We have developed numerous mechanisms for you to effectively Schedule and Dispatch your Technicians. Each mechanism provides you different insights into your work in progress.

Here are 10 points to note:

1. CREATE ORDER: Double click anywhere on the calendar to create work orders. 


2. SCHEDULES (visits): Schedules are displayed by the color you have assigned to your Technician. Each work order may be listed multiple times depending on the number of Schedules in a work order.







3. DAY, WEEK, WORK WEEK or MONTH: Each view displays the work order in different formats.







4. FILTERS: Adjust which work orders you want to view on the calendar. It is often desirable to only view certain Technicians or Work Groups. Click on the orange filter button to expand the left panel.







5. DRAG and DROP schedules to easily assign to a different Technician or to a different Date/Time.


6. COMPLETED SCHEDULES (visits) are marked with a check box.







7. CLOSED ORDERS orders are marked with a check box and strike-through.







8. DAYS OFF: Days off are displayed on the calendar to avoid incorrectly assigning a work order.







9. UNASSIGNED WORK ORDERS: These orders are displayed in the left panel. Drag and drop to schedule them.







10. CUSTOMIZE your calendar with your business hours and other settings. From the left panel go to Settings-> Company-> Calendar Settings.

SMART DISPATCH: Reduce the miles your Technicians drive and the time they spend to get to a job site. Visually optimize your routes through the drag and drop functionality.

The map view combines your open work orders with the current live location of your Technicians. Use this view to get an approximate feel of the proximity of your work orders and Technicians at any given time.

• Filter the work orders that is displayed on the map by date and Technicians.


• Note that the location of your Technicians are marked on the map by the truck icon. Your Technicians will need to turn on tracking for Field Promax mobile app. We receive their GPS coordinates every 8 to 10 minutes.

We have created yet another Live Calendar to view your jobs based on the current status of a job. As your Technicians update their work orders in the Field Promax mobile app, the colors of the work orders change to reflect its status.

Assigned: When an Administrator assigns the work order to a Technician, the schedule turns grey.

• Accepted-
  In Route
• 

• Checked In
• 

• Completed
• 

Plan your PTO and vacation on the Days of Planner which integrates with your Calendar. This structure ensures that your Technician’s days off are honored, and work orders are scheduled as per your available resources.

Here are some notes on your Days off Planner

• Add days off from:

• The Days off Planner
• From your Calendar
• From the Dashboard

• Show all your days off on your Calendar by default (From the left panel go to Settings=>Company=Calendar Settings)

• Days off are indicated on your Calendar with a red dot.

This mechanism helps you manage your teams more efficiently. You can give your Technician the ability to view other Technician’s work orders without making them an administrator in the system. This is what we call a Team Lead.

Follow these steps to create a Team Lead.

1. Create your own Work Group. (From the left panel go to Settings=>Manage Lists=> Work Groups)


2. Assign all the Technicians in the team to a Work Group. (From the left panel go to Settings=>Manage Users)





3. Assign the Work Group to the Lead Technician.

GPS tracking is based on the coordinates we receive from your Technicians mobile devices. Here are some points to note about receiving coordinates.

• Need to turn on tracking for Field Promax mobile app.


• Need to be in the mobile app to receive coordinates.


• We receive coordinates every 5 to 10 minutes when the user has moved from one location to the next.

The location of the Technician is displayed in numerous places within Field Promax. Click on the location icon to open the location window.

Field ProMax makes it possible to connect your work apps together, including Google Calendar, to help streamline your workflow and keep you on top of your work schedule at all times.

Google Calendar integration is the perfect integration to better manage your team’s timelines, deadlines, and overall schedule for your projects and tasks, as users can sync schedules and events between Google Calendar and Field ProMax, in real-time.

If you want to sync Google Calendar with your Field ProMax account, follow the steps below.

Step 1 : Go to Settings and click on ‘Calendar Integration’

Step 2: Click on ‘Sign in with Google’

Step 3: Key in your Google account email address and password.

Step 4: Allow Field ProMax to sync with your Google calendar by selecting the relevant options.

Step 5 : And it’s done! You will now be able to see your Google account in the connected calendars section in the application.

For every new Work Order created or modified, your Google Calendar will provide you with the latest summarized view of all schedules

Note: Please ensure that ‘Field Promax Calendar’ is checked in your list of calendars as above.

We have consolidated all your customer information in one place for easy access. Looking up the work that was done for a customer in the past is a critical piece of information to make informed decision in the future.

We have provided you 2 different ways to find and view customer information.

1. Search Box

Search for a customer or work order. From this screen you can now perform numerous actions.

1. View all Open and Closed Work Orders, Estimates, Balance Amount (from QuickBooks) etc.







2. Build and maintain historical notes without much effort. We automatically add the work resolution from each completed work order to the Notes section. From the left panel menu go to Settings-> Company-> Work Order Settings.







3. Regardless of which Technician may have worked on the last customer visit, historical notes are available in the Mobile app to make better decisions in the field.







4. Upload documents to the customer profile. Include these documents automatically to a work order. (example: Contracts, Building schematics, etc.). View and edit these documents in the Mobile app.

2. Advanced Search

With this option you can find a needle in a haystack. Search for work orders, estimates or customers using keywords. Click on the magnifying glass on the top right and define your search criteria. (Example: Find work orders with a keyword description of “Model 17EA4”)

You can create customers from numerous places within our application. (1. from the left menu 2. from the Quick Actions button, 3. from within a work order)

QuickBooks Users:

Field Promax has a bi-directional connection with QuickBooks. You can therefore create a Customer either in QuickBooks or in Field Promax and they will sync with each other.

Along with the most pertinent information like Billing, Shipping address, etc., customer notes are also imported to Field Promax. When a work order is created, these internal Notes are transposed to the comments section on the web and mobile apps.

Non-QuickBooks Users:

We provide you the option of uploading your customer list from Excel. We provide you a template and upload it through our backend process.

This module gives access to your customers to use Field Promax. Customers have very limited access to your Field Promax and can perform/view only:

• View only those work orders that belong to their company


• May create work orders (but unable to schedule the work)


• View only open work orders


• Unable to view prices

1. To activate this module contact us at info@fieldpromax.com.


2. Perform the required setup. From the left panel, go to Settings=> Company=>External User Settings.







3. To give access to your customers, from the left panel go to Settings->Manage Users, Create User. From the Security Level drop down list, select ‘External User’ and create the user. The user will get an email with their login information. External users will be considered users in the system and will count towards the number of your users.

From the left panel menu, click on the “Create Estimate” button. When an Estimate is created, it is automatically given a status of “Pending for Approval”.

The Estimate Screen: This screen has 3 main sections. DETAILS, PRODUCTS and OPTIONAL ITEMS.

• DETAILS: This section provides basic information about the Estimate such as the description of the work, Job Type, contact information etc.
  


• PRODUCTS: In this section you add the products (Labor and Material) for the estimate. Adjust the Price, Qty and Markup as required.


• OPTIONAL PRODUCTS: Use this option for upselling to your customer. A good example would be to provide a discounted price for Annual inspection or Maintenance. This gives your customer the opportunity to add the optional products to the estimate during customer approval.
  


• Bottom Section: In the section below you can view your Images and Request changes.



Your Estimate is now ready to be sent to your customer for approval.

We give you 2 options for sending the Estimate to your customer for approval.

Option 1: Send Online Approval Link

From the Actions button, select “Send for Approval”. Next, click on the Copy to Clipboard button and paste it on the body of your email. This has a link for your customer to approve online.

Your customer can request any changes or approve.

When the customer approves an estimate, you will be notified by email.

Customer Approval page: When your customer clicks on the link you send them, they will be diverted to this page.

Option 2: Generate Estimate PDF

With this option, you generate a PDF of the estimate and send it from your email. From the ACTIONS button, select “PDF Estimate” to download as a PDF.

• Once an Estimate has been approved, the status will change to “Approved”. From the ACTIONS button, select “Convert to a Work Order”. This Estimate will now be placed under the Closed Estimates tab.


• The Work Order that is created will be placed in the Open Work Orders page. The Work Order # will carry the same number as the Estimate #.

Note:

• You can perform numerous operations from the ACTIONS button
  • Copy Estimate: With this option you can copy an existing estimate to create a new estimate for a different or same customer.
  • Cancel Estimate: With this option you can place the Estimate for future reference in the Cancelled Estimate tab.
• Ensure that you have filled in your terms and conditions appropriately. From the left panel menu, click on Setup->Company->PDF Settings.

We have developed an amazing LIVE dashboard to give you a bird's eye view of your operations. Engage with your dashboard throughout your day to monitor the health of your operation. The dashboard is divided into 3 major sections.

1. WORK ORDERS
2. PERATIONAL METRICS
3. USER ACITIVITIES

Let’s explore each section.

1. WORK ORDERS: Click on each tile to go into their respective work orders.

2. OPERATIONAL METRICS: Each tile provides further insight into your operation. Click on each tile to interpret and investigate the details

3. USER ACTIVITY:

• Monitor your Technician’s activities throughout the day. As your Technicians completes, the work you are notified through the User Activities List.
• Click on the activity to open up the work order.


• Click on the map icon to view where the Technician performed the activity.

• We have developed more than 2 dozen ready-made reports that will provide insights into your operations. They are broken down by 6 major categories.


1. Work Orders
2. Timecards
3. Estimates
4. Lists
5. Time work by Service Providers
6. Miscellaneous
• Most reports are run by selecting a date range and drop-down parameters.


• All reports can be exported to Excel for further analysis.

• If you don’t find any report that exactly fits your business needs, our developers can create them as per your requirements (charges apply for custom reports).


• You send us your report requirements along with the column names and filters in Excel. Most reports take approximately two weeks to develop.


• Once developed, these reports will be available on the Reports page under Custom Reports

• Use the timekeeping module to pay your technicians accurately and timely. The timekeeping module is integrated with your work orders. Compare the hours you paid your technicians against the hours you billed your customer.


• This mechanism forms the framework for increasing your billable hours or reducing your payroll hours resulting in increased profits.

Definitions:

• To activate Timekeeping: From the left panel menu go to Setup-> Manage Timecard-> Activate timecard for each Service Provider.

In this section we will show you how a Technician records thier time.

• Step 1: Clock In at the start of your workday.

• Step 2: Check In to your first job. From the Work Order screen, go to the Schedules section and Check In to the job. When the job is done, Check Out of the job. Check In and Check Out information is automatically posted to the timecard.

• Step 3: Add time for lunch

• Step 4: Clock Out and Send for Approval at the end of your workday.

1. Approve Timecard

In this section we will show you how an administrator can Edit and Approve a timecard. Click on the orange edit button to edit a line item. Once the timecards has been finalized, click on Approve. Approving a timecard locks it from further edits.

2. Export to QuickBooks:

To export your timecards to QuickBooks, ensure that the Service Provider's name is spelled the same in both QuickBooks and Field Promax. From the Generate Report button, select “Send to QuickBooks” to export your timecard data to QuickBooks Online.

To view the exported timecard information in QuickBooks, go to Reports=> Employees=> Time Activities by Employee Detail.

We give you 2 options for generating numerous reports for timekeeping and payroll.

1. The Generate Report button

2. The Reporting Module (From the left panel main menu go to Reports)

Text message notification

Setup Field Promax text messaging service to

1. Notify your customers when a visit has been scheduled.
2. Send reminder to your customers on the scheduled visit.
3. Notify your customers when the Technician is in route to the customer’s location.

Setup:

• Text Message Settings: From the left panel go to Settings=> Company=> Text Message Settings=> (check the appropriate check boxes and customize your messages and setup reminders).


• Note that when “Notify Customer by Text Message” has been turned on, your customer will immediately get a text message indicating that the work has been scheduled. Therefore, be cautious that the visit is being accurately scheduled when created.

Text message notification

Setup Field Promax text messaging service to

1. Notify your Technician when a visit has been scheduled.
2. Send reminder to your Technician on the scheduled visit.
3. Notify your Technician when a schedule has been changed.

Email notification

Setup Field Promax for your Technicians to receive email

1. When a schedule (visit) has been assigned to a Technician.
2. When a schedule (visit) has been changed.

Setup:

• Text Message Settings: From the left panel go to Settings=> Company=> Text Message Settings=> (check the appropriate boxes and customize your messages and setup reminders).


• Email Settings: From the left panel go to Settings=> Company=> Manage Users (check the appropriate boxes)

Email notification

Setup Field Promax for Administrators to receive email

1. When a schedule (visit) has been marked as complete by your Technician.
2. When a work order has been closed.
3. When an Estimate has been approved by your customer.
4. When a change request has been submitted for an Estimate.
5. When a Service request has been submitted by a customer.

Email notification

Setup Field Promax for Administrators to receive email

• Email Settings: The above notifications are setup in their respective modules.

• From the left panel go to Settings=> Company=> Work Order Settings=> Schedule Options



• From the left panel go to Settings=> Company=> Work Order Settings=> Post and Close Settings



• From the left panel go to Settings=> Company=> Estimate Settings



• From the left panel go to Settings=> Company=> Service Request Settings

Through the custom pricing module you can set product/item pricing specific to a customer.

Step 1: Turn on Custom Pricing. Contact us to turn Custom Pricing (info@fieldpromax.com).

Note: Go to Settings Manage Lists Custom Price Tab: Price Level Names

• Create ‘Price Level Name
• Link ‘Price Level Name’ to Customers
• Link Products to ‘Price Level Name'

Step 2: When a product is added to a work order, it will now contain the custom price

The intent of Equipment Tracking is to track the maintenance history of an equipment. This can then be easily referenced from the field while performing future maintenance. The first step in the process is to create an equipment and assign it to a Customer. In the second step attach the equipment to a work order.

You may also designate an equipment as ‘Rental’ and move it from one customer to the next.

Step 1: Turn on Equipment Tracking.

Go to Company Settings > Components Configurations > Equipment Tracking

Step 2: To create a new equipment from a work order go to the Equipment section and click on ‘Create New Equipment’.A pop up will appear where you can fill in the equipment details and add custom form to it to get all the information you need about any equipment.

Next click on "Attach Equipment" button to attach the equipment to the work order.

Step 3: You and your technician can view and update the equipment they have been working on.Go to Equipment section under the Components tab to see the equipment attached to the work order and update the status.

You can also add a new equipment here or attach an existing equipment

Step 4: You can view the history of each maintained equipment both from the desktop and from your mobile app.To view the history on the desktop, click the document icon in the Equipment section of the work order. To view the history on the mobile, click on Show Maintenance History.

When on the field, if technicians have urgent work expenses, they can always pay for them using any means. To claim their money back, all they have to do is upload an image of the receipt under expenses on the Field Promax mobile app.

Note: This is part of record keeping and is not included in the invoices.

Step 1: On the mobile app, go to the Work Orders - Components tab

Step 2: Add your expenses and upload your receipt.

Step 3: Run weekly or monthly reports by technicians as required.

We help you track the miles you’ve traveled, on which vehicle, and other details of your travel for record purposes.

Step 1: On the mobile app, go to the Work Orders - Schedule tab

Step 2: Select your vehicle and enter your starting and ending odometer readings.

Step 3: Run weekly or monthly reports by technicians as required.

When QuickBooks Online does not generate an invoice number, please do the following. (This may happen during the ‘Post and Close’ operation in Field Promax).

Step 1: Login to QuickBooks Online

Step 2: Go to Company Settings (or Account Settings)

Step 3: Go to Sales => Turn Custom Transaction Numbers - > Off

Customize how you view your Work Orders, Estimates or any other list in Field Promax. This can be done by easily Grouping columns, Moving columns around, Resizing columns etc.

Example: In Open Work Orders, to group work orders by Job Type

1. In the bottom of the page select “All” for Items per page.
2. Drag the “Job Type” column heading and drop it in the grouping bar.
3. Note that work orders for Job Type “Inspection” and “Heating” are now grouped.

The intent of this module is to create a Daily Dispatch Plan for your operations. This is useful for larger organizations that have more than 20 Service Providers, making the dispatching process easy and error free.

Step 1: From the left menu, select Calendar -> Daily Dispatch. Click on Create/Update Dispatch and add work orders to the Daily Dispatch.

Step 2: Drag and drop Service Providers from the right panel. Days off are noted in red. Edit/Delete the schedules as required using the orange and red icons.

Step 3: When the dispatch is finalized, click on the “Send Text Message to All” button to notify all Service Providers.

Step 4: Colors on the Daily Dispatch are driven by the status of the work.

Step 5: Colors on the Daily Dispatch are driven by the status of the work.

A Checklist is a simple mechanism to ensure your technicians perform all the required task. It serves both as a way to keep track of what needs to be done as well as ensures that the work-completion quality is according to your requirements.

The following are the steps to creating and using a Checklist.

1. Create a Job Type (Go to Settings=> Manage Lists=> Job Types and Checklist). Create a Job Type.
2. Define a Check List for the Job Type
   
   

   

1. When a work order is created with a Job Type selected, the Checklist gets added to the work order.
   
   

   

From the mobile app, click on the COMPONENTS tab of the same Work Order, to view the Checklist

• Create a work group called ‘Jobs not Assigned’ (Go to Settings->Manage Lists->Job Groups)
• Create a dummy user called 'Jobs not Assigned'. Then assign it to work group ‘Jobs not Assigned’ (Go to Settings->Manage Users->)





• Go to each Service Provider’s profile and make them ‘Team Lead’ of this work group ‘Jobs not Assigned’





• Assign these unassigned work orders to this dummy user ‘Jobs not Assigned’. Your Service Providers will now be able to see these work orders in the mobile app.

Note: Have the Service Providers logout and log back into the mobile app for the changes to take effect.

Attach editable PDF forms for your technicians to fill out in the field. This is useful when you have specific forms you want your technicians to fill out when the work is being performed.

1. Download “Xodo PDF Reader & Scanner” app from Google Play Store or Apple App Store. Xodo is one of the best PDF readers and editors for both iOS and Android.
2. Set Chrome/Safari as your default browser on your phone. Go to Mobile Settings of your iPhone-> Chrome-> Default Browser App-> Select Chrome or Safari.
3. From the mobile app, download the attached editable PDF form.
   
   

   

4. Open the PDF document with ‘XODO’ -> make required changes -> Save it in your Files
   
   

   

Once the edited PDF is saved as a local file in the mobile device, it can be uploaded back in the ‘DOCUMENTS’ section of existing Work Orders, in the mobile app.

Field Promax provides the flexibility of automatically adding default Products when a work order is created.

The following are the steps for defining which products can be automatically added to a work order.

1. Create a Job Type (Go to Settings=> Manage Lists=> Job Types and Checklist). Create a Job Type.
2. Add default products to the Job Type by clicking on the “Attach Default Products” button.
   
   

   

3. When a work order is created and a Job Type is selected, these defined products are automatically added to the work order.
   
   

   

Once the edited PDF is saved as a local file in the mobile device, it can be uploaded back in the ‘DOCUMENTS’ section of existing Work Orders, in the mobile app.

Subscribing to Field Promax is the best thing you can do. We have various offers and subscriptions you can choose from. Once you are done with your FREE 14-day trial, you will never look back. View our pricing plan here.

• To subscribe to a paying plan, click on the “Subscribe Now” button on the bottom of the Home page. Select a paying plan and fill in your credit card details. Your credit card on file will be automatically charged every month till you cancel.

• When you signup or create a new user, you will receive a welcome email with your password. Use the same email and password to login to both the Web application and Mobile app.
• We recommend that you change your password after you have logged in. Click on you name on the top left to change your password. In the mobile app click on the menu to change your password.

Although we don’t want you to leave, we respect your decision. Contact us at info@fieldpromax.com or 888-249-9201 to cancel your subscription.