Technical Reference Field Representative Guide
DEMOZILLA TECHNICAL REFERENCE Field Representative Guide
2006 DemoZilla DemoZilla Technical Reference Field Representative Guide This manual, as well as the software and services described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The contents of this manual are furnished for informational use only, are subject to change without notice, and should not be construed as a commitment by DemoZilla LLC. DemoZilla LLC assumes no responsibility or liability for any errors or inaccuracies that may appear in this book. Except as permitted by such license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of DemoZilla LLC. Any references to individual or company names in this manual are for demonstration purposes only and are not intended to refer to any actual person or organization. DemoZilla and the DemoZilla logo are trademarks of DemoZilla LLC. UPS, the UPS brand and UPS WorldShip are trademarks of United Parcel Service of America, Inc. Intuit and QuickBooks are trademarks and service marks of Intuit Inc., registered in the United States and other countries. DemoZilla LLC, 177 Tremont Street, Boston, Massachusetts 02111 USA Rev. 1.2 (12/11/06)
Table of Contents CHAPTER 1 INTRODUCTION TO DEMOZILLA...1 WHAT IS DEMOZILLA?... 2 HOW DEMOZILLA WORKS... 3 TASKS OF DEMOZILLA FIELD REPRESENTATIVE... 4 CHAPTER 2 LOGGING INTO DEMOZILLA...5 CONNECTING TO THE DEMOZILLA WEBSITE... 6 CHANGING YOUR PASSWORD AND EMAIL ADDRESS... 9 CHANGING YOUR PERSONAL INFORMATION... 11 CHAPTER 3 VIEWING YOUR ASSIGNMENTS...13 VIEWING ASSIGNMENTS... 14 SORTING THE ASSIGNMENT LIST... 16 PRINTING ASSIGNMENTS... 18 VIEWING AND PRINTING ASSIGNMENT PAPERWORK... 19 CHAPTER 4 USING THE JOB BOARD...23 VIEWING JOB BOARD POSTINGS... 24 USING EMAIL NOTIFICATIONS... 26 CHAPTER 5 CHECKING IN ASSIGNMENTS... 29 CHECKING IN... 30 i
Chapter 1 Introduction to DemoZilla Introduction In this unit, you will learn about DemoZilla s functions and the tasks of a DemoZilla field representative. Objectives After completing this unit, you should be able to: Describe the main features of DemoZilla Describe the tasks of a DemoZilla field representative 1
CHAPTER 1 Introduction to DemoZilla What is DemoZilla? DemoZilla is a demonstration software system that is designed to meet the needs of the demonstration sector. Using DemoZilla, you can: Coordinate demonstration events Maintain a database of clients, demonstration sites, manufacturers, products, and field representatives Staff demonstrations using criteria such as field representative availability, proximity, ratings, or compensation rate Allow automatic and online booking Automatically distribute instructions to field representatives Generate reports of project status and results Pay staff and bill clients using QuickBooks integration Ship kits using UPS WorldShip 2
DEMOZILLA Field Representative Guide How DemoZilla Works Because DemoZilla is a web-based application, it allows managers and field representatives to schedule and manage demonstration over the Internet. A company with widely distributed resources can coordinate its efforts using a single database that can be accessed from anywhere with an internet connection. A typical DemoZilla project goes through the following steps: An administrator at the central office connects to the DemoZilla web server and enters the project information (sites, products, client, etc.) into the DemoZilla system. A group coordinator connects to the DemoZilla web server and assigns field reps to events. Alternately, field reps can connect to the DemoZilla web server and sign up for events that are near them and that fit their schedules. Group coordinator s home DSC office Field rep s home Internet DemoZilla web servers and data center Demonstration/merchandising site Figure 1: How DemoZilla Works Field reps go onsite for the event. Before beginning work, they may call into the DemoZilla IVR system to record themselves as checked in. Administrators and group coordinators monitor the progress of events and generate reports of results. Accounting personnel process payment to field reps and group coordinators, issue voucher checks, and bill clients for services. 3
CHAPTER 1 Introduction to DemoZilla Tasks of DemoZilla Field Representative When a demonstration project is being managed through DemoZilla, there are several tasks that the field representative can perform using DemoZilla. These are: Using DemoZilla to keep track of your assignments. Checking the Job Board for open assignments that have been posted by the DemoZilla Administrator. Checking in once you have completed an assignment. The remainder of this guide teaches you how to perform these tasks. 4
Chapter 2 Logging Into DemoZilla Introduction In this chapter, you will learn how to connect to the DemoZilla website, log in, and change your password and personal information. Objectives After completing this chapter, you should be able to: Log into your account on the DemoZilla website Change your email address and password Change your personal information such as your address, phone number, and preferred contact method 5
CHAPTER 2 Logging Into DemoZilla Connecting to the DemoZilla Website To connect to your system on the DemoZilla website, you need an Internetconnected computer that is running one of the following browsers: Mozilla Firefox version 1.5.0.1 or later Internet Explorer version 6.0 or later Netscape Navigator version 8.0 or later In the address bar of your browser, type in the URL of your DemoZilla system and click Enter. This is provided by your site s DemoZilla Administrator. For future reference, write the URL below: DemoZilla URL: The DemoZilla opening screen appears: Figure 2: DemoZilla login screen 6
DEMOZILLA Field Representative Guide Click on the Login link to go to the login screen. In the login screen, enter your email address and password and click login to log in. The password is supplied by your site s DemoZilla Administrator. Figure 3: DemoZilla login screen Your DemoZilla login gives you access to proprietary and confidential information. To safeguard the privacy and integrity of this information, never share your login information or record it where it can be read by someone else. 7
CHAPTER 2 Logging Into DemoZilla You see the welcome screen: Figure 4: Welcome screen This screen displays five different options (Assignments, Job Board, Check In, Update Profile and Logout). You can use these options to view your upcoming assignments, sign up for assignments on the Job Board, and check in assignments that you have completed. The remaining chapters of this guide will teach you how to perform these tasks. 8
DEMOZILLA Field Representative Guide Changing Your Password and Email Address If your account was set up with an easy-to-guess password, you should change it immediately. To do this, click on Update Profile. This brings up the Update Your Information screen: Password fields Email address field Figure 5: Update Your Information screen To change the email address or password, type the new information in the Email Address and Password spaces on the screen. The password is shown on the screen as asterisks, not in plain text. You must enter the new password in the Password field, and enter it again in the Password (Again) field. DemoZilla passwords are case-sensitive (for example, Apple is different than apple ). Click Edit when you are done changing the email address or password. You should see a message indicating that the changes were made successfully: 9
CHAPTER 2 Logging Into DemoZilla Success message Figure 6: Update Your Information screen with success message 10
DEMOZILLA Field Representative Guide Changing Your Personal Information Besides your email address and password, your DemoZilla profile includes several important pieces of information: Primary Address: your physical location. This address is used to help match you with assignments that are located near you. Shipping Address: the address that is used for sending you mail and packages. If no shipping address is entered, the primary address will be used for mail and packages. Phone Numbers: your phone numbers and type. Contact Method: the method by which you want to be contacted. Contact checkbox: this controls whether you are notified about upcoming demos in your area. Verify that your personal information is correct, or change it if necessary and click the Edit button to save your changes. It is very important that your personal information be accurate. Your zip code determines what assignments you are selected for, your telephone number is used by DemoZilla administrators and group coordinators to contact you for assignments, and your email address and the contact checkbox are used to send you notifications about upcoming jobs in your area. If any of this information is incorrect, you will be passed over for jobs in your area. 11
Chapter 3 Viewing Your Assignments Introduction In this chapter, you will learn how to view a list of your assignments on the DemoZilla website. Objectives After completing this chapter, you should be able to: View a list of your assignments Sort the assignment list by location, date, or other criteria Print a list of your assignments Obtain and print a copy of the instructions, store report and invoice for an assignment 13
CHAPTER 3 Viewing Your Assignments Viewing Assignments One of the most useful DemoZilla features for a field rep is being able to view a list of your assignments. To do this, click on Assignments at the top of the DemoZilla screen. This brings up the Search Assignments screen: Figure 7: Search Assignments screen This search screen allows you to search for some or all of your assignments. By default, today s date is filled in for the beginning of the Scheduled Date range. You can change this date if you want to look at assignments that took place in the past as well as in the future, or you can use the second date field to search only for assignments in a certain date range (for example, 10/1/06 to 10/31/06). You can also change any of the other fields to restrict the assignments that will be displayed. For example, you could use the Chain drop-down menu to show only assignments that take place at the specified chain. Today s date Click Search without changing any of the information on the search screen. This displays a list of all of your future assignments. An example is shown below: 14
DEMOZILLA Field Representative Guide Figure 8: Assignment search results: list of all future assignments 15
CHAPTER 3 Viewing Your Assignments Sorting the Assignment List You can use the headers of the assignment list to sort the assignment list by any column. By default, the assignment list is sorted by date, with the earliest assignments appearing at the top: Figure 9: Assignment search results sorted by date (default) You can sort the assignment search results by any other column by clicking on the column header. For example, if you want to sort by city, you can click on the City column header. The results are sorted alphabetically by city name, as shown below: Click City column header to sort by city name Figure 10: Assignment search results sorted by city Now click the City column again to sort the assignments by city name again, this time in reverse alphabetical order: Figure 11: Assignment search results sorted by city (descending order) 16
DEMOZILLA Field Representative Guide You can sort the assignment search results by any of the column headers. Remember, clicking once sorts the assignments in ascending order (alphabetically A to Z, numerically lowest to highest); clicking again sorts the assignments in descending order (alphabetically Z to A, numerically highest to lowest). 17
CHAPTER 3 Viewing Your Assignments Printing Assignments Once you have searched for your assignments and sorted them, you can print the assignment list. To do this, click on the Print View link located below the assignment list: Print View link Figure 12: Assignment list with Print View link The Print View of the assignment list looks like this: Figure 13: Print View of assignment list You can now print the assignment list by clicking File at the top of the browser screen and selecting Print. 18
DEMOZILLA Field Representative Guide Viewing and Printing Assignment Paperwork When you are assigned to an event, the DemoZilla administrator or mailroom staff should send you the paperwork for the event. This includes two documents: The instructions and store report, which provides you with the dress code and required equipment for the assignment, how the assignment is to be conducted, and what procedures are to be followed for checking in, obtaining confirmations, and processing paperwork. The invoice, which you will submit in order to be paid for the assignment. Alternately, you can obtain a copy of these documents from the DemoZilla website and print it out. To access the assignment paperwork, first do an assignment search as described earlier in this chapter. The leftmost column of the search results the Assign ID column contains links to detailed information on each assignment. Links to detailed assignment information Figure 14: Assignment search results Click on the link of the assignment whose paperwork you want to view. This brings up the assignment details: Figure 15: Assignment details 19
CHAPTER 3 Viewing Your Assignments At the right of the screen are two links: View Store Report and View Invoice. Clicking on the View Store Report link brings up the store report: Figure 16: Instructions and store report 20
DEMOZILLA Field Representative Guide Clicking on the View invoice link brings up the invoice: Figure 17: Invoice You can print either of these documents by holding down the Ctrl key and typing P (Ctrl-P). 21
Chapter 4 Using the Job Board Introduction In this chapter, you will learn how to view and sign up for assignments on the DemoZilla Job Board. Objectives After completing this chapter, you should be able to: Use the DemoZilla Job Board to search for open assignments Sign up for Job Board assignments Using email notifications to find and sign up for assignments 23
CHAPTER 4 Using the Job Board Viewing Job Board Postings There are two ways that you can become assigned to events through DemoZilla. One is if a DemoZilla administrator or group coordinator calls you up, confirms that you can do an event, and makes the assignment. The other way is through the Job Board. Sometimes, when an administrator has many assignments to book, he/she will post them on the Job Board rather than call individual field reps to fill the assignments. Field reps can log into the DemoZilla website, search the Job Board for open assignments that are near to their locations, and sign up for the assignments. To view assignments on the Job Board, click on Job Board. This brings up the Job Board Search screen: Figure 18: Job Board Search screen Enter your zip code and the number of miles to search around it. For example, if you enter 25 miles and 02215 for the zip code, the results will show all assignments on the job board that are: Within 25 miles of zip code 02215, On one of your normal work days, Not on one of your blackout dates, and Not on a date when you already have an assignment. 24
DEMOZILLA Field Representative Guide Click link to sign up for the assignment Figure 19: Job Board search results When posting an assignment on the Job Board, the administrator can specify a minimum rating for field reps to be eligible to sign up for the job. You can only sign up for Job Board assignments if you meet the minimum rating requirements. Your rating is the percentage of assignments that you have completed in the past. To sign up for an assignment on the Job Board, click on the Sign Up! link at the left of the screen. This brings up the Assignment Info screen, with additional details on the assignment (the hours and site address): Figure 20: Assignment Info screen If you want to sign up for the event, click on the Sign Up For This Demo Now button. You should see a message indicating that you have successfully signed up for the assignment. 25
CHAPTER 4 Using the Job Board Using Email Notifications Besides the Job Board, the DemoZilla administrator can use email notifications to advertise jobs. These email notifications are sent to all field reps who are eligible for the job. An email notification looks like this: Figure 21: Email containing job notifications To sign up for one of the jobs listed in the email, click on the link to the job in the email message (for example, http://www.demozilla.com/ds_test/getdemo/40). This takes you to the Assignment Info screen, where you can click the Sign Up button to sign up for the demo: 26
DEMOZILLA Field Representative Guide Figure 22: Assignment Info screen 27
Chapter 5 Checking In Assignments Introduction In this chapter, you will learn how to check in for assignments that you have completed. Objectives After completing this chapter, you should be able to: Check in completed assignments Enter answers to Store Report questions 29
CHAPTER 5 Checking In Assignments Checking In Before you can be paid for an assignment, you must be checked in. There are several ways to do this: You can call a check-in number, which will automatically record you as checked in in the DemoZilla system. This number is printed on the instructions and store report that you received prior to the assignment. You can be checked in by your group coordinator or a DemoZilla administrator. You can check yourself in using the DemoZilla website. To check in using the DemoZilla website, click on the Check In link. You are then requested for the Assignment ID: Figure 23: Assignment ID prompt The Assignment ID is found at the top of the instructions and store report: Assignment ID Enter the assignment ID number and click Submit. This brings up the Check-In Project Assignment screen: 30
DEMOZILLA Field Representative Guide Figure 24: Check-In Project Assignment screen Enter the answers from the store report in the spaces on the screen, as well as any notes or observations about the event, then click Check-In. You should receive a message indicating that the assignment was successfully checked in: Figure 25: Check-In Project Assignment screen with successful check-in message If you have another assignment to check in, you can enter it in the box at the bottom of the screen and click Submit to continue. Even though you have checked in using the DemoZilla website, make sure you follow all instructions for filing paperwork in order to receive payment. 31