Office in Motion User Guide

Transcription

1 Office in Motion User Guide

2 Preface Office in Motion is your all-inclusive back office portal to everything Take Shape For Life. This User Guide will direct you through our comprehensive business management system and introduce you to the functions that are at your fingertips every time you log in! Office in Motion was designed with the needs of your business in mind and offers a variety of tools to help you manage and grow your business, including: ecards Address Book Calendar Commission Statements Business, Team Building and Coaching Alerts A searchable Documents on Demand Library Access to valuable resources and other TSFL websites And a variety of filterable reports Please enjoy this user guide as you navigate through your Office in Motion! For additional assistance, please contact our Health Coach Services team: Health Coach Services Phone: hcs@tsfl.com Office in Motion User Guide - v of 55

3 Office in Motion User Guide Table of Contents (Click to Follow Link) 1. HOME PAGE...5 OFFICE IN MOTION TICKER:...6 ALERTS BOX:...7 PROGRESS REPORT:...7 TODAY AT A GLANCE: COMMUNICATION:...9 ADDRESS BOOK:...9 ADD CONTACT:...10 TO ADD A CONTACT TO YOUR CONTACT LIST(S):...10 IMPORT CONTACTS:...11 TO IMPORT YOUR CONTACTS, FOLLOW THE 3 STEPS PROVIDED:...11 CONTACT MANAGER:...12 SEARCH CONTACTS:...13 TO SEARCH YOUR CONTACTS:...13 MANAGE LISTS:...14 TO CREATE A NEW LIST:...15 TO EDIT AN EXISTING LIST:...15 TO VIEW MEMBERS OF AN EXISTING LIST:...15 TO DELETE AN EXISTING LIST:...15 PRINT LABELS:...16 TO CREATE PRINT LABELS FROM A LIST:...16 ECARDS:...17 TO CREATE A NEW ECARD:...18 ECARD SETTINGS:...20 TO ACCESS YOUR ECARD SETTINGS:...20 ECARD MANAGER:...21 TO VIEW SENT AND SAVED ECARD DETAILS:...21 TO DELETE A SAVED OR SENT ECARD: THE INBOX:...22 OPENING AN CREATE A FOLDER:...23 TO CREATE A NEW FOLDER:...23 MANAGE FOLDERS:...24 SETTINGS:...25 HOW TO COMPOSE A NEW MESSAGE: CALENDAR:...27 TASKS:...27 ADD TASK:...28 TO ADD A TASK:...28 EVENTS:...29 SORTING EVENTS:...29 Office in Motion User Guide - v of 55

4 ADD EVENT:...30 TO ADD AN EVENT:...30 TO EDIT AN EVENT:...30 CALENDAR VIEWS:...31 DAILY VIEW:...31 WEEKLY VIEW:...32 MONTHLY VIEW:...33 YEARLY VIEW:...34 CALENDAR SETTINGS: REPORTS:...36 REPORTS HOME:...37 ANNIVERSARY REPORT:...39 QUALIFICATION REPORT:...40 RENEWALS REPORT:...41 CONTACT REPORT:...42 PENDING HEALTH COACH REPORT:...43 FRONTLINE VOLUME:...44 ORDERS REPORT:...45 RANK ADVANCEMENTS:...46 TREE VIEW:...47 GENEALOGY REPORT:...48 PROGRESS REPORT:...49 SAVED REPORTS: PROFILE: DASHBOARD: LEADS PROGRAM QUALIFICATION STATUS:.. 53 MY FRONTLINE ORGANIZATION: MY VOLUMES: MY RANKS: ORDER SUMMARY:...54 GROUP VOLUME COMPARISON GRAPH: MY WATCH LIST: 54 Office in Motion User Guide - v of 55

5 1. Home Page The Office in Motion Home Page is equipped tools to help you get the information you need without excessive searching. The home page features: An easy-access horizontal navigation bar Office in Motion Ticker Quick-Access Buttons Three configurable Alerts modules Business, Coaching, and Team Building A Progress Report Today At A Glance Office in Motion User Guide - v of 55

6 Office in Motion Ticker: Your Office in Motion (OIM) Ticker allows you to view the following for your business: Highest Rank Total Personal Volume (PV) Total Group Volume (GV) Total Frontline Volume (FLV) Senior Coach Legs Executive Director (E.D.) Legs Ordering Entities These helpful summaries provide a quick view of your progress so far this month and allow you to make informed decisions based on close-to-real-time data. The OIM Ticker also includes a Last Updated time stamp to show you the last time it was refreshed. Quick Access Buttons: Within the header of Office in Motion are three quick-access buttons that will help you get to commonly used areas of the website with just one click! This quick-access button takes you to your Reports Home Page. This quick-access button takes you to your Tree View. This quick-access button takes you to your Daily Calendar View. Today At A Glance: The Today At A Glance module conveniently displays the number of Events and Tasks you have for today in your Office in Motion Calendar and also how many unopened s you have in your Team TSFL inbox. Click on the displayed numbers to view each! Office in Motion User Guide - v of 55

7 Progress Report: The Progress Report on the Home Page provides a snapshot of your current progress towards each rank so far this month by displaying a percentage of completion for each uncompleted rank and an emoticon (smiley face) for each completed rank. Click anywhere on the Progress Report to view a more detailed version that compares your current performance to the rank requirements (see section 4 for more information on this Report). Alerts Modules: The Alerts modules on the home page provide you with helpful indicators for each area of your business: Business Alerts: Displays helpful Business reminders, like upcoming Renewal Dates and Basic Competency deadline. Coaching Alerts: Displays helpful Alerts impacting your ordering Clients. Team Building Alerts: Displays important Alerts impacting your Team Members. Click on any displayed Alert in the Coaching and Team Building modules to open a prefiltered report that displays the information indicated in the Alert. Office in Motion User Guide - v of 55

8 Alerts Configuration: Each Alerts module can be configured to only show the Alerts you re interested in. Click the icon in the upper-left of an Alerts module to view the available Alerts to choose from. Each will have a checkbox for you to select or deselect. Click the Save button to save your changes after configuring your Alerts. Office in Motion User Guide - v of 55

9 2. Communication: In the Communication tab dropdown menu on the top navigation bar, you can access your: Address Book ecards Customizable Co-Branded Website Healthy Habits e-newsletter (link to management portal) Communication Address Book: The Address Book is like your virtual roll-a-dex, allowing you to store contact information, follow up with, and manage your prospective Coaches and Clients. To access the Address Book, click on the Address Book tab or select one of the specific function tabs available in the Address Book dropdown menu. The Address Book allows you to: Add individual and import lists of prospects Search your prospects Create and manage lists Print mailing labels from your saved lists Office in Motion User Guide - v of 55

10 Add Contact: To add a contact to your contact list(s): 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the Address Book tab and click on the Add Contact tab in the dropdown menu. Or choose the tab from the top of the Address Book screen. 3. Enter the First and Last name of the contact in the corresponding fields provided. (Note: First and Last name must be entered in order to enter other contact information) 4. Enter other information (optional), such as company, Web site URL, last contacted date, priority level, what they re interested in, best times to contact, and birthday. 5. To add your new contact to an existing list, click the Update List Membership button and select the list you would like to add your contact to. 6. In the Personal Information area, click the Save button area to save your new contact, or click the Cancel button to discard your entered information. Office in Motion User Guide - v of 55

11 Import Contacts: Note: To import contacts into your Address Book, the file must be first converted to a CSV (Comma Separated Values) file. See instructions below for conversion details. To import your contacts, follow the 3 steps provided: 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the Address Book tab and click on the Import Contacts tab in the dropdown menu. Or choose the tab from the top of the Address Book screen. 3. In Step 1, choose your format from the dropdown menu (Excel CSV, Outlook 2003, Outlook Express, or Outlook 2000) and follow the instructions that appear to the right after selecting your format for converting your particular file format to a CSV file for easy import into your Address Book. 4. In Step 2, click Browse and select your file from your computer. 5. In Step 3, click Next to begin uploading the list. 6. In the pop-up window that appears, classify your list and click the Process button at the top. 7. Your imported list will automatically open in your Search Contacts screen, letting you know you have successfully uploaded your list. Office in Motion User Guide - v of 55

12 Contact Manager: The Contact Manager allows you to view the contacts you ve entered up to 120 days in the past and view the following details: Contact Name Creation Date Details Contact Preferences A convenient one-click Follow Up button is also available to schedule a new follow-up appointment with your contact to appear on your Calendar. The Contact Manager also allows you to send the following to the contacts you select: Bulk s ecards Text messages (standard text message charges will apply to the recipient) Office in Motion User Guide - v of 55

13 Search Contacts: The Search Contacts feature allows you to filter to view all prospects you ve entered or just those who meet your specified criteria. Search Contacts also allows you to send a bulk to your search results for fast, efficient communication. To search your contacts (via search bar): 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the Address Book tab and click on the Search Contacts tab in the dropdown menu. Or choose the tab from the top of the Address Book screen. 3. Enter your search criteria and click the Search button. For more search options, click the Advanced Find link to the left of the Search button. 4. Click the contact s name in the results area to open that contact s details. To search your contacts (by letter of last name): 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the Address Book tab and click on the Search Contacts tab in the dropdown menu. Or choose the tab from the top of the Address Book screen. 3. Click on a letter from the alphabet bar above the search results to sort by letter of last name. Office in Motion User Guide - v of 55

14 Manage Lists: The Manage Lists function allows you to segment your prospects into lists, which allows you to target reports and messages to specific groups of people. In Manage Lists, you can create a new list or manage your available lists. In the Available Lists area near the bottom of the screen, you have the option to do the following simply by clicking the circle next to the list name and then clicking the corresponding button above the lists: Duplicate an existing list Send a bulk Send a bulk ecard With the Manage Lists function, you can also: Edit a list View a list s members Delete a list. Office in Motion User Guide - v of 55

15 To create a new list: 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the Address Book tab and click on the Lists tab in the dropdown menu. Or choose the Lists tab from the top of the Address Book screen. 3. In the Create A New List area, enter the desired name of the list. 4. Click the button. 5. In the Add/Remove List Members area of the next screen, select the list of addresses you would like to choose from to enter individuals into your list by clicking the Address Source dropdown menu. 6. Click the name(s) of the individual contacts you would like to add to the list (hold the control key down to select multiple names). 7. Click the Add to List button when you are ready to add the selected contacts to your new list. 8. After adding your contacts, click the Return to Manage Lists Page button to complete your list creation. To edit an existing list: 1. Click the icon to the right of the desired list to edit. 2. In the edit screen, you can rename the list, add members from different Address Sources and remove list members. 3. Click the Return to Manage Lists Page button to complete your list edit. To view members of an existing list: 1. Click the icon to the right of the desired list to view. 2. In the results screen, you can further filter your results by clicking the Advanced Find button. This will allow you to filter the prospects in your list that do and do not have addresses. To delete an existing list: 1. Click the icon to the right of the desired list to delete. 2. Click OK when prompted with the question, Are you sure you certain you want to delete this list? Office in Motion User Guide - v of 55

16 Print Labels: Your Address Book allows you to create print labels from your saved lists. This saves time and energy when preparing for a mailing. Note: the print label feature will print best on Avery 5160 Labels - 1" X 2 5/8". To create print labels from a list: 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the Address Book tab and click on the Print Labels tab in the dropdown menu. Or choose the Print Labels tab from the top of the Address Book screen. 3. Select your Printer Format from the dropdown menu (Inkjet, Laser, or MS Word). 4. Click the Print Labels button next to the list you wish to print labels for. 5. An Adobe Reader preview will appear with the preview of your print labels before they go to the printer. Go to to download the free reader if you do not already have it installed. 6. Click on the icon in the top left corner to send to your printer. 7. Set your personal printer options in the popup dialog box and click Print. Office in Motion User Guide - v of 55

17 Communication ecards: You can customize and send personalized ecards to your contacts for a variety of occasions. They can be sent to recipients you manually enter, or to entire search results in your Address Book and Office in Motion reports. This is a great way to welcome a new Client or Health Coach, motivate a discouraged member of your organization, or wish your contacts a happy holiday. The possibilities are endless, so have fun! Click the icon to view a help screen concerning the current page you are viewing. Office in Motion User Guide - v of 55

18 To create a new ecard: 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the ecards tab and click on the Create tab in the dropdown menu. 3. Choose a category from the Template Category dropdown menu, or scroll down to view all. 4. Select your desired ecard by clicking on its thumbnail image. 5. Fill in the appropriate fields when prompted and click the Next button to preview the personalized ecard or the Back button to select another. 6. In the preview screen, click the Print button to view a printed preview (optional). 7. If you are satisfied with the preview, click the Next button to continue. 8. Enter the From Name and in the corresponding fields Office in Motion User Guide - v of 55

19 9. Enter the Subject for the 10. To enter recipients manually, choose Manually entering addresses from the Select recipients by dropdown menu and enter each address, separated by commas. 11. You can also click the Address Book button to view your address book and check the contacts manually and click on Insert Checked Contacts when you are satisfied with your selected recipients. 12. To enter recipients from an existing list, select Choosing from a list from the Select recipients by dropdown menu. Click on the list you would like to send to and click the Add button. 13. To upload a recipient list, select Uploading a list of addresses from the Select recipients by dropdown menu. Note: If you have not already done so, create a text file and enter the desired address (each separated by a comma) and save it to your hard drive in a location you'll remember. Next click the Browse button in the pop-up window. Browse to the text file containing your addresses. Select the file and click the Open button. Finally, click the Upload button to upload your address list. 14. To complete the send, click the Send Now button in the bottom right-hand corner of the screen. Office in Motion User Guide - v of 55

20 ecard Settings: Save time by filling out your information in the ecard Settings. Once this basic information is filled in, it will automatically populate the ecards you send with your information. To access your ecard Settings: 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the ecards tab and click on the Settings tab from the dropdown menu. 3. Fill in your appropriate information in the corresponding fields. Office in Motion User Guide - v of 55

21 ecard Manager: The ecard Manager allows you to: Delete your previously sent and saved ecards View sent ecard details and delivery statuses Preview sent ecards Resend an ecard to new recipients To view sent and saved ecard details: 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the ecards tab and click on the Manager tab in the dropdown menu. 3. Click on the icon to the left of the ecard s date. This will open a window that will display the recipients for that particular ecard, the percentage that actually sent and how many viewed it, along with a status for each recipient reflecting how many views each had of the ecard. To delete a saved or sent ecard: 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the ecards tab and click on the Manager tab in the dropdown menu. 3. Click on the box to the far right of the desired ecard. 4. Click on the Delete button at the bottom of the column. 5. Click OK when prompted with: Deleting an ecard is a permanent process. Are you sure you want to remove these cards. Office in Motion User Guide - v of 55

22 Communication Your official Take Shape For Life is accessed right here in your Office in Motion. It allows you to send, receive, and manage all incoming and outgoing messages. It has bulk capability and can be sent after running a report to only that report s occupants. Best of all, your branded address can have the same name as your Take Shape For Life co-branded Web site, such as YourName@teamtsfl.com. The Inbox: Your inbox is where all incoming messages are stored. They are kept here until they are deleted or moved into another folder. Messages may be displayed in the inbox by the open status, sender, subject, date received, and size. Each can be sorted in ascending order by clicking the tab above each category and by descending order by clicking the category tab again. Opening an 1. Scroll over the Communications tab in the top navigation bar. 2. Scroll down over the tab and click on the Inbox tab in the dropdown menu. 3. Click on the sender in the From category, or the text in the Subject category. Both will open the message. 4. The icon shows that you have not opened the yet. 5. The icon shows that the has been opened. Office in Motion User Guide - v of 55

23 Create a Folder: Saving your s in folders provides a quick and easy way to find them in the future. To create a new folder: 1. Scroll over the Communications tab in the top navigation bar. 2. Click the tab. 3. Click on the Create Folder tab in the top right of the screen. 4. Enter the desired name for the new folder. 5. Click the Create Folder button. This new folder can now be found in the Manage Folders area. Office in Motion User Guide - v of 55

24 Manage Folders: The Manage Folders function allows you to view your created and default System Folders and default folders, include your Sent and Trash folders. To view a folder s contents, simply click on the folder s name. Also in Manage Folders, you have the option to rename your created folders. To do so, simply type in the new name in the appropriate field and click the icon. Office in Motion User Guide - v of 55

25 Settings: Creating/editing your settings now can save you time later. In the Settings tab, you have the option to: Alias my address to whatever you would like. By aliasing your teamtsfl.com address, your Clients and team members can easily you at a personalized address that you set, like johnsmith@teamtsfl.com. Set a Forwarding address to forward all to. Note: If you choose to have your forwarded, you will not receive in your TSFL inbox. Set the number of messages you see at a given time in your Inbox. Set your signature text. Add your personal signature to all s. Save outgoing messages to your Sent folder. When you have completed your settings changes, click the Save Settings button at the bottom to save, or click the Cancel button to remove any changes you have made before saving. Office in Motion User Guide - v of 55

26 How to Compose a New Message: 1. Scroll over the Communications tab in the top navigation bar. 2. Click the tab and then click on the Compose tab in the dropdown menu. 3. Click in the To: field to manually enter recipients or select your recipients from the list dropdown menu above the field. You can also click the Address Book button to select your contacts. 4. Enter a subject in the Subject field 5. Add an attachment, if desired, by clicking the Add button in the Attachments category. This will allow you to browse your documents to insert into the Enter your body into the formatting-ready field. 7. Click the Use My Signature box if you plan to use the signature you set up in your Settings. 8. Click Address Check to verify that the entered recipient addresses are valid. 9. Click Send if you are satisfied and would like to send now, or 10. Click Save as a draft if you would like to save it now and send it later. Note: A bulk is composed the same way, except the To: field is auto-populated with the specific contacts from the report you are sending the bulk to. Office in Motion User Guide - v of 55

27 3. Calendar: The Calendar feature is an easy and user-friendly way to keep track of all of your appointments, events, tasks, and whatever else you have scheduled. You can access everything from the Calendar dropdown menu in the top navigation bar. You can view your events from a Daily Calendar View, Weekly Calendar View, Monthly Calendar View, or Yearly Calendar View. Each provides a comprehensive look at your scheduled events to help keep you up-todate and organized. Note: You cannot interface OIM calendar entries with MS Outlook. Calendar Tasks: A task is something you have to do, but may be less time-specific than an event. In other words, your tasks are your To Do list. In the Tasks area, you can: View Completed and Uncompleted Tasks Set a task as completed Delete a task from your list View a Printer Friendly Version of your tasks to print with ease Office in Motion User Guide - v of 55

28 Calendar Adding Tasks: To add a task: 1. Scroll over the Calendar tab in the top navigation bar. 2. Click the Add Task tab to open the Add Task screen. 3. In the Details area, enter a summary of your task in the Summary field. 4. Enter who is associated with this task in the Who field. a. To add your Who entry to your Address Book as a prospect, click the or Add a New Contact link. b. In the new window titled Contact Quick Add, enter your contact s basic information and mailing address in the corresponding fields. You can add or edit further details in the Address Book after saving this new contact in Contact Quick Add. 5. Select the type of task that best fits this particular task from the Type dropdown menu (Misc To Do, Phone Call, , ecard, Voic , Text Message, Fax, Letter, or Reference Note) 6. Select a Due Date from the dropdown options for Month, Day, and Year. 7. Enter any details that relate to the task in the Details field. (type up to 2000 characters) 8. Set your priority level from the Priority meter as High (top), Medium (middle), or Low (bottom). 9. To save and view in your Tasks area, click the Save button in the bottom left of the screen. 10. To save this task and add another, click the Save and Add Another button. 11. To discard your entered information, click the Cancel button. Office in Motion User Guide - v of 55

29 Calendar Events: Events are scheduled appointments that you need to attend. These are displayed in your Calendar Views. The Events area, found by clicking the Events tab from the Calendar dropdown menu on the navigation bar, is a convenient way to track all of your events in one central location. Sorting Events: To sort your events by category, click the category header in the displayed report. You can sort by: Priority Type Event Recurs Scheduled Date Click the header name once to display that category in ascending alphabetical or numerical order. Click it again to display that category in descending alphabetical or numerical order. To delete an event, simply click the box next to the desired event and click the Delete button. Note: that deleting an event is a permanent process and it cannot be undone. Office in Motion User Guide - v of 55

30 Calendar Adding Events: To add an event: 1. Scroll over the Calendar tab in the top navigation bar. 2. Click the Add Event tab to open the Add Event screen. 3. In the Details area, enter a summary of your task in the Summary field. 4. Enter the location of the event in the Where field. You can also choose from previously used locations in the dropdown menu to the right of the field. 5. Enter who you will meet with in the Who field. a. To add your Who entry to your Address Book, click the or Add a New Contact link. b. In the new window titled Contact Quick Add, enter your contact s basic information and mailing address in the corresponding fields. You can add or edit further details in the Address Book after saving this new contact in Contact Quick Add. 6. In the Why field, enter a detailed description of your event. (up to 250 characters) 7. Select the type of appointment from the Type dropdown menu, including: Appointment, Business, Education, Holiday, Meeting, Miscellaneous, Personal, Phone Call, Sick Day, Special Occasion, Travel, and Vacation. 8. Set the event priority from the Priority meter to High (top), Medium (middle), or Low (bottom). 9. In the Time area, select the All Day Event check box if the event has no specific time period. Leave the check box blank if your event is between specific times. 10. Select the time zone of your event in the Time Zone dropdown menu. 11. Select the From date and time from the corresponding menus 12. Select the To date and time from the corresponding menus 13. To have this event recur, click the Yes circle next to the Recurring option. After selecting Yes, select from recurring options to have it recur Daily, Weekly, Monthly, or Yearly and set your information accordingly in the corresponding fields. 14. To have your event not expire at a specific date, click the Does Not Expire checkbox. To set an expiration date, select the month, day and year from the corresponding menus. 15. To keep this event to the specific dates you chose, choose the No circle next to the Recurring option. 16. To save and view in your Events area, click the Save button in the bottom left of the screen. 17. To save this event and add another, click the Save and Add Another button. 18. To discard your entered information, click the Cancel button. To edit an Event: 1. Scroll over the Calendar tab in the top navigation bar. 2. Click the Events tab to view all of your events. 3. Click the desired event to open the Edit Event screen. 4. Edit the desired information in the corresponding fields. 5. Click the Save button to save your edits and return to your Events area. Or click the Save And Add Another button to save your edits and add another event to your calendar. 6. To discard your edited information, click Cancel. Office in Motion User Guide - v of 55

31 Calendar Views: Your events can be listed in a Daily, Weekly, Monthly, or Yearly Calendar View. A miniature monthly calendar view is stationed on the right of both the Daily and Weekly views for fast and easy reference. To view a different month in this miniature monthly calendar, use the navigation arrows the left and right of the month currently displayed. Click on an individual date to access its Daily Calendar View. Under the miniature monthly calendar view, you can view Today s Tasks. To view each individually, simply click on the name to open its details page. Daily View: The Daily View allows you to view your scheduled events for today only. This view allows you to add an event simply by clicking on the time you would like it to begin and then filling out the corresponding information. To view a specific event already scheduled, click on the event s name to view its Event Details. From here you can edit this event or delete it by clicking on the corresponding buttons. To edit an event, see the Edit Event section of this manual for more information. You can customize your Calendar Settings, including time zone, by clicking the Settings tab. (See Calendar Settings section) Office in Motion User Guide - v of 55

32 Weekly View: The Weekly View gives you a detailed glimpse into 7 days at a time, starting with your current week. Similar to the Daily View, the Weekly View allows you to add an event simply by clicking on the specific time on the day you would like it to begin and then filling out the corresponding information. To view a specific event already scheduled, click on the event s name to view its Event Details. From here you can edit this event or delete it by clicking on the corresponding buttons. To edit an event, see the Edit Event section of this manual for more information. Office in Motion User Guide - v of 55

33 Monthly View: The Monthly View allows you to view an entire month s events through individual day blocks. To select a different month to view, use the scrolling arrows to the left and right of the current month at the top of the calendar. To view a particular day in the month, click that day s block to view its Daily View. Office in Motion User Guide - v of 55

34 Yearly View: View your 12-month calendar year in this view. Each month is displayed as a separately box, which makes choosing a particular month quick and easy! Dates that are bold contain scheduled events. Click on a date to view a Daily calendar view or click on the name of a Month to view its full Monthly calendar view. Office in Motion User Guide - v of 55

35 Calendar Settings: The Calendar Settings allows you to change your Time Zone, control what time increments you view your calendar in, control how many hours in a day you view, and control what time of day your calendar starts displaying at. You can change your settings as often as you need to in order to better fit your business needs. Office in Motion User Guide - v of 55

36 Your new Office in Motion features a variety of specialized reports that allow you to view a variety of different aspects of your business. These reports include: Anniversary Contact Frontline Volume Genealogy Orders Pending Health Coach Progress Qualification Rank Advancements Renewals Tree View Saved 4. Reports: When viewing any report (except Tree View and Genealogy), you have the option to: Send a Bulk to the selected people by clicking the button. Send a Bulk ecard to the selected people by clicking the button. View the report in a different file format (Adobe PDF, Excel, Mailing Labels, Tab Delimited, or XML Output) by selecting from the dropdown menu and clicking the Run Report button: Office in Motion User Guide - v of 55

37 Reports Home Page: When you click the Reports tab in the top navigation bar, you are sent to the Reports Home Page. This page shows a graphical summary of your Group Volume, Frontline Volume, and New Health Coaches for the past 3 months. To view a graphical summary of your Senior Coaches and Executive Directors for the past 3 months as well, click the Full View button below Group Volume. Also shown is your Volume summary. This displays your Total Legs, Total Executive Directors, Executive Director Legs, Total SC, your indicated Gold, Green, and Red qualified Health Coaches*, Frontline Volume, and Group Volume for the past 3 months. * Gold Those whose current ranks are above their highest achieved rank. Green Those whose current ranks are equal to their highest achieved rank. Red Those whose current ranks are below their highest achieved rank. Your Saved reports are also displayed in your Reports home page, to the right of your Volume summary. To access individual saved reports, click on the saved report name. Saved reports not containing date parameters will automatically update based on the other parameters you have saved for this particular report. Saved reports with date sensitive information require you to edit the original parameters in order to show updated information. Office in Motion User Guide - v of 55

38 Report Formatting: Your Office in Motion allows you to format each filterable report using the available information. By clicking the button at the bottom of the parameters page of a report, you can select which columns are displayed, what information the report is sorted by initially, and the limit of results that are provided. Each report will provide different formatting options based on the information provided within this report. Office in Motion User Guide - v of 55

39 Anniversary Report: The Anniversary Report shows you who in your organization has an anniversary approaching. You can filter this report by selecting which ranks you would like to view in the report and by what anniversary dates you would like to view between. This report can help you gauge a member of your organization s path. Send an ecard or to keep everyone in your organization on track! Office in Motion User Guide - v of 55

40 Qualification Report: The Qualification Report displays your team s month-to-date performance in relation to highest achieved rank. Find out who has met, exceeded, or fallen below their highest rank. You are able to filter current ranks, highest achieved ranks, and performance (*Gold, Green, or Red) * Gold Those whose current ranks are above their highest achieved rank. Green Those whose current ranks are equal to their highest achieved rank. Red Those whose current ranks are less than their highest achieved rank. This report helps you keep track of where your organization members are in rank so you can stay up-to-date on who is excelling and who may need that extra push! Easily send an encouragement reminder via ecard or . Office in Motion User Guide - v of 55

41 Renewals Report: The Renewals Report displays who is coming up for their Health Coach account renewal. You can easily filter between ranks and renewal dates to get more specific information. This report is a great way to compile a list of those in your organization who are up for renewal and send a reminder or ecard. This is an efficient way to keep everyone on track and ensure your active Health Coaches remain in your downline! Office in Motion User Guide - v of 55

42 Contact Report: The Contact Report displays a detailed filtered view of your downline for fast and easy reference and communication. For instance, this report allows you to look up all contacts whose last name is Smith, or all contacts that live in Oregon, or whose Frontline Volume is between 0 and 10,000. This report lets you quickly and efficiently filter your contacts to find exactly who you are looking for! Office in Motion User Guide - v of 55

43 Pending Health Coach Report: The Pending Health Coach Report shows who has purchased a Health Coach Career Kit, but hasn t yet completed the necessary steps to become a Health Coach. You can filter by what the Pending Health Coaches need to Activate and also by level so you can stay on top of your Pending Health Coach s activity level. Send them an ecard, , or call them to find out if they need assistance completing online enrollment! Office in Motion User Guide - v of 55

44 Frontline Volume (FLV): The Frontline Volume Report allows you to search your frontline to get a snapshot of monthly performance. For instance, you can search the Frontline Volumes of just those with a last name of Smith, or those with a Personal Volume between 0 and 5,000, or of just Senior Coaches and Regional Directors. Only get the numbers you are looking for in this detailed report! Office in Motion User Guide - v of 55

45 Orders Report: The Orders Report shows your placed order details from those in your organization, allows you to locate order information for your Clients, and track package progress. This report is a great way to stay on top of who in your organization has (or hasn t) placed an order recently. Easily send a reminder ecard or to encourage new Clients who might not be making regular orders or are not on the BeSlim Club yet! Returned orders display in red for easy identification in the report results. These returns will also feature the date the order was returned, not ordered. Office in Motion User Guide - v of 55

46 Rank Advancements: The Rank Advancements Report shows who in your organization has advanced in rank. This report allows you to create a list of just rank advancements with ease. This is a great way to congratulate those who have achieved their rank advancements in your organization or encourage those who may have fallen short. Send an ecard or to all or just some in this report quickly and easily! Office in Motion User Guide - v of 55

47 Tree View: The Tree View is a linear genealogy report. Follow the Legend provided at the top of the report when viewing this genealogy tree. This is an effective way to view your entire organization. Click on a category in the header to sort your tree in ascending order by that category. Click it again to sort your tree in descending order. This allows you to quickly and efficiently view your organization. Health Coaches in your team with a next to their name have an organization of their own. Click this icon to expand their Frontline within the Tree View. Office in Motion User Guide - v of 55

48 Genealogy Report: The Genealogy Report is an interactive and graphical representation of your business that allows you to control how you view your downline. Simply hover your mouse over the icons (referred to as nodes ) to see the name, rank, and Frontline Volume of that particular member of your organization. Click the node to view a brief summary on that member, including Highest Rank, Total PV, GV, FLV, Senior Coach Legs, ED Legs, and Frontline Ordering Entities. This graphical view of your organization allows you to better see the size and complexity of your business! Office in Motion User Guide - v of 55

49 Progress Report: The Progress Report allows you to monitor your business progress with up-to-date Progress Alerts, with specific qualification parameters underneath. You can view the progress of others in your organization as well by entering their Health Coach ID into the Report Constraints field to the right of the screen. Each column represents a different rank and contains its requirements for achievement. The top layer contains the percentage of completion of that column s rank, featuring a happy face for ranks that are 100% completed. They also contain what rank you need to achieve prior to advancing and what still needs to be completed. For example, in the report above, this Executive Director has completed the rank of Executive Director and 50% of the requirements to reach Regional Director, but still needs 1 qualified Executive Director to advance. This report will keep you on track as you advance throughout the month! Office in Motion User Guide - v of 55

50 Saved Reports: Your Saved Reports are exactly that, the customized reports that you ve saved for easy access in the future. To access individual saved reports, click the saved report name. Saved Reports that do not contain time parameters are automatically updated with current data when you click and run them. Those with date-sensitive parameters will only display between the dates selected when the report was initially saved. To update a Saved Report: 1. Click on the button in the Saved Reports screen. This opens the report s parameters for you to edit. 2. Edit the report s parameters to your specifications 3. Click the button to view the updated report Office in Motion User Guide - v of 55

51 5. Profile: Creating and updating your Profile is an important way to keep your account updated. Your profile is linked to your account so it is important to keep it as up-to-date as possible. To access your Profile to make an update or to view your existing information, simply click on the Profile tab on the top Navigation Bar. To update your password: 1. Click the Update Password button at the bottom of the page 2. Enter your existing password 3. Enter your new password 4. Confirm your new password 5. Click Submit Office in Motion User Guide - v of 55

52 6. Dashboard: The Dashboard provided helpful summaries of vital business information, allowing you to make educated decisions for your business. The Dashboard included: Leads Program Qualification Status My Frontline Organization My Volumes My Ranks Order Summary (for today, this week, and this month) Group Volume Comparison Graph (for a rolling 12 months) My Watch List Office in Motion User Guide - v of 55

53 Dashboard Leads Program Qualification Status: The Leads Program Qualification Status module in the Dashboard provides you with the ability to view if you re currently qualified to receive Leads this month, as well as the option to opt out of receiving Leads if you re unable to support new Clients for whatever reason. By clicking the Opt-Out link, you will no longer be eligible to receive Leads, regardless if you re qualified or not. Once opted out, an Opt-In button appears that will allow you to again be eligible to receive Leads if you re qualified. Dashboard My Frontline Organization: The Frontline Organization module displays the number of active and inactive accounts making up your Total Frontline, as well as just your Health Coaches (and Health Professionals) in just your Frontline. You can click the View link next to each total number to view a quick report of those individuals making up that number in your Frontline. Dashboard My Volumes: The My Volumes module provides your: Total PV (Personal Volume) Total FLV (Frontline Volume) Total GV (Group Volume) Dashboard My Ranks: The My Ranks module p Office in Motion User Guide - v of 55

54 Dashboard Order Summary The Order Summary provides you with a summary of your orders for today, this week, and this month. Each summary provides you a break down of your Frontline and Organization s Health Coach and Client orders. Click on the button next to each summary option to view the totals. Dashboard Group Volume Comparison Graph The Group Volume Comparison displays a line graph for your Group Volume performance over the last 12 months. This is a great visual reference to use when setting goals with your Business Coach. Dashboard My Watch List The Watch List feature allows you to select Team Members in your Frontline to appear in the Dashboard each time you access the page, without having to run a report! To add or remove Team Members from your Watch List, click the Manage My Watch List link and use the check boxes displayed in the pop-up configuration window. Office in Motion User Guide - v of 55

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