Bluewave Professional Pet Sitter Demo Guide

Transcription

1 Bluewave Professional Pet Sitter Demo Guide This document is in draft status. We are actively writing, editing and changing the content. Once we ve finished the content, we will have a editor review the document to correct the many grammatical errors. There is a lot that this demo guide does not cover. While working with the product you will see buttons, links, and fields that are not seen on the screen shots in this document. There are two reasons for this: 1) we re continually improving the product by adding additional features after this document was printed and 2) not all features are appropriate for a first demo. If you see a option or field and would like to know more about it please call us. This is a live application and you are not the only user. Please refrain from changing any of the system defaults, sending bulk . We ve opted to leave the application open so you can see how it works without any hidden surprises behind locked screens. Once a pet sitting company signs up a clean database will be initialized. Each pet sitting company will only see their clients, sitters, visits, etc only. This demo system is used for testing new features and for demonstration purposes. It contains over two years of test data entered by over 300 real pet sitters. Please call us if you have questions. 1

2 Bluewave Professional Pet Sitter Demonstration The structure of this document is designed to closely mirror the typical process you might use when adding a client to your system and scheduling various services for them. The following table shows the work flow we will follow throughout the remainder of this document. Demo Outline / Steps Activity Description 1 Browser Configuration The first section of this guide reviews some of the configuration settings that are required on your local personal computer. 2 Sign-on and messages Describes the correct way to access the application, sign-on, and a description of the messages that you may encounter when logging on. 3 Add a new client We will add a new client, defining their personal information, household information, rate information, emergency contacts, etc. 4 Add a new pet Once the client is defined, the pet information can be entered into the application. 5 Schedule services: Vacation Sit Mid-Day dog walk Every other day visit Recurring Services With the client and pet information entered into the application you will schedule pet sitting services. We will schedule services that resemble a typical vacation service, a regular mid-day dog walk, a every-other-day or every-x-day service. Mid-day dog walks can be defined using the recurring services definition screen, then scheduled for any date range. 6 Review schedules The administrative schedule showing all activity for all pet sitters and individual pet sitter schedules will be run. 7 Admin WAG Change a sitter assignment Change a scheduled visit time The week at a glance report produces a schedule of all client and sitter activity for the company. Changing sitter assignments and scheduled times for specific visits can be done here with a few clicks of the mouse. 8 Admin Schedule The administrative schedule provides a listing of all visits for a particular time 2

3 period (usually one day). Administrators can quickly see which visits are completed and which visits remain outstanding. 9 Sitter WAG The sitter wag provides a week-at-aglance for a specific sitter. The sitter compensation per visit is displayed. 10 Sitter Schedule The sitter schedule allows each sitter to quickly identify the jobs that were completed. 11 Receive a payment Gratuity Processing a credit 12 Administrative Reports (Holiday Surcharge, Referral, Referral Revenue, Client Groups, Vets/Client/Pet, Aging Reports, Revenue Summary, Receipts Report) Client payments are entered through the A/R screen. How gratuities are handled will be reviewed. Should a client have a credit on file the procedure for applying the credit to the current service will be reviewed. The application is delivered with a number of reports. Some of the reports are identified here. Please note: The following notes apply to all screens in the application. Refrain from using special characters such as the dollar sign ( $ ) and the percent sign ( % ) signs when you enter numbers. You do not need to enter the decimals if they are zero. For example entering 18 into a dollar field is interrupted as $ Avoid using the back button! Using the back button in your browser will cause the application page to be reloaded and any task performed will be executed again, this will create duplicates charges and/or payments which in turn will throw off important reports such as cash flow & sitter compensation to name a few. Update Often! If you are editing any information it is a good practice to click the update button before you do leave that screen. This also applies if you get up from your computer. The application server will time-out after a certain time of inactivity. You could end up loosing all the information you keyed into the browser for the account, not to mention the time for keying it all in a second time. Before adding a new client, check to see if they are in the system. Not unlike many bookkeeping and accounting applications, deleting a client record would leave information pointing to blank records, so deletions are not permitted. Under certain circumstances, duplicate clients can be re-used. Making the client inactive is the preferred method. 3

4 Browser Set Up Start your internet browser and adjust the check for new page to the every visit to the page setting. If you are using internet explorer select the Tools menu item, then Internet Options. A tabbed dialogue will be displayed. On the general tab (the one that is initially visible) select the option that causes the browser to check for a new version of the page every visit to the page. 4

5 Browser Set Up (continued) While in that same dialog, select the privacy tab. The slider should be in position 2 or 3 (from the bottom). The example below is in position 2 or the Low setting. Determine if you have any pop-up stopper program or a net nanny type program running. It may be necessary to configure the popup stopper so that pop-up windows can be displayed for this application / web address. These pop-up s include calendar s help screens, and assorted data entry screens. 5

6 Browser Page Setup In your internet browser, find the setting that configures the headers and footers that appear on printed pages. If you are using internet explorer, select the File then the page setup option. You will see fields for header and footer. Note the character string in each of those fields and then clear those two fields. Press OK. 6

7 Logging On Select the login button and then the RC or Production system. (RC stands for release candidate). At the logon screen enter the company code, username, and password that have been provided to you. Checking the remember me checkbox will cause your company code and username to be stored on your computer. Passwords are not remembered. 7

8 Post Log on Screen The system messages screen displays the number of active clients, pets and staff. You will also see services that are in request status, and other items that need review are listed. The grid above displays the services that are scheduled to start within the next four days. Clicking on the client name displays the contact information. After the grid, text is displayed that each company can set. Announcements, notices and the like can be posted here. Finally a list of services that are finished but the status is Active. Placing a check in front of the service and pressing update will cause the status to switch to complete. Each pet sitter will see the services that are for clients assigned to them, the administrator sees all services that are candidate for closing. A system switch set by Bluewave Operations will suppress this list from being displayed on the sitter s screen. 8

9 Adding a New Client To add a client, simply press the client button located on the top of the screen. A client lookup window will be displayed. On the left of the alphabet lookup row you will see a new client button. Pressing the new client button will display a screen allowing you to enter the basic client information. This basic information is the minimum required to process service orders. Enter the last name and first name of the client. The typical visit charge is determined by your pricing rules. This will be the amount charged for your typical visit for this client. Do not enter $ or,. The decimal is required if there are significant digits to the right of the decimal. For example 18 is the same as Entering 12.2 will be the same as If you would like to assign this client to a specific sitter you may by selecting the sitter from the drop down list box. Press the continue button to insert this client into the database and continue entering client information. 9

10 Client Contact Information The client contact information screen contains the basic information we need to know about a client including the name, alternate name, neighborhood, brief driving directions, phone and address, primary and alternate sitter, how the client was referred to you, status, level, and client comments. The left column contains the address, spouse name, alternate name, and brief driving directions. The center column contains six telephone numbers, two addresses, and the sales tax code. The right column contains the primary and alternate sitter, how the client was referred to you, key number, status, access, and password. The tax code and referred by drop down list boxes are defined using functions located on the Admin screen. The status drop down determines if the client is active or inactive. Future releases of the application will help you manage prospect information. The access field, if set to client, allows the client to use the client accessible parts of the application on the internet. The password field contains the password the client will logon with. The primary address of the client will be their logon username. Press Update Record when complete. With the contact information saved on the server, we can fine tune the customary charges charged to each client. Press the Rates button. 10

11 Client Rates and Visit Times To refine the rates charged to this client, press the rates button. The rates screen will be displayed. Many of the rates charged are set per client. The client specific rates are listed here. If a specific time is required the time can be specified here by pressing the clock icon. To set a time, position your mouse over the hour, then move the mouse over the AM or PM in the center of the clock and click. The time will be entered into the field. A newer feature of the application is the ability to group clients into groups of your choosing. You must first define the groupings appropriate for your organization. Then you are able to associate each client with one or more groups. Press the Group button. 11

12 Client Groups Each pet sitting company can create groups of clients. Defining groups is a function located on the Admin screen. Once the groups are defined you can associate a client to one or more groups. Once a client is in a group you can send messages to a group or groups. Pressing the Group button displays the following window. Check the boxes that are appropriate for this client. When complete press update to record your changes. To close the window, press the X in the upper right of the client groups window. After associating the client with one or more groups you can specify where certain key household items can be found. Press the Supply Location button. 12

13 Supply Location The supply location screen allows you to record the storage location of various items you may need while providing services. To access the supply location screen press the supply loc button on the top of the screen. The supply location screen is displayed below. Fill in the appropriate fields and press update. Press update after making your changes. Additional household information can be stored on the House Management page. These free-form text areas provide the utmost flexibility when entering content. Press the House Management button. 13

14 House Management The house management screen provides a location for you to store useful information regarding the client s home. To access the house management screen press the house mgmt button. Enter the appropriate information. After entering the appropriate information, press the Update button. 14

15 House Sitting and Plants House sitting information and plant care instructions are located here. Update the house sitting and plant care instructions. Press update when complete. 15

16 Emergency Contacts To access the emergency contact screen press the Emerg/Security button. The following screen will be displayed. Make the necessary changes and press update. 16

17 Pet List A list of pets for this client is displayed. Pressing Edit will display pet information and permit updates. Clone will duplicate the pet information allowing you to change just the information that is different. Delete will delete a pet. Notes regarding pet data A valid date is required when adding a pet. If the pet owner does not have a birthday, then simply determine the year of birth based on the animal s age. The ER Max field is the maximum amount you are authorized to spend caring for a animal in emergency. If used this field must be a number. The vet list is maintained via an option on the Admin Screen or by pressing the vets button on the pet detail screen. Selecting a vet in the drop down list box does not fill in the blanks on the screen. The blank vet fields on the screen are for vets that are not in your database of vets. Although many pet owners with multiple pets generally have a vet for their home, that are also many cases where each pet will have a vet that specializes in one species or another. For this reason the vet is specified for each pet. If the pets are similar, you can use the clone button to copy all the information from one animal and use it as a starting point for an additional animal. 17

18 Pet Detail The pet detail window contains information for each pet. Make the necessary adjustments and press update. 18

19 New Service: Vacation Type To create a new service you must first locate the client. To locate a client you can press the client button, then enter a partial pet owner name, or select them from an alphabetical list or subset list of clients. Pressing the new service button will display the following screen. When scheduling a service you should first verify that the client and pet sitter assigned are correct. Select the dates the service starts and stops. The + and - key will move the date forward or backward. The c will display a calendar allowing you to select a date by clicking the day. Next you need to specify the services that are to be provided on the starting day, all the days that they are gone, then the services to be delivered on the last day. On the top of each column the price charged for the service will be shown and if a specific time is required, it will be displayed. Both of these fields can be adjusted on this screen; however any adjustment will be for this service only. Late night is intended for late visits where you may charge a premium. O/N is intended for overnight visits. MDW is intended to be for Mid-day walks. The other 19

20 column contains a list of all other services and the last column of checkboxes will schedule whatever is selected in the drop down list box. The days of the week filter should NOT be altered for vacation services. If a day is not checked no service will be scheduled on that day. This should only be used when scheduling recurring services or for other specific booking requirements. The END or Every number of days field is intended for every other day visits. A 2 entered here will cause the service to be booked every other day. A 3 entered here will cause the service to be booked every third day. The remainder of the screen is for remarks that pertain to client s return, contact information, and our comments to the client that will appear the client confirmation. After providing the necessary information, press the insert record button. A screen showing the service order items will be displayed. 20

21 Service Order Item List The service order item list shows each visit or service scheduled for this client. New items can be added by pressing the new button, existing items can be edited, cancelled or voided by pressing the appropriate button. If the client had a credit on file, the amount of the credit would be displayed. If you press the apply credit you will be able to transfer the credit from the service that created it to this one with a few clicks of the mouse. If a visit is cancelled, you could press the cancel button on the appropriate visit item. The difference between Void and Cancelled service items is that Voided items to not print on the client invoices or reports. To add a new item to this service, press the new button on the left side of the screen. A new service item screen will be displayed. The default date of the new item will be the same as the date on the row that the new button is located. The service item detail screen is explained later in this document. 21

22 Service Order Item List (continued) The lower portion of the service order item screen contains the controls for notifying clients and staff. Client confirmations / invoices contain the dates, descriptions, and cost of each of the services scheduled for deliver. Staff notifications, in addition to what is contained on the client confirmation contain summary information about the client, and the names of the other staff that will be delivering service. This portion of the screen is for sending messages out to clients and staff. The client confirmation/invoice is sent to the client addresses and optionally to the administrator. The staff notification message is sent to all sitters involved in the delivery of this service and to the administrator. If the client has a previous balance, you can opt to include it in the total. If printing invoices, you would use the Print invoice function with the option to include the previous balance. If sending the invoice by , simply check the box prior to pressing the send invoice / confirmation button. To access client information you can press any of the buttons above. To schedule a new service for this client you would press the new service button. To make wholesale changes to this service you would press the modify this service button. Refer to the section on modifying a service order for more information and tips on modifying services later in this document. 22

23 New Service: Mid-day Dog Walk To schedule a mid day dog walk, you simply set the dates and then the appropriate checkboxes. The mid-day dog walk rate is different from the mid-day vacation rate. In this service we are going to the client s home on Monday, Wednesday, and Friday at 1:15PM. Our normal mid-day vacation rate for this client is 16.10, while the midday dog walk rate is only 12. When scheduling mid-day dog walks you will need to adjust the checkboxes in the days to provide service. Using the example below no services will be scheduled for the unchecked days (Sunday, Tuesday, Thursday, or Saturday). As a general rule, when scheduling vacation visits all of the days should be checked. Pressing insert will schedule visits for the month as shown on the following page. 23

24 Mid-day Dog Walk Service (continued) The service order item list is displayed showing that Monday, Wednesday, and Friday have been scheduled. This lower portion of the screen is for sending messages out to clients and staff. The client confirmation/invoice is sent to the client addresses and optionally to the administrator. The staff notification message is sent to all sitters involved in the delivery of this service and to the administrator. 24

25 Every Other Day Service To schedule a service every other day you first locate the client, then press the new service button. As with vacation and mid-day walks, verify that the client and sitter are correct, set the starting and ending dates of the service, check the services to be provided. Finally enter a number in the every number of days field. When finished, press the insert record button. 25

26 Every Other Day Service (continued) This feature can be expanded to schedule for more than every other day. By entering a 3 causes the service to be scheduled every three days, 4 causes the service to be scheduled every four days, and so forth. This is particularly useful with clients that travel frequently. This lower portion of the screen is for sending messages out to clients and staff. The client confirmation/invoice is sent to the client addresses and optionally to the administrator. The staff notification message is sent to all sitters involved in the delivery of this service and to the administrator. 26

27 Modifying a Service There are multiple ways to modify a service. Every service item or visit can be edited using the edit button on each line of the service order item list. The edit button will display the item detail window. Pressing New will display a new item detail window. The date of the new service defaults to the date on the line in which you pressed the new button. Depending on the type and scope of the change you may find it more efficient to use the Modify a Service button located on the service order item list (just beneath the total ). The following screen is displayed when Modify this Service is clicked. 27

28 When modifying a service you can adjust the dates of service, times, charges, and other fields as required. Pressing Modify Record will update the service depending on the option selected. If normal is selected only text changes will be made to the service. No service detail records are modified. The rebuild option will delete all detail items or visits that are not marked complete and rebuild the detail records to satisfy the services checked on the form. The append option will add the services checked to the exiting services on the order. This is particularly useful when scheduling multiple sitter jobs where one sitter is scheduled for the morning visits and another for the evening visits. Using the append option with the days of the week to provide service option you are able to create complex services with little effort. Please keep in mind that there are two ways to modify a service. Depending on the scope of the change, the number of changes, and type of change you may find that editing individual items is more efficient that using the rebuild or append. 28

29 Recurring Services Recurring services generally do not have an ending date. Typically recurring services are composed primarily of mid-day dog walks. There are two distinct operations required to setup and schedule recurring services. The first operation sets the characteristics of the service including days to provide service, sitter assignment, special instructions, etc. The start and ending dates are NOT defined here. Once the definition of the recurring service has been entered, you can now schedule these recurring services for the appropriate duration. (We recommend recurring services be scheduled by the month.) The second operation involves setting the date range that you want to schedule for, locating the client template service in the list and pressing Process, review the resulting service order details, Service Definition The first part of setting up recurring services is defining the parameters of the service. To create a recurring service template, press the NEW button and enter the information requested. 29

30 After pressing update you will be returned to the recurring service list. Remember that we have only entered the definition of the services to this point. 30

31 Process Definition With the definitions entered we can now set a date range which these services will be scheduled. To set the date range press the here link in step 1 located at the top of the page. Enter the starting and ending dates that you want the services to be scheduled for. After entering the starting and ending dates, press the set date range button. You will be returned to the recurring service list. Verify that the date ranges are set correctly, and then press the Process button on each service you want to schedule for the date range shown. 31

32 After pressing process a service order will be created and the service order item list will be displayed. You can adjust the service by using the buttons on the left of each line. To process the next service, press the Return button and you will be returned to the Recurring Service List. 32

33 Administrative WAG (week at a glance) The administrative wag lists the client name, sitter name, and client charge for services booked over a specified date range. The services are grouped by time of day into Morning, Mid-Day, Evening, and Other. Clicking on a client name will display the detail of a particular visit. Clicking on a sitter name will display a list of sitters allowing you to select a replacement sitter by simply clicking on the sitter name. It is strongly recommended that you print the Admin Wag each day for a full week. If a client calls and changes a service you can notate the change on the report. Should you loose power for any reason, the admin Wag lists all services scheduled. The default date range is one week as shown on the following page. 33

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35 Reassigning a visit Reassigning a visit to a different sitter can be accomplished using the Admin WAG or from the visit detail window. When looking at the Admin WAG, clicking on a sitter name will display a list of sitters allowing you to click on one of them, effectively rescheduling that visit to the new sitter. Clicking on the sitter name above displays a screen similar to the one shown below. Clicking on a sitter name reschedules the visit. (only two clicks). 35

36 Staff WAG (week at a glance) The staff wag, similar to the administrative wag, lists services for a date range for a specific sitter. The client name and net compensation are displayed. If a specific time had been scheduled it will appear next to the client name. Clicking on the r displays a client report. The staff wag is particularly useful when IC s invoice pet sitting companies for work completed. 36

37 End of Day Audit (Schedule) At the end of each day, sitters can access the screen below, checking the complete checkbox and pressing update. Administrators are able to view the completed items for all sitters. 37

38 Staff Roster The staff roster, available to administrators, lists all staff with options to run sitter level schedules, wags, client lists, pet lists. Pressing the edit button displays the staff detail information. Sitters will be able to access their record and only a subset of the data. Beneath the staff roster is staff telephone list that lists all active sitters. This is included to save everyone time maintaining telephone number lists and facilitate communication between sitters. 38

39 Staff Detail Pressing edit on the staff roster displays the following screen. The application accommodates compensation at a fixed amount per service, a percentage of service cost, or a combination of the two. Sitters can either be full access or limited access. Full access sitters have full access to the clients that they have been assigned the primary pet sitter for. Limited access sitters have read only access to client information that is on their schedule. Administrators have access to all clients. Several enhancements are in development that will enable each pet sitting company the ability to make specific features available to specific individuals. 39

40 Recording Client Payments The easiest way to record client payments is to display by all service orders with a non-zero balance by pressing the A/R button followed by the first character of the clients last name. To record payments, simply press the payment button and enter the payment amount and optionally a comment/remark. 40

41 Recording Client Payments (continued) Pressing record payment, the payment amount will be applied to the service and the service order item list will be displayed allowing you to send the updated invoice to the client. Pressing the return button will return you to the open invoices list allowing you to record additional payments from this or other clients. 41

42 Gratuities, Reimbursable Expenses, Other Charges Gratuities are included in the service order as a line item. To add a gratuity to a service order simply: 1. Locate the service order and display the service order item list. 2. On the left of each line item you will find a new button for inserting a new item. Press the new button. 3. Verify that the sitter name is correct 4. In the item drop down, select gratuity 5. Enter the amount 6. Press Insert record. Reimbursable expenses and other charges are entered using this technique. 42

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44 Administrative Settings The administrative menu provides a central location to set defaults for your company, including company name, text in messages sent to clients, holidays, compensation and more. Identify the report or function and press the select button. Follow the instructions displayed on the screen. When running the compensation report, you must set the date range prior to running the report. 44