Stroma Software 2016 v1.0 Tracker User Guide 0
Contents My Tracker... 2 Property Summary... 4 Adding Correspondence... 6 Uploading and Viewing Documents... 6 Adding Property Contacts... 7 Creating a New Appointment... 9 Creating a New Team Task... 11 Creating a New User Task... 12 Property Overview... 12 My Diary... 13 My Leads... 13 Administration... 14 User Management... 14 Operatives... 15 Teams... 17 Customer Management... 19 Web Portal... 23 Job Management... 26 Adding Forms Jobs... 27 Configuring Your Tracker... 28 System Configuration... 28 Setting up Mail and SMS Servers... 28 Templates and Template Manager... 29 Email and Letter Templates... 29 SMS Templates... 31 Logs... 32 Reporting... 32 RdSAP Data... 32 Forms... 33 MI Reporting... 34 Electronic Data Capture... 35 My EDC... 35 EDC Manager... 36 Creating a New Form... 37 Editing an Existing Form... 39 Creating a Copy of an Existing Form... 39 Assigning Forms to Users... 39 Output Designer... 40 Creating a Custom Output... 40 Producing a Custom Output... 42 Stroma Software 2016 v1.0 Tracker User Guide 1
Tracker 3.3 User Guide Signing in to Tracker with your username and password directs you to the main dashboard, as shown below. Any appointment data for the week commencing will filter on the left hand side of the dashboard. The Activity Feed will display to the right, listing any recent actions, such as assessments, electronic forms and ECO scores, which have been completed under your Tracker account and submitted. My Tracker Under the My Tracker heading, four sections are listed underneath. Import property leads into your Tracker system Allows you to locate a property Lists all properties on your Tracker account at a glance Calendar to organise your appointments To locate a property, click Property Search. You can search for a property via the postcode. The software will then filter the properties registered under that postcode for you to select. Stroma Software 2016 v1.0 Tracker User Guide 2
Once you have selected the property, the Landmark UPRN and PAF UPRN will display below. Once you have chosen the correct property, click OK. This will then open the Property Summary section. Stroma Software 2016 v1.0 Tracker User Guide 3
Property Summary The Property Summary section lists the contact information, appointments and any activity, such as submitted forms and assessments, recorded under that property. To add a contact for the property, you need to fill out the information under the Property Details heading and then click the Save icon. You can also navigate from this page to view or add additional data for this property. If you select View History at the bottom of the Property Details section, you can access and export the data of any companies or statuses assigned to the property. Stroma Software 2016 v1.0 Tracker User Guide 4
This will navigate you to the screen below where you can export the data into an excel file by selecting the buttons highlighted. Located at the side of the Property Summary screen is a list of sections where you can add and view additional information. View any electronic forms submitted under the property Stroma Software 2016 v1.0 Tracker User Guide 5
Adding Correspondence This section allows you to record any correspondence regarding the property. Simply click on Correspondence to take you to this section and select the plus icon to add a new record of correspondence. Uploading and Viewing Documents To attach any electronic documents or files to a property in your Tracker system, click on Documents on the bar at the left hand side when you are in the Property Summary. Stroma Software 2016 v1.0 Tracker User Guide 6
To attach a file, click on the plus icon in the top right hand corner of the Documents screen. This will direct you to your computer libraries so that you can locate and import the file you want. Once you have imported the file, it will appear in the Property Documents list. If you click on the document, it will display on the right hand side of the page in the Document viewer. Any OSA documents lodged under the property will also appear in this section for you to view. Adding Property Contacts To view the full list of contacts for the property, select Contacts. The full list of contacts can be seen at the left hand side of the screen. You can also add, edit and remove contacts in this section. Stroma Software 2016 v1.0 Tracker User Guide 7
To edit an existing contact, click on the contact on the left hand side of the screen and amend the contact details. Once you have finished editing, click the Save button. To add a new contact, select the plus icon at the right hand corner of the screen. This will open another window where you need to enter the new contact s details. Once you have entered the information required, select Add Contact. Stroma Software 2016 v1.0 Tracker User Guide 8
In the top right hand corner of the Property Summary screen, you will find further links to view data and add appointments. Create new team task Create new user task Send new SMS Send new email Create new appointment Run ECO prescore Lists the quantity of jobs in progress, unlodged and lodged Displays SMS and CRM records between Tracker and the property contact Track lone worker status View active workflows at the property Creating a New Appointment To create a new appointment from the Property Summary page, select the appointment icon to open the following page. Stroma Software 2016 v1.0 Tracker User Guide 9
Only assessors that are set to cover the postcode area will appear in the list of assessors on the left hand side. Prior to selecting an appointment slot, select the appointment type from the dropdown options at the bottom of the calendar view. When you select an appointment type, this will filter the assessors listed on the left hand side so that only the assessors which have the selected job type assigned to them will appear. Once you have selected an appointment type, double click on the date and the time slot that you want to book the appointment for. This will open the New Appointment window where you can check and revise the appointment details, add further information and finalise the booking. Stroma Software 2016 v1.0 Tracker User Guide 10
Once you have entered the correct information and selected the checkboxes which apply, click Add Appointment at the bottom of the window and this will add the appointment into the property calendar. Creating a New Team Task To create a new team task, click on the icon and it will open the window below. You will need to fill out the information in the window and select the team you wish to assign the task to. Stroma Software 2016 v1.0 Tracker User Guide 11
Once all the information is filled in, select Add Task. Creating a New User Task Creating a new user task from the Property Summary page is the same process as adding a new team task. Simply select the New User Task icon and fill out the required information. Property Overview Clicking the Property Overview icon under the My Tracker heading will open the following tab where you can view the properties on your Tracker account at a glance. You can also set a status or company against a property on this page by right hand clicking on the address and selecting one of the options. Stroma Software 2016 v1.0 Tracker User Guide 12
My Diary The My Diary icon will open up the calendar and display your active appointments. To see the full details of an appointment, double click on the slot that you want to view. My Leads To import any property leads into Tracker, select the My Leads icon and click on the Import symbol in the top right hand corner of the tab. You can import your leads via an excel file. Once you have imported your leads into Tracker, you can right hand click on a lead in order to promote it to a property contact or remove it from your list. Stroma Software 2016 v1.0 Tracker User Guide 13
Administration Under the Administration heading, there are three main sections: User Management Click User Management to set up your individual users and teams for jobs. When you select the User Management tab, two further tabs will appear. Stroma Software 2016 v1.0 Tracker User Guide 14
Operatives The Operatives section provides you with an overview of each of your assessor s details, skills and calendars. You can also manage your assessors details in this section, such as setting their area coverage and skills. You will need to set up your users area coverages and skills in order for you to assign them work. To set the coverage of your assessors, select the assessors individually from the dropdown bar and enter their postcode coverage in the box underneath. Once you have entered their postcode coverage, click Set Location. Alternatively, you can also set the assessor s coverage as national by selecting the National Coverage checkbox underneath. Once you have set up the coverage for your assessor, you will need to set up their skills and jobs. To do this, select the Edit button underneath the Skills/Products box. Stroma Software 2016 v1.0 Tracker User Guide 15
This action will open up the below window where you will need to check the applicable skills and jobs against that assessor. Once you have done this, select the Save button to save the selected job type(s) against that assessor. You can also group assessors to teams and assign forms to them in the Operatives section. Underneath the Skills/Products box are three further headings: Teams, Documents and Forms. Click on the heading that you require and this will open the section (for example, select Forms if you want to assign forms to the operative, or go to Documents if you want to upload a file against the Operative in Tracker). Stroma Software 2016 v1.0 Tracker User Guide 16
Teams To set up and manage your teams in Tracker, you need to select the Teams heading in the User Management section which will open the screen below. To add a new team, select the Add Team icon next to the Teams heading. Stroma Software 2016 v1.0 Tracker User Guide 17
Once you have selected this icon, the following window will open. In this window, you can create a new team title, add assessors and assign a team manager. You can also set the area coverage of the team by clicking Set Coverage located at the bottom of the window. Once you have filled in the information, select Save. The window will close and your team will then appear in the list. To set the skills of the team, highlight the correct team from the list on the left hand side and select their job types in the Skills box. Once you have selected the team s skills, select the Save icon. Assigning forms to a team is a similar process. Select a team from the list and then go to the Forms box. Click on the icon next to the Forms heading. This action will open a window listing your electronic forms. Tick the forms that you would like to assign to the team and then click Save & Exit. Your team will now be set up to carry out the assigned jobs and forms under the area coverage you have entered. Stroma Software 2016 v1.0 Tracker User Guide 18
Customer Management You will need to set up your customers and their job services in your Tracker system in order for them to be given access to the Tracker Web Portal. The Web Portal enables your customers to send you job requests for you to carry out and complete on their behalf. To set up your customers on Tracker, you will need to click on the Customer Management tab underneath the Administration heading. This will open the following page. Stroma Software 2016 v1.0 Tracker User Guide 19
To get started, click on the plus icon on the left hand side next to the Companies heading. The following page will open where you will need to fill out the company s details. Once you have entered the company details, you will need to select either ECO or Paid Services to proceed to the next stage and add your customer s jobs. For ECO jobs, please refer to the ECO section in the Tracker 3.3 Advanced Guide. To add all other jobs, select Paid Services. This will open the following screen. Stroma Software 2016 v1.0 Tracker User Guide 20
Enter the required information into the relevant boxes and follow the instructions. Next to Service To Select, you need to click on the drop down box and select the type of job for the paid service. For example, if the paid service is a Domestic Energy Assessment then you will need to select Energy Performance Certificate Std. from the dropdown. Similarly, if the paid service is to carry out a Legionella Risk Assessment or complete an electronic form then you will need to select Forms Std. from the dropdown. Alternatively, you can also create a new job type tailored your customer s paid service by selecting New from the dropdown. (Note: Setting up bespoke job types is explained on page XX). It then asks you Exclude VAT or Include VAT. Select Flat Rate from the dropdown if the VAT is at 20%. If the VAT differs from 20%, select Specific VAT Rate and enter the value. To set a target for your customer s paid service, click the Set Target checkbox and fill in the details below. Once you have entered the relevant information, select Add Service. This service will then appear underneath. Click Finish to add the company and their paid service. Your new company will now appear in the Customer Management homepage. Stroma Software 2016 v1.0 Tracker User Guide 21
Your customer will automatically be set up for the Web Portal once you have added them into your Tracker system. You will find the customer s login details in the Web Portal Admin section (highlighted above). You will need to select Reset Password to set a password for your new customer. Stroma Software 2016 v1.0 Tracker User Guide 22
Web Portal In order for the customer to access the web portal, you will need to provide them with the URL and their login details. The URL for the Web Portal: http://trackerweb.stromamembers.net/ Clicking on the Web Portal button will take you directly to the web link. The customer will need to sign in with their Web Portal username and password. Once they have successfully logged in, they will be directed to the Web Portal homepage. Stroma Software 2016 v1.0 Tracker User Guide 23
The Web Portal dashboard displays your customer s recent activity and jobs at a glance. To create a new appointment for a property, your customer will need to select the Property Search tab above the Activity Feed. This will take them to the property search. The property search in the Web Portal is similar to the property search in Tracker. Simply search for the property via postcode, select the correct address from the list and click on Property Summary. Stroma Software 2016 v1.0 Tracker User Guide 24
Your customer will need to select Create Appointment in order to send you a job request. This will open the Job Request window. Your customer will need to fill in the information in the job request window and select the correct job type. Once your customer has completed filling in the required information, they will need to select Submit; this action will send the job request to your Tracker system. Stroma Software 2016 v1.0 Tracker User Guide 25
Job Management To set up your own bespoke jobs, go to Job Management to open the following window. To add one of your own job types, select Add New. This action will load up another window. Stroma Software 2016 v1.0 Tracker User Guide 26
In this window, enter the details of the job that you want to add into your Tracker system. You will also need to select the job type(s) from the Stroma Types list. You can select more than one job type if your bespoke job covers two categories. Once you have entered all the information required, select Save. Adding Forms Jobs If you are adding a Form to your job, another window will appear. To assign the form that applies to the job, select the Plus button at the side of the form name to drop the form into Selected Forms. Once you have selected the correct forms, click Save. This will close the windows and display your custom job in the Job Types list. Stroma Software 2016 v1.0 Tracker User Guide 27
Configuring Your Tracker System Configuration The System Configuration section allows the user to add and tailor extra functionality in your Tracker system, such as communication templates, CRM design and calendar settings. Setting up Mail and SMS Servers To set up your email and SMS notification servers, go to System Configuration and select System Accounts. This will open five additional sections including Mail Server and SMS Server. If you wish to set up an email, select Mail Server. This will open the following window. Select Show Incoming or Show Outgoing depending on what type of email server you wish to set up. Enter the required information into the boxes before selecting Save. The email entered will then be used to send emails from Tracker. Stroma Software 2016 v1.0 Tracker User Guide 28
To set up SMS alerts, select SMS server from the tabs. The following page will appear. You need to click on the link highlighted above to set up your server. Then you will need to register for SMS on the webpage that appears. Once you have registered for your SMS, you will be given an account ID, a password and an incoming number. You need to enter this information into the boxes on the Mail Server page and click Save Details. This will enable your Tracker system to send SMS alerts. Templates and Template Manager To set up your templates, go to Administration, click on System Configuration and select Template Manager. The following icons will then appear at the top of the screen: Select on the template you wish to add and this will open a new window. Email and Letter Templates To create an email or letter template, select Email or Letter Templates from the icons at the top of the screen. This will open the Document Designer screen. Stroma Software 2016 v1.0 Tracker User Guide 29
Once you have designed your email template, go to File and click Save Template from the menu. Once you have created an email template and wish to send this out to a customer, search for the property and then go to the Property Summary. Once you have been navigated to the Property Summary, select the Send New Email icon in the top right hand corner of the screen. This action will open the Document Designer. To send an email template, click File and then select Open Existing Template from the menu. Stroma Software 2016 v1.0 Tracker User Guide 30
This will open the template into the Document Designer. Once you are happy with the email template, select Send as Email. This will send the email to the property contact. SMS Templates To create an SMS template, go to Template Manager and select SMS Templates. This will open the following window. Type the SMS message into the text box, and then select Save as New. To open the SMS template in order to send a text message to the property contact, go to the Property Summary page and select the Send New SMS icon. This will open the SMS window. Select the contact and the SMS template you wish to load. This action will pull the template into the message box for you to review and add additional information if you wish. Once you would like to send the SMS to the contact, select Send Message. Stroma Software 2016 v1.0 Tracker User Guide 31
Logs To see records of emails and SMS texts that have been sent from your Tracker, go to System Configuration and select Logs. The following three icons will then appear at the top of the screen. Select the icon that you require and this will open the log. Reporting Any electronic forms, EPCs, OAs and Quotations submitted from a mobile device into your Tracker system will be available to view in Reporting. Go to the Reporting section at the top of the screen and five further sections will appear underneath. RdSAP Data Any EPCs, Occupancy Assessments, EPRs and Energy Estimator results submitted into your Tracker account will be stored in RdSAP Data. Click on the RdSAP data heading and four further sections will appear. Select on the option you require and this will list the assessments or energy estimates conducted on your properties in Tracker. Note: Your widget will need to be set up before you can receive energy estimates. The widget acts as a pre- qualification tool which enables your customers to fill out their details and property information on your website. This information will then be sent to your Reporting section in Tracker. If you wish to be set up for the energy estimator, please contact the Tracker Support team on ext. 615. Stroma Software 2016 v1.0 Tracker User Guide 32
Forms To view any electronic forms that have been submitted into your Tracker system, select the Forms heading from the Reporting menu and then select the Completed Forms option. The following screen will then appear. First of all, select the correct form from the Forms Type list which is situated on the left hand side of the screen. Tracker will then display submissions of that form in the Form Instances section. (Note: To search for electronic forms by the date, select the dates at the top and click Apply). Double click on the form you wish to open from the Form Instances list. A new window will appear where you can review the data in the form before you produce the final report. If any images have been captured in the form, you need to select Get All Images in the bottom left hand corner of the window and wait for all the images to load. Stroma Software 2016 v1.0 Tracker User Guide 33
Once you are happy with the form, go to Options and select View Standard Report. This will open the completed form in a PDF format for you to email, print and save. MI Reporting To view any report criteria based on your Tracker usage (such as appointment trends and summaries of mileage), select the MI Reporting tab in the Reporting section. The report criteria available will be listed on the left hand side of the screen. Select the report you would like to produce from the list and enter the information you require in the column on the right hand side. For example, if you wish to produce an Appointment Capacity report, select the option from the list and then enter the date range and the job type (shown below). Stroma Software 2016 v1.0 Tracker User Guide 34
Once you have inputted the information, select View to produce the report. Electronic Data Capture Tracker s Electronic Data Capture (EDC) section not only allows you to make amendments to your submitted forms, but also provides you with a tool to build your own electronic forms. My EDC Any electronic forms submitted from a mobile device into your Tracker system will be available to view in My EDC. Select the EDC heading at the top of the screen and then select My EDC underneath. This will take you to the screen below. First of all, select the correct form from the Forms Type list on the left hand side. Tracker will then display submissions of that form in the Form Instances section. Note: To search for electronic forms by the date, select the dates at the top and click Apply. Double click on the form you wish to open from the Form Instances list. This will load up a new window where you can review the data in the form and make any amendments if necessary before you produce the final report. Stroma Software 2016 v1.0 Tracker User Guide 35
If you wish to send the form back to the assessor (for instance, if any of the data is incomplete or they are required to gather additional information), go to Options and select Send to Assessor from the dropdown list. Select the assessor you wish to send the form to and click OK. (Note: Only assessors who have been assigned the Forms Std. skill will be available to select from the list). If any images have been captured in the form, you will need to select Get All Images in the bottom left hand corner of the window and wait for all the images to load. Once you are happy with all the information in the form, go to Options and select View Standard Report. This will open the completed form in a PDF format for you to email, print and save. If you need to save any amendments to the form, go to Options and select Save. Note: Allow the required time for the form to save. Do not exit out of the window whilst the form is saving. EDC Manager To start building your own custom electronic forms, click on EDC Manager at the top of the screen. Five further tabs will then appear. Stroma Software 2016 v1.0 Tracker User Guide 36
Creating a New Form Select Create to build a new form. Enter the name of the form in the Form Name box and select Create Form. This will open the Form Design screen. Edit form name here Input editor Forms builder Input list All form functionalities are listed in the column on the far right hand side. Select the function you require from the input list to begin building your form. The input field selected will then appear in the form builder screen. To edit the title of an input, click on the input in the form builder screen and enter the label name in the input editor. Stroma Software 2016 v1.0 Tracker User Guide 37
Please see below the definitions for all the input fields. Fields Text Memo Date Time Date & Time Drop Down Drop Down Lookup Radio Buttons Check Box Signatures Photos Pre- Loaded Image Video Audio Calculations Numerical Currency Drawing Configurable Grids Text Labels Password Address Pre- Loaded Document Document Upload Multi- Select Dropdown Number Summary Text Summary Description of Fields Add single lines of text Add multiple lines of text Date picker Time picker Date and time picker Drop down selection Select a value from a dropdown to display related information Add buttons to select Yes/No check box Drawn signature capture Capture photos using device camera or from local stored images Ability to pre- load a standard image into a form that can then be used to reference and also edit Capture video either using device camera or locally stored videos Capture audio either using device speaker or locally stored audio Addition, subtraction, multiplication and division Capture numeric values Currency field (, USD and EUR) Advanced drawing (basic shapes, free hand, add text) Configurable grids (add a column to a grid and specify the type of column. For example: text, numeric, currency, drop down) Large text area to add headings or short sentences (display text only) Capture a user password (the information is entered and stored in the database as an encrypted value) Enable and embed a PAF address lookup field into a form. This function requires the mobile device to be connected to the internet Embed a document into a form. The mobile device must be able to support the document type that has been embedded for it to be opened Upload a document stored locally on your mobile device into the electronic form Ability to select multiple dropdown items from one list Ability to calculate multiple numeric values in the form Summarises data captured throughout the form You can add as many input fields into your form as you would like. Once you have completed your form, select the Save button at the bottom of the screen. Once you have saved your form, it will appear in your list of forms in the EDC Manager homepage. Stroma Software 2016 v1.0 Tracker User Guide 38
Editing an Existing Form If you wish to edit an existing form, highlight the form in your forms list and select the Edit tab at the top of the screen. This will open the form in the Form Design screen where you will be able to edit. You can also edit the order of the input fields in the form. Simply click and hold on the input field you want to reorder and drag to the correct position. If you wish to change the name of a form, open the form in the Form Designer and edit the form name at the top of the screen before saving. Creating a Copy of an Existing Form To create a copy of one of your existing forms, highlight the form from the list and select Create a Copy at the top of the screen. Assigning Forms to Users Once you have created a form, you will need to assign the form to your users in order for them to complete them on site. To assign the new form to your users, select User Allocation at the top of the screen. The following window will open. Select the users you wish to assign the form to and then click Save & Exit. The selected users will then be able to access the form on their ipad or Android device. Stroma Software 2016 v1.0 Tracker User Guide 39
Output Designer Creating a Custom Output To create a custom output for your forms, select the Output Designer heading. The document design page will appear. Select New at the bottom right hand corner of the screen, and enter the name of the custom output (e.g. customer output, office output etc.). You can create multiple document designs for one electronic form if you require. For example, you can create a document output for customers and a second output for internal office use. Once you have created a new custom output, select the Edit button next to it to open the Document Designer. In the Document Designer, you can create a new word document or open an existing document that is saved on your computer. Stroma Software 2016 v1.0 Tracker User Guide 40
To open an existing document, go to File and select Open from the list. This will open your documents library. You will need to locate and select the file you want to open from your computer into the Document Designer. Note: You will be able to open.docx and.rtf files in the Document Designer. It will not support older file versions of Word. Once you have created or uploaded your output in the Document Designer, select Next at the bottom right hand corner of the screen. This will direct you to the second part of the Document Designer where you will be able to add data captured in the form into your custom output. The column on the left hand side of the screen lists all the fields that have been built into the form. To build your custom output, click and hold onto a field in the list and then drag it across to the right and into the output screen. When you have dragged the field into the correct location, let go of the mouse and it will appear in the output screen (as seen above). You will need to do this for each field you want to include in the output. Any data captured in those fields will automatically be populated into the custom design when you produce the custom output of the submitted form. When you have finished building your output, select Finish at the bottom right hand corner of the Document Designer screen. This will redirect you to the Document Design page where you will need to click Save & Exit to save your output. Stroma Software 2016 v1.0 Tracker User Guide 41
Producing a Custom Output To produce the custom output for a submitted form, go to MY EDC in the EDC section and open the form from the list. Once you have opened the form, go to Options and select View Custom Report. This will open the document viewer. In the Output Designs column, select the output you want to produce. The document viewer will then open the custom report with the gathered data included. To save the custom document to your computer, go to File and select Save from the menu. If you have any questions please contact the Tracker Customer Support Team on 0845 621 11 11 (ext. 614) or email trackersupport@stroma.com Stroma Software 2016 v1.0 Tracker User Guide 42