- 1 Introduction
- 2 CRM
- 3 Project & Resource Management
- 4 The first login and basic navigation
- 5 Adding users to the system
- 6 Creating customers and prospects
- 7 Adding a Prospect
- 8 Create a Job
- 9 Adding a briefing and uploading files
- 10 Adding tasks to a job and allocate resources to a task
- 11 Viewing the To-do list & filling in the Time sheet
- 12 Following-up on hours allocated / hours spent
- 13 Creating an invoice
In the following, you will be presented with a basic overview of what WorkBook has to offer within the CRM and Project & Resource Management parts of the system.
We will be going through the following features:
- The first login and Basic navigation
- Adding users to the system
- Creating customers and prospects
- Create a Job
- Adding the briefing and uploading files
- Adding tasks to a job and allocate resources to a task
- Viewing the To-do list & filling in the Time sheet
- Following-up on hours allocated / hours spent
- Creating an invoice
Before you start reading this guide, please make sure that you have seen these two videos that will explain the capabilities of WorkBook.
Project & Resource Management
When you login the first time it takes slightly longer than the second time. This is because your computer will need to download the necessary system files for first time use. Once you have logged in, using the username and password provided above, you’ll be asked to allow the system to make use of 250 MB of internal storage on your computer. Please allow this.
When logged on to the system you navigate using the Modules by clicking on the tab’s located to your left. Within each module you can use the Action buttons to either print a report or look in the online help for specific help for the page you are currently on.
Adding users to the system
Navigate to Settings/Employee settings/ and click on Add employee button.
As you can see from the screenshot, some of the data is not yet configured and mapped to your business. Specifically data like Company name, Department, Primary activity . These data can be configured later on, and you don’t have to worry about it, at this point. Also, the Access role that you assign to the user, can be changed later on. If you want to read more on Adding employees, you can read this help article.
Once you click OK the new user is added to the system and can login using the same URL as specified in the beginning of this document.
Creating customers and prospects
The next thing you want to do is to add a customer. Navigate to the Resources tab and click Add new customer. Notice that the system already has 4 internal customers created for your convenience. These are used for internal jobs like Absence, Holiday, Illness, Internal time and Sales related time.
Again, some fields are not yet mapped to your business, for example Administration fee. Don’t worry about it at this point.
Add your customer to the system by filling in the form and click Create.
Adding a Prospect
If you also want to add a Prospect (and customer that you haven’t sold anything to yet), read this section. If not, then go to next section.
Click on the Pipeline tab and click Create new prospect. The only thing required is to fill in a name.
Activities: notice the lower right corner -> Create the first activity. This automates the workflow: A. Add a new prospect and B. Add the first activity.
Once the Prospect (and Activity) has been added, you’ll see the prospect in the Prospect list. See more on adding a Pipeline and general navigation in this help article.
Create a Job
Jobs are the entity used to add briefings, price quotes, schedules, tasks, purchase orders and invoices. More or less, jobs are the center of your project management activities.
Navigate to the Jobs tab and add a new job by clicking on the Add new job button.
Notice that the system (as within Customers) already has 5 internal jobs created for your convenience.
Once the job has been added, you are ready to attach a briefing/project description/scope of work.
Adding a briefing and uploading files
Click on the Status tab on the jobs list. In this example I have added the briefing simply by importing a Word file. Notice that you can also just type in the briefing in the rich text editor.
A. Typing in a briefing
B. Import a briefing
The briefing can be viewed by all users that have access to the job. This ensures that everybody is up to date on what the job is all about.
Adding additional files
All files related to the job can be uploaded to the Documents tab. Again, this ensures that everybody knows where to look for files related to this job. Read more about documents here.
Adding tasks to a job and allocate resources to a task
Click on the Scheduling tab and add a new task by clicking on the Add new task button. Fill in a task name.
Then, consider the task duration, add an employee to be allocated to the task and finally how many hours to be used to solve the task.
If you have more than one task on a job, it can be useful to view all tasks in a Gantt chart. Switch to the Gantt chart tab in which you are also able to change dates and the duration of a task.
Viewing the To-do list & filling in the Time sheet
Once a user has been assigned to a task, the task will appear on the task list.
Clicking on the task name and on the button that appears, will show advanced task options.
By clicking on the Make time entry option, to do a manual time entry on the task. Also, if you prefer you can use the timer option.
Notice the sidebar that appears. From here all task information can be accessed.
Clicking on the Jobs tab, allows access to the job briefing, uploaded files etc.
All time entries are added to the weekly time sheet that can be accessed by clicking on the Time & Material tab. The user can edit the time entries as long as the job is open (and the time isn’t approved by a manager).
Read more about time sheet here.
Following-up on hours allocated / hours spent
Once hours has been added to a job, you can track the hours spent on the job’s Schedule (for allocated hrs vs. spent hours) as well as in the Job’s Expenditures tab for a financial view.
A. Scheduling view – Gantt chart:
B. Schedule view – Task list:
C. Expenditures view:
Notice that the lines above says Activity 2 and 100 as the money.
Creating an invoice
Once you are ready to send off the invoice to your customer, navigate to the Invoice tab to create the first invoice.
Notice the invoice types. There are different invoice types as the system can trigger different events (for example close the job). Don’t worry too much about this now.
For this example pick the Final invoice option and…
– pick the option “Expenditures current job” from the Copy data from list.
This window will be raised, which will show the expenditures (in money) that has been added to the job.
Click on “OK – insert data” to add the expenditures to the invoice lines.
Now WorkBook will add all of the expenditures to the invoice lines.
The amounts and activity description can of course be changed to anything you like.
Finally, click on the Reports button and then the PDF button to see a preview of the invoice.