ACCESS ANYWHERE FIELD SERVICE SOFTWARE. MindYourService

Transcription

1 ACCESS ANYWHERE FIELD SERVICE SOFTWARE MindYourService

2 INTRODUCTION SEE YOUR SERVICE BUSINESS IN A NEW LIGHT If you want your company to be able to compete in today s marketplace, you ll need a cutting edge and tried and tested software solution a solution that allows you to control cash flow and maximize profitability by increasing efficiency and removing slow paper-based processes. MindYourService offers a breakthrough in functionality and value via its server hosting and revolutionary cloud service software. The leading cloud service solution on the market today, our solution is powerful enough for you to grow into; our customer base ranges from startups with just three users to businesses with over 1,000 users. We offer solutions for a multitude of companies and vertical markets. We integrate into large-scale ERP products such as Sage 300 ERP and SAP Business One, as well as into small business accounts packages such as Sage 50, QuickBooks, MYOB, and Xero. North America & Canada UK & Europe Asia Australia & New Zealand Africa South America Typical Industry Sectors Electrician Software Plumbing & Heating Software Agricultural Service Software Air Conditioning Software Roof Maintenance Software Parts Delivery Software HVAC Software Fire and Alarm System Software Air Controls and Compressor Software Facilities Management Software Waste Management Software Equipment Sales Software Property Maintenance Software Swimming Pool Service Software Security and CCTV Software Plant Hire Software Service Engineers Software Locksmiths 2

3 FEATURES OVERVIEW

4 JOB MANAGEMENT Who, what, when, where, why, and how At the center of MindYourService is a highly customizable and versatile job management module. It allows for a quick view of all aspects of work (breakdowns, service jobs, quotes, sales visits or deliveries). From our powerful data grid view, you can filter and search for work, see up to date job statuses, and open job sheets with a single click. In addition, the module enables you to quickly out job information, see jobs locations on an interactive map, and directly assign work to engineers in seconds. 4

5 MOBILE ACCESS Most modern ERP style applications have a mobile application of sorts. At MindYourService, we have built our mobile application to focus primarily on ease of use. Therefore, we included only essential functionality for our customers field-based users. Power users are able to use the full application remotely on a laptop or larger screened device. However, our mobile application is still feature rich and includes timesheets, expenses, electronic signature capture, asset management, stock and custom data capture The tablet is mightier than the sword. forms, GPS directions, and customer management. The mobile application can be used without an Internet connection. It is available on Apple, Android, and Microsoft-based mobile phones and tablets. Many service solutions offer only basic worksheet collection using a mobile device. MindYourService again takes this to a new level by offering the ability to convert all the paperwork you normally complete in the field to an electronic format. You can then use your favorite mobile device to complete these worksheets, which are later sent either manually or automatically to your office users, customers, and suppliers. 5

6 SCHEDULING Time lost is never found again. Without a powerful interactive scheduling system, service software is essentially just another database. MindYourService takes your existing calendar and turbocharges it. The module is broken into several powerful views: Day View See all employees jobs across a single day. Drag, drop, resize, and move jobs around quickly and easily. Week View See all your employees jobs and unplanned work in a week. Quickly assign tasks with a single click, taking into account employees skillsets, allowable job types, and location. Month View Access all employees calendars in an Outlook-style month view calendar, giving you long term scheduling visibility, the ability to spread jobs across multiple days, and drag and drop unplanned work within a single view. With integrated geographical mapping technology, job information, quick printing, and a wide range of display options, MindYourService is the perfect scheduling solution for any service business. 6

7 PLANNED MAINTENANCE Failing to plan is planning to fail. One of the more complex elements of the service industry is service visits/planned maintenance. At MindYourService, we believe in offering the flexibility needed to meet the requirements of our customers in this area. We include both time and/or meter reading based planned maintenance options. These service dates are also logically linked to service contracts, customers, and assets. We also include the ability to create template service dates against certain assets and to duplicate these across time. 7

8 REAL-TIME BILLING AND INVOICING If you find yourself in a hole, stop digging. The ability to bill for work directly from your service system is essential. MindYourService has inbuilt billing functionality for individual, batch, and contract-based work. Our powerful order wizard allows you to control what is visible on an order, from fixed prices to details from a job as new line items. We also believe it s important to have a holding area where you can check work before it gets processed to an order. We link into a range of accounting packages to allow for real-time order processing. These include Sage 50, Sage 200, Sage 300, SAP, Sage One, MYOB, Quickbooks Online, and Xero. 8

9 TIMESHEETS, LABOR, AND EXPENSES Capturing time, labor, and expenses during the working day is essential for most service businesses. Within MindYourService, you can either use four standard charge rates or create a schedule of rates against a customer or service contract. This allows for full flexibility when billing for time and labor. We also give you the ability to add expense items to jobs and as separate expense items. Time is Money. MindYourService now also supports schedule of rates against customers, contracts, and assets. Once all times are logged you can export timesheets for use in your payroll application. 9

10 CONTRACTS Life is really simple, but we insist on making it complicated. The most complex part of managing a service operation is probably centered on the management of contracts. MindYourService simplifies this process by allowing you to create contracts that link to customers, sites, and assets. These contracts can be broken into multiple levels and allow for different labor charge hour rates, discounts, and free parts and labor. In addition to this, you also have the ability to link a contract with a particular service schedule. 10

11 ASSET MANAGEMENT If you count all your assets, you always show a profit. Many basic service management solutions fail to offer even the most basic asset management services. This is a massive oversight for any company that maintains machinery and equipment. MindYourService offers comprehensive asset management that links through to jobs, planned maintenance, billing and contracts. Using this module, you can maintain a historical record of all your customers and your own assets. You can even keep a track of warranty and assign certain skillsets against assets to ensure only skilled users can be assigned a job with these specific assets. 11

12 SUBCONTRACTING A problem shared is a problem halved. If you use subcontractors to complete work on your behalf, it s important to give them access to job information on their mobile devices. We also offer the ability for you to get full visibility of the work carried out by the subcontractor. MindYourService supports grouping of customer and site information to restrict subcontractor access to sensitive information. HISTORICAL TRACKING If you aren t taking notes, you re not learning. Almost every item in MindYourService allows for historical tracking. This means we track things like last updated and created dates. In some cases (such as in Assets), we track the movement of assets over time. If you require an audit trial adding to a particular item, let us know and we ll add it in. Historical tracking is particularly useful for evidential referencing. 12

13 REPORTING Data! Data! Data! I can t make bricks without clay. MindYourService has two levels of reporting: dashboards and management reporting. Essentially, dashboards allow a user to quickly see basic graphical reporting information in real-time. Our management reporting option is much more powerful and allows complete enterprise level reporting, auto ing of reports, and export into many different formats that are all available via the web. There is also the option to link our reporting with your CRM, Payroll, ERP, and HR systems to allow for extremely powerful cross system reporting. 13

14 STOCK/INVENTORY Being properly prepared is one of the biggest assets in business. Many basic service-based ERP packages only offer very basic stock management. MindYourService is attempting to change this by offering multi-location stock with price banding, allocations, and advanced ordering. If you are looking for a way to manage stock quickly and easily with appropriate levels of functionality, then MindYourService is your answer. 14

15 GPS TRACKING Drive thy business, let not that drive thee. MindYourService includes a range of maps that assist with planning and job assignment. We link into a range of GPS providers to enable you to see the location of your mobile workers on these maps. If we don t currently link into your supplier, we have a very powerful API that will enable your GPS supplier to integrate rapidly with MindYourService. We do not track mobile devices as this compromises battery power and usability. Our alternative to this is a wearable GPS tracking device with a great battery lifespan and a panic button. 15

16 ACCOUNT AND CRM LINKS Alone we can do so little; together we can do so much. We believe that our customers should be able to use the best products for their business. So, we have our own unique integration packages for popular accounting, CRM, and tertiary software. We currently integrate into Sage 50, Sage 200, Sage 300 ERP, SAP Business One, Sage One, Sage CRM, QuickBooks Online, MYOB, XERO, and Zendesk. However, we try to cater to all our customers by working to expand the list of software we can integrate into our platform. Our integrations are comprehensive; we normally include stock, customers, suppliers, contacts, prices lists, tax codes, orders, and purchase orders. CLOUD STORAGE As you d expect from a cloud based service solution, we offer the ability to store documents in the cloud. You can either store documents using our server storage or link into your favorite online documents management system such as DropBox, Box, or CloudMe. 16

17 CUSTOMER PORTAL Customers don t expect you to be perfect. They do expect you to fix things when they go wrong. Once you ve gotten comfortable with MindYourService s office and mobile applications, you may want to start allowing your customers to gain access. You can give them access to jobs, worksheets, asset details, and much more. Plus, you even have the option to embed a job request on your web page. 17

18 CUSTOMER, SUPPLIER & SITE CRM A satisfied customer is the best business strategy of all. MindYourService offers powerful customer, contact, and site management. This is functionality specific to the service industry. We essentially link everything together so there are connections between customer, sites, contacts, assets, parts, jobs, service visits, order, suppliers, purchase orders, documents, and contracts. We can display this information in a way that makes the most sense for the end user. You can easily extend our service CRM by linking it to a range of sales-based CRM packages. This gives you a leading edge platform to work from. 18

19 PROJECTS Planning without action is futile, action without planning is fatal. Our projects module supports small tasks and allows you to easily group jobs. You can then bill for a project, see estimated vs. actual cost, and create reports to compare projects historically. 19

20 QUESTIONNAIRES AND CERTIFICATIONS Knowledge is power. Questionnaires and certificates can be varied in design, size, and intended use. MindYourService offers a flexible questionnaire designer that allows you to complete forms over the phone and in the field via your mobile devices. These electronic data capture forms can then be generated as PDF documents for later use. 20

21 SIGNATURE CAPTURE The stylus is mightier than the sword. Signature capture is essential for almost any mobile workforce. It provides evidence that the job was completed. Our customers normally require the signatures of their field workers and their customers. However, we provide support for any number of signatures per job. 21

22 IMAGE CAPTURE A picture is worth a thousand words. Image capture from the field provides vital evidence of work completed or of damage to equipment and machinery. With MindYourService, you can collect images from the field. ALERTS The single biggest problem in communication is the illusion that it has taken place MindYourService has a range of built-in alerts such as job completion and job assignment. These alerts are automated and can be sent via and/or SMS. 22

23 CLOUD BASED MindYourService is hosted at Rackspace cloud hosting and available via any modern web browser. We offer 99.9% uptime and a unique caching service that allows you to complete any task in MindYourService even if you do not have an internet connection. Cloud hosting enables you to access MindYourService from virtually anywhere, without the need for your own servers. Setting it up will only take a few hours, not days or weeks. 24/7 SUPPORT A company s goal is to have customer service that is not just the best but legendary. We offer 24/7 support globally! We have a customer portal so you can track any support issues you may have. We supply software that helps you improve your customer service. In turn, we provide you with exceptional customer service. AVAILABLE OFFLINE You might be thinking, «if MindYourService is cloud based, what happens when I don t have an Internet connection?» Well, we thought of this before starting to build the solution. We have built in a clever offline functionality. So when your Internet connection is not available, you can still use MindYourService to complete your work. 23

24 MindYourService