5. If you do not need work to be sent from the office to an onsite worker, you can skip this step. New forms can be created on the device by the onsite worker as and when they are needed. Log on the the Office Portal Go to app.magic5software.com to login to the office portal. Create and open your new job Click on Job Definistions in the Setup/Maintenance menu, right-click on an existing job definition and select Duplicate from the context menu. Click on Copy of [job definition name] to open it. Customise existing items Click on an item to open the editing window. Change the description of an item to fit with your business needs and activate the Mandatory option if data must be entered before the job is created. Text - a simple text entry prompt. List - (eg PoD Service type) opens a list for the office user to select from. The list needs to have been already created (see Adding a List (on-line documentation) for quick start help and Create list for more detailed information). Date - opens a calendar. Table - allows multiple rows of data to be entered. Additional information must be added on the table tabs. Contact and Phone number items allow selection from customer information lists and free text. Auto-generated value/number creates a new number for each job - this is usually sequential and used for automated job or invoice numbers. This is an advanced procedure entered in the Advanced tab using a formula similar to the one shown below (along with a sample auto-generated number as it appears when creating a job). Display only information - encourages input of information useful to the device user but which is unchangeable and unnecessary on the report.

14 Getting Started 14 Add or remove items Duplicate, Copy, Paste and Cut by right-clicking on an item and selecting from the context menu. Items can also be added using the Add Item button. Duplicated items (and sections, pages, etc) appear at the bottom. To re-order items (etc), click on Rearrange Items (or Sections, etc) and drag items in the window to the required position. Rename job definition Click on the job definition name to open the editing window. Change the description to help an office user to identify it when allocating jobs.

15 Getting Started 15 Change the associated template if required. Customise magic5 s for your Customers Make changes to ed reports - see the magic5 Next Steps guides.

16 Getting Started 16 6 Customise automated s Log on the the Office Portal Go to app.magic5software.com to login to the office portal. Edit the existing report Click on report to open the action editing window. In the Details tab note the following: the description is ' report' to describe the action. the will be sent from %DEFAULT_ _FROM_ADDRESS% which was set up using System Settings (see Next Steps 1 - setting up magic5 for your business ('Next Steps - setting up magic5 for your business' in the on-line documentation)). This can, alternatively, be set to a specific address. The subject line and text (currently blank) of the . Change these as required Change the recipient(s) In the Recipients tab the first 3 items are most commonly changed: the address to which the will be sent. This is currently set to %DEFAULT_ _TO_ADDRESS% which was set up using System Settings (see Next Steps 1 - setting up magic5 for your business ('Next Steps - setting up magic5 for your business' in the on-line documentation)). This can, alternatively, be set to a specific e- mail address. all customer-wide contacts sends s to all the addresses set up for the customer selected on the device or job (excluding any set up for locations). all contacts for location send s to all the addresses set up for the customer location selected on the device or job.

17 Getting Started 17 Change CC and Bcc Similar changes can be made in the CC and BCC tabs, including using %DEFAULT_ _FROM_ADDRESS% and %DEFAULT_ _TO_ADDRESS% as set up in the system settings if required. Don't forget to Save. at a different time Most templates send out with magic5 s the report as soon as the form has been received back from the device (ie by the back-office portal) regardless of whether all mandatory items have been filled in. It may be more appropriate to wait until all mandatory items have been filled in by either the device user or the office user (Complete), or until it has been marked as signed-off by the office (Released).

18 Getting Started 18 To move this action, right-click and select cut. Position the cursor over the new position, rightclick and select paste. A similar approach using copy instead of paste will leave the original in situ as well. Ready to go You are now ready to use your customised forms. For detailed instructions on Customers, Users, Lists and Reports see menu or contents lists.

19 Getting Started 19 7 Device Setup Download the app onto your device Make sure that you have a data connection. WiFi/broadband is ideal although the device's 3G or 4G will probably be adequate. Use the QR code or enter in your device's browser to download the app onto your device. Your device will guide you through the installation. When complete click on Open to log in and your app will be set up. The Device Menu The device menu will open. You can see options to Create new instances of a form Edit a previously saved form - this only operates on forms which have a setting to allow incomplete forms to be saved. View worklist and complete jobs Send Reports (for when data connection has been lost) Receive Updates when lists, customers etc have been added in the office portal and refresh Work List to see whether new jobs have been allocated to you

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21 Getting Started 21 8 Delivery Form example Download the app onto your device Make sure that you have a data connection. WiFi/broadband is ideal although the device's 3G or 4G will probably be adequate. Use the QR code or enter in your device's browser to download the app onto your device. Your device will guide you through the installation. When complete click on Open to log in and your app will be set up. The Device Menu The device menu will open. You can see options to Create new instances of a form Edit a previously saved form - this only operates on forms which have a setting to allow incomplete forms to be saved. Send Reports (for when data connection has been lost) Receive Updates when lists, customers etc have been added in the office portal and refresh Work List to see whether new jobs have been allocated to you Fill in your form to be filled in by selecting the top menu option - New Form.

22 Getting Started 22 Select your Customer Select the Customer and the Customer's location from the drop-down lists as shown. Select the required form and click New Form to open the form.

23 Getting Started 23 Filling in the form The form should open on the DELIVERY page (see tab at the top) and can be completed by entering the recipient's name and asking them to sign. The form cannot be saved without these two items. If more than 1 item is being delivered, change the number accordingly. Additional details, including photos and additional addresses, can be entered on the second tab if required. Save and cancel are available in the top right hand corner and from the buttons at the bottom. On saving, the report is sent back to the server for viewing through the office portal. The Proof of Delivery form has been set up to also the report to the default address and any additional s entered.

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