Video Transcript

00:00

Welcome back to the essay

00:01

weekly talk show um host Mike

00:06

Callahan here as a certified

00:07

adviser of Service Autopilot,

00:10

and as we do uh several times a

00:13

month with the weekly talk show

00:14

we will go out and break down

00:16

features and functions of

00:18

service Autopilot so uh as a

00:21

normal live broadcast if

00:23

anybody’s watching on the live

00:24

feed right now, if you can hear

00:26

the audio uh please type in the

00:28

comments to just let us know

00:28

but what we’re going to be

00:29

doing. Here is going out. I’m

00:32

gonna check my phone just to

00:33

make sure that we uh are

00:35

broadcasting and we can see uh

00:37

what it looks like here as far

00:38

as the audio, but we’re gonna

00:39

be looking at here on the

00:41

weekly talk show is vthree

00:43

tickets and a workflow so um

00:48

happy to answer any questions

00:49

on the library recorded

00:50

version, but we wanna go out

00:52

and um kind of create a

00:54

workflow and build upon um a

00:56

lot a lot of the great Service

00:58

Autopilot has created around

00:59

vthree tickets but go in um

01:00

kinda demystify. The systems

01:02

and put a workflow to it uh so

01:04

we’re not gonna be talking

01:05

about just about the features

01:06

and functions of vthree

01:07

tickets, but how to actually go

01:09

out and create a workflow with

01:11

those tickets and some time

01:11

saving steps that um the simple

01:14

growth team has uh developed

01:16

with the workflow the way we’re

01:17

utilizing it in service

01:19

Autopilot as a general user of

01:21

service autopilot So without

01:22

any delay, I’m gonna go in and

01:24

jump in and pull up my screen

01:29

here. Awesome. Uh Brent says.

01:30

You can hear me that is perfect

01:31

so uh in addition, we’re gonna

01:33

be doing is um if you wanna get

01:36

a access of a recorded. Full

01:38

version of the essay weekly

01:39

talk show not just what I’m

01:40

showing here, but a complete

01:42

workflow training of vthree

01:43

that builds even further than

01:45

this uh in the show links Um

01:47

I’m going to put right in the

01:48

comments um bthree training

01:52

link and it is a free video um

01:55

that will go in and um

02:00

literally show you how to do

02:02

this and you can go in and

02:03

invite your team members as

02:04

well so um. Let me just put

02:10

that in here, Oh, I will put

02:11

that in uh so this is actually

02:13

the website ul that the live or

02:17

the recorded version of the

02:18

full version. What I’m going

02:19

over is gonna be here so I’m

02:21

gonna put that in here in the

02:22

show, notes real quickly.

02:26

Alright, now that in there uh

02:27

we’re gonna dive into this live

02:29

training so once again, if you

02:30

have any comments or questions

02:31

around this uh please let me

02:32

know what we’re gonna do is

02:34

diving into the civil growth

02:36

workflow for service Autopilot

02:37

Vthree ticket feature. Alright,

02:42

so let me adjust my screens

02:44

here and we will get right into

02:47

  1. So new tickets and

02:50

workflow, we’re gonna

02:51

streamline the lead flow

02:53

creation um and if you haven’t

02:55

noticed the new ticket situate

02:57

tickets um feature function

02:59

inside service autopilot, it

03:01

has replaced um the old To-dos

03:04

and I’m gonna go in and show

03:05

you how to take to do if you’re

03:06

heavily relying on them and how

03:08

to convert those into tickets

03:10

uh with the same kind of

03:11

workflow and function or

03:13

functionality and even more

03:14

functionality um I really like

03:17

these tickets, it took me a

03:17

little while to dive in and

03:18

understanding them, but um

03:19

after spending several hours of

03:22

going through and systemizing

03:23

and streamlining the work.

03:24

Allow me to share what took me

03:26

a few hours to really dial in

03:28

for the simple routine um and

03:30

show you here in the next few

03:31

minutes So hold on and uh I’m

03:34

gonna show you what we’ve got

03:35

so gonna give you a quick sneak

03:37

peek at our workflow uh before

03:39

the training starts and then

03:40

we’re gonna dive into the

03:41

training so traditionally I

03:42

jump right into the training.

03:43

uh here. I’m gonna give you a

03:44

sneak peek of what the end

03:46

result could be so um before we

03:50

get to that we’re gonna go into

03:52

um the general overlook of

03:54

tickets and workflow so I’m

03:56

gonna hop in and grab my point.

03:58

Here so I can use this

03:59

basically but in vtwo or vthree

04:02

tickets are going to pretty

04:03

much be the same way there’s

04:05

gonna be some different lead

04:06

entry points in different ways.

04:07

Um we get to them, but the

04:09

functionality of the tickets

04:11

are gonna be the same on

04:11

version two version three and

04:14

our tickets are going to be

04:16

utilized for both clients and

04:17

leads in the system so the four

04:20

types of tickets that are

04:22

available inside service

04:23

Autopilot right now after the

04:25

last major update is emails.

04:27

Way to look at the emails is um

04:29

emails really don’t need to um

04:33

have anything done to them, but

04:34

what they do is they actually

04:35

are close out ticket and it’s

04:38

visible in the activity screen.

04:39

Uh we set those emails. It’s

04:41

gonna create that close

04:43

tickets. We have a record of

04:44

that uh email as a ticket now

04:47

calls calls are gonna be used

04:47

to document um basically a call

04:50

that you’ve made or a voicemail

04:52

so one of the thing that was

04:53

really big at Callahan’s Lawn

04:54

care to-dos now transferring

04:56

over the tickets is if we made

04:58

a call to a client um it was.

05:02

Documented or done unless it

05:03

was documented so we wanna go

05:05

in and called Missus Smith

05:06

followed up on um an estimate

05:10

or missus Smith called, and it

05:11

was a damage case. There’s an

05:13

issue or we’d love to voicemail

05:15

called Missus Smith left a

05:17

voicemail, so the things that

05:18

we wanna look at is our emails.

05:19

uh we don’t have to do anything

05:21

because they are created into a

05:23

close ticket um for that

05:25

activity, screen and sorting

05:25

down calls are used to document

05:27

calls or voicemails and the

05:29

third. Is notes now these are

05:32

used for anything that is not

05:34

sent an email or related to

05:37

calls and voicemails now a sub

05:40

category of a note is a

05:42

calendar event. That’s the

05:44

fourth type. so I think someone

05:46

at service Autopilot might have

05:48

been reign in their training.

05:50

uh really eloquently explain

05:51

that um the calendar the notes

05:54

is actually almost a folder in

05:56

the counter vent sits inside

05:58

that folder, You can have

05:59

multiple things inside that

06:00

folder. Um so Keller vets are

06:03

that sub item of the ticket

06:06

used for non events that need

06:09

to be scheduled dispatched and

06:11

completed in the next few

06:13

screens. I’m gonna break down

06:14

an extremely high level. What

06:17

are the worst case scenarios

06:18

for all four of these types?

06:19

tickets and once again, if you

06:21

have questions just let us know

06:22

and we’re happy to break that

06:23

down for you. so the first type

06:25

of tickets here type one again

06:27

is email sent um and they’re

06:30

gonna create that close ticket

06:31

and the use case is um it’s a

06:32

viewable audit. Of emails sent

06:35

on the client in lead screen

06:37

now type two is gonna be called

06:40

used to document calls and

06:41

voicemails so the use case um

06:43

is internal documentation um.

06:47

Did not happen. It did not

06:49

happen unless it was

06:50

documented, so we wanna

06:51

document everything that

06:52

happens and it’s it’s

06:53

documented inside type number

06:55

two, which is call now type

06:57

number three are notes and

06:59

they’re used for anything that

07:00

is not sending an email or

07:03

phone call or voicemail so use

07:05

case is non account specific

07:07

notes, which will be your

07:08

internal notes in issue. Follow

07:10

  1. So once again, we’re gonna

07:11

show you how to filter this

07:13

down on the activity screen and

07:15

be able to see um certain

07:16

things that used to be in the

07:18

client timeline and then tip

07:19

number four. Calendar events

07:22

the sub item of a ticket for

07:24

non billable time that needs to

07:25

be scheduled, dispatch and

07:27

completed so use cases are

07:29

going to be going out and doing

07:31

estimates on site or if you’re

07:33

assigning them to a person in

07:34

the office to do so, what

07:36

happens should happen um and

07:38

it’s not have to be manager

07:39

babysit by the business owner,

07:40

but the ticket itself will

07:42

manage the fact that these

07:43

estimates are assigned with the

07:45

deadline to get done quality

07:46

control Equipment Maintenance

07:48

office task just to name a few

07:49

but those. The big ticket items

07:51

that I’m thinking inside

07:52

tickets that you’re gonna want

07:54

to use in type four calendar

07:55

events, which are basically a

07:57

sub calendar of type three

07:59

notes. so things that you wanna

08:02

looking at as you go in um

08:04

under the gear icon tickets,

08:06

which used to be to do’s, we

08:08

wanna go in and standardize

08:10

your ticket type. So this is a

08:11

great time now going in to um

08:14

the for the beginning of Q one

08:17

a lot of businesses at least in

08:18

lawn care and landscape. Are

08:20

starting to slow down, maybe

08:21

we’re getting in the snow

08:22

removal holiday. uh seeds are

08:24

coming up for home cleaning

08:25

friends, but after that slows

08:26

down this is a great time to

08:28

take a time to go in and just

08:29

take AA an audit of what you

08:32

got in there under the gear

08:33

icon tickets and start standard

08:35

these ticket types so the three

08:37

or the three to six major ones

08:39

that I’m looking at right now

08:40

that you’re probably gonna be

08:41

looking at is an estimate

08:43

terminate service schedule

08:44

service billing damage and

08:45

accounting issues, but whatever

08:46

they are, let’s consolidate

08:47

them down and standardize them

08:48

before. Really diving into the

08:50

new functionality of tickets

08:53

now, where do we access the

08:55

tickets in Vtwo and vthree so

08:57

um in the cm header right here

09:01

in Vtwo vthree when you go in,

09:03

we have the ability to get to

09:06

locate tickets right there. so

09:08

that’s gonna be in vtwo or

09:09

vthree your workflow is

09:11

identical now where to access

09:13

tickets in vthree. So what

09:15

we’re gonna be doing is once

09:17

we’re in we want to add. A

09:19

filter in the left hand actions

09:21

area um you’ll notice in a lot

09:23

of the vthree screens um most

09:25

of your actions now have been

09:27

shifted and consolidated under

09:29

filters um in different

09:31

advanced actions on the

09:32

left-hand side, I really like

09:33

that uh workflow once you get

09:35

used to it really um can help

09:37

save some time once you build

09:39

those filters out and get that

09:40

set up so step one. Um you must

09:43

apply a filter. So basic

09:47

filters for accountability and

09:48

management so these are couple

09:50

of the filters that I’m gonna

09:51

recommend when you’re back here

09:53

to add a filter we go out and

09:55

build these out so first thing

09:57

we wanna look at is for current

09:59

tickets so we’ve got ticket due

10:01

dates so those are pre-built

10:03

filters you can dive into and

10:04

some of the settings you wanna

10:06

do for those filters is due

10:08

date is equal to today’s date

10:11

Do this week is less than or

10:14

equal to the end of the week

10:15

and this week. Less than or

10:18

equal to the end of the month,

10:19

so that’s gonna start giving

10:21

you that granular that we had

10:23

before um and obviously as he

10:25

continues to make some

10:25

iterations of this um this may

10:27

change and we’ll update some of

10:28

the videos but I’ve I’ve

10:29

strongly feel it. This feature

10:31

here is gonna allow us to go in

10:33

and manage our current ticket

10:35

system with accountability for

10:37

our team pass two tickets next

10:40

type of filter ticket is do is

10:42

pass due is set to yes, and

10:44

that’s gonna allow us to filter

10:46

down to all those past two

10:47

tickets and then we’re gonna do

10:48

open. Tickets um assignment

10:51

select employee or vendor and

10:53

then ticket types. Note Call

10:56

Calendar event Email status and

10:59

audit trail So these are four

11:01

different ticket types and

11:02

statuses filters I would go in

11:04

and dial into and once again as

11:06

you go in, it’s all set right

11:08

here and once we have that we

11:09

have them now under the uh all

11:11

saved filters that either

11:13

service autopilot preloaded or

11:15

the ones you’ve customized. So

11:16

this is all off that um cm

11:18

tickets. On the left, once

11:21

again first thing is we must

11:22

apply the filters and create

11:24

the filters for that. But once

11:28

the filter is created, we can

11:29

create a table views. so we

11:31

wanna go in and edit that table

11:32

and that’s the screenshot right

11:34

there. at first, we add the

11:35

filter and we’re gonna edit the

11:36

table. What that’s gonna do is

11:38

adjust the headers up here for

11:40

certain things as ticket status

11:41

assignment due date last due

11:43

date uh priority so what we can

11:45

do is by clicking the edit

11:47

table um that popped up this

11:50

little boxer and it allows us

11:52

to um select select the column

11:54

reorder the columns here that

11:55

we want so by dragging drop

11:56

these little. We can drive them

11:59

up and down and we can narrow

12:01

into what we want to see um on

12:03

this table so depending on your

12:05

role, whether you’re AC Sr uh

12:07

customer service rep a

12:10

salesperson a manager uh

12:11

animator these are different

12:13

views and tables and filters

12:15

that are gonna be appropriate

12:16

to that role. Um you’re

12:17

probably not gonna wanna see

12:19

everything at once now, the

12:19

business owner may wanna jump

12:20

at a high level and see all

12:22

this, but I think for your day

12:23

to day view you probably want

12:25

to uh go in. And set those

12:28

filters up appropriately once

12:29

again we can drag and drop the

12:31

rolls on selected columns or

12:33

once you’re up here, there’s uh

12:35

the ability you can’t really

12:37

see it in the screenshot you

12:37

can drag and drop this as well

12:39

here um to create that uh view

12:43

or create the table view and

12:44

that create the table views in

12:45

the upper right hand corner

12:47

right there and once again in

12:49

the show there uh there is a

12:51

link to see the full training

12:53

that I’m doing here um free of

12:54

charge obviously is a certified

12:55

adviser and you can. Your team

12:58

members in as well um unlimited

13:00

access to that. um it’s

13:01

something we felt as a

13:02

certified adviser that we

13:03

should be giving out to the

13:05

general public. um in this

13:06

training is not meant to

13:07

replace service Autopilot

13:08

training. This is simply meant

13:10

to build upon um their

13:12

excellent training from their

13:13

great on boarding and launch

13:14

and support team um we’re

13:15

building in on top of that for

13:18

a possible workflow to the

13:20

features and functions that

13:21

they have sent several great

13:23

videos on you. So if you

13:24

haven’t seen those I’d

13:24

recommend watching their videos

13:25

  1. Um and this video or the

13:29

full video from the link in the

13:31

comment to the show so btwo

13:33

bthree ticket creation in the

13:35

top header now um everybody

13:37

knows the green uh little plus

13:39

the quick ad um if you scroll

13:42

down, we can add a ticket um

13:44

and that’s how we get to that

13:46

as well. So you’ve got um the

13:47

upper left here under cm

13:49

tickets or the upper right so

13:51

we have different ways to get

13:52

in and add an actual ticket or

13:54

get to the tickets.

13:57

Now in

13:57

Now in vthree our creation of

13:59

the ticket once you hit the

14:01

green icon uh we’re gonna go

14:02

over to that actions area

14:03

again. so once again, that’s a

14:05

central place where we’re

14:06

clicking into and we’re gonna

14:07

go in and add a ticket and this

14:10

pops up here so this um body

14:13

structure of the vthree ticket

14:15

creation is almost identical in

14:17

vtwo and what I’m gonna do is

14:18

hop into vtwo in a few minutes

14:20

and show you what that looks

14:21

like but the idea here is we

14:22

get to take a look at whether

14:24

it’s a note or a call and you

14:26

remember from the four types of

14:27

tickets we’ve talked about the

14:29

email automatically happens so

14:31

that is not on the screen cuz

14:32

that. Becomes a close ticket, A

14:35

note is going in for those

14:38

things that are not particular

14:39

to the call, so the call is

14:40

gonna be the voicemail or call

14:42

the note is everything else now

14:44

inside that note. Once we’ve

14:46

created this, we’ll dive in a

14:47

little bit deeper in a minute

14:48

once we create that not a sub

14:50

category or folder of that can

14:53

become that on site or

14:55

scheduled to do which is now

14:58

called a ticket calendar event

15:00

um very important to take a

15:02

look at that and understand

15:03

that because now some of the

15:04

verbiage. Has changed but the

15:07

methodology is really the same,

15:08

but once you dive into it, I

15:09

think that once you get used to

15:11

you’re really gonna like the

15:11

idea of that folder idea

15:13

because you can start doing um

15:16

emails and estimates and damage

15:17

cases out of that whole folder

15:19

and you got one central place

15:20

to hold all the communication

15:23

so um really like that feature

15:25

now if you’re not gonna tackle

15:27

vtwo and you’re sticking to

15:28

vthree or if you’re not doing

15:30

vthree but you’re sticking to

15:31

vtwo right now, which a lot of

15:33

companies are um we are. In

15:36

under the upper right hand

15:37

corner the more area we’re

15:39

going in and add a note or call

15:41

so very similar in vthree we’re

15:44

going and adding a ticket The

15:46

two types of the ticket are not

15:48

and call so in vtwo we’re going

15:50

to the Moore area and adding a

15:53

note or call and it is from the

15:56

lead or client screen under the

15:57

more tabs that’s a central

15:59

area. once again we can get to

16:00

that now what pops up is right

16:03

here is add a ticket. We’ve got

16:04

note and call this is um the UI

16:06

the user interface the way this

16:08

looks is very similar to.

16:12

Existing part of vtwo um so it

16:14

doesn’t look like vthree so

16:16

everybody’s used to this look

16:17

um so if you’re staying in

16:20

vtwo, don’t worry it depart,

16:21

adding a ticket looks very

16:22

similar, but we’ve got the

16:24

account lead that uh the

16:25

category the subject to buy and

16:27

the status um same exact

16:29

information you get here in

16:31

vthree with the functionality

16:33

of vtwo. so either way is a

16:34

great option in my opinion now

16:37

Vthree filters to see the

16:39

filter so when we’re in vthree

16:40

and I’m gonna show you. Vtwo

16:43

How do we filter down and see

16:45

uh what we had so I know there

16:46

was a lot of concerns with the

16:47

update first came out that

16:49

people couldn’t see certain

16:50

things or they saw too much um

16:52

but obviously after watching

16:54

service Autopilot training

16:54

videos on this, it made a lot

16:56

of sense to me and we had a

16:57

great understanding. so I wanna

16:58

hit on this because depending

17:00

on your role in the business

17:02

once again, whether you’re the

17:03

business owner a CR a

17:05

salesperson estimator, there’s

17:06

certain things in your daily

17:08

activity, feed or basic

17:09

timeline. Um if you’re talking.

17:12

Vtwo language um that’s been

17:14

converted now that activity

17:16

stream you probably don’t want

17:18

to see everything um so Tammy

17:20

in my office at handles

17:21

transactions accounts payable,

17:23

she’s gonna be looking more in

17:25

this area where estimates

17:27

tickets to do and simple.

17:29

Grove. Dylan are Kevin are

17:29

gonna be playing in that area.

17:31

Those are the things they’re

17:32

worried about on a daily basis,

17:33

so you wanna go down and filter

17:35

this down to um your role and

17:38

what you’re looking at um but

17:40

right here under all history.

17:42

Go in and click the appropriate

17:43

areas that you wanna see here

17:45

in that activity feed now

17:47

that’s vthree now with vtwo

17:50

filters very similar um in the

17:52

mid of the page header here um

17:55

we have the ability for all

17:57

history. um some transactions

17:59

estimates um but if we wanna

18:00

filter down what we wanna see

18:01

we can go into tickets and put

18:04

um all the different types of

18:07

tickets that are here um emails

18:10

calls past events so there’s

18:11

certain things you wanna see in

18:12

here Uh you’ve got the ability.

18:15

To dial right in vtwo, as well

18:18

as vthree to that view, um so I

18:20

think that’s a great uh feature

18:23

there as well, Um a lot of

18:23

people are unaware that in the

18:25

beginning, but now that people

18:26

are starting to get used to it.

18:27

Those are the things you wanna

18:28

dial into to have that granular

18:30

in the system.

18:36

So as we continue next thing is

18:38

we wanna assign a ticket to a

18:39

team member for a calendar

18:42

dispatch event So once again,

18:43

that’s a sub category of a note

18:45

and we want to add an event, an

18:48

event is going to be one of

18:49

those non billable scheduled

18:51

events. We’re gonna dispatch.

18:53

we’re gonna do it and we’re

18:54

gonna close it out so what

18:56

we’re gonna do is uh on the

18:58

left hand side once we have the

19:01

uh the original. Uh ticket

19:04

there is we’re gonna go in and

19:05

add an event and and assign it

19:08

be dispatched um sorry about

19:10

the typo there, but um just

19:11

caught that. but next thing

19:12

we’re gonna be doing here is on

19:14

the left hand side. We’ve got

19:16

ticket details and we wanna hit

19:19

edit first. We’re gonna hit

19:20

edit and it’s gonna pop in

19:22

ticket details and related

19:23

items. So this is if you’re

19:25

going in sequential order

19:26

you’re gonna hit add an events.

19:29

This right here is we’re going

19:32

into edit it first thing we’re

19:33

tacking is the ticket details

19:35

so the category the account

19:37

vendors so you can assign this

19:38

to a vendor as well. The

19:41

assignment and the due date we

19:41

need to apply that due date

19:44

now, the next thing is when

19:45

we’re under that edit tab we’ve

19:48

taken care of ticket details

19:50

now we’re doing related items

19:51

so this is like the analogy of

19:53

that folder that um essays

19:55

great twenty eighteens. We’ve

19:57

been talking about so I feel

19:58

like this is a good spot to

19:58

kind of expose. Where that is,

20:01

but now we can link additional

20:02

and kinda consolidate we can

20:04

link estimates to this ticket

20:06

um and we can link jobs. So now

20:08

we’ve got kind of everything we

20:09

need to look at All-in-one

20:11

related folder Um so that is

20:13

the advanced um features of

20:16

tickets that I really like. Now

20:19

calendar events um after the

20:20

ticket is created, we wanna

20:22

click on advanced actions and

20:24

then calendar event. so we go

20:26

in and click on the ticket. We

20:28

open that up and then this is

20:30

where the body is. so we’re

20:32

gonna click a follow up event

20:34

and click right in here um now

20:36

if we click on the date, this

20:38

is probably the first and more

20:41

streamlined option because

20:42

whatever we write in the ticket

20:45

here is gonna go in to the

20:48

actual calendar event now if

20:49

you need different things in.

20:51

Areas we uh we just check this

20:52

but we don’t click the date um

20:55

and I’ll show you how to do

20:56

that but in the streamline

20:57

option, I’m recommending for

20:59

most of the time we’re going to

21:00

click um the follow up date and

21:04

what happens there is all the

21:06

information that was in there

21:07

before um siding damage and

21:09

example, comes up and uh back

21:12

left corner siding damage was

21:14

here. In addition, it’s a sign

21:16

here and we have the account um

21:17

and then we can go in and set

21:19

an appointment time or anytime

21:21

on that day with the start and

21:23

end date, which will be our due

21:24

date So um the idea is if I..

21:26

Circle Back here we click this

21:28

here on the bottom it

21:30

automatically populates all of

21:31

this so any of that double

21:33

entry uh that you may be

21:34

concerned about is alleviated

21:36

in that step a calendar event

21:38

option Number two is more of a

21:40

manual process if you have to

21:42

change certain things inside

21:43

that event so instead of if I

21:45

back this up instead of

21:50

clipping the beat we just track

21:53

here. This is what’s gonna be

21:54

happening so we’re gonna have

21:56

to go in and we edit the event

21:59

we click in to advance. And

22:01

then we can manually fill in um

22:04

the assigned account in any of

22:06

the information in the body um,

22:08

but it still gives you a same

22:09

ability for appointment time or

22:10

anytime with start and end date

22:13

so two different options. I

22:14

recommend the first option for

22:16

most um workflows option number

22:19

two is probably the exception,

22:20

but you may need to use that uh

22:22

occasionally so I wanted to

22:23

break that down for you now uh

22:26

ticket confirmation under user

22:28

rules and rights so this area

22:29

used to be. Um to do it has

22:32

been automatically updated to

22:35

uh ticket access so all the

22:37

user rules and rights should

22:38

have rolled over, but the fact

22:40

that we’re going into a new

22:41

part of the system, there’s

22:43

some more advanced

22:44

capabilities. I would highly

22:45

recommend as you’re starting to

22:46

get ready for Twenty-one. Do a

22:48

quick assessment of your user

22:50

roles and rights and what they

22:52

have access to and make sure

22:54

that they have the appropriate

22:56

access to vthree tickets but

22:58

not too many of them um and

23:00

that is going to be under the

23:02

gear icon user roles and write

23:03

you dial into the role or right

23:05

um right. Under certified

23:07

adviser for myself and it’s the

23:10

second tab here of cm ticket

23:13

access and that’s how you’re

23:14

gonna define those roles from

23:15

the top down for each role and

23:19

as an added benefit um like I

23:21

said if you wanna see the full

23:22

uh version of this training,

23:25

click the uh link for a free um

23:27

link to the full video that

23:29

we’ve done on a webinar. A few

23:30

weeks ago for simple growth as

23:31

a certified adviser and you can

23:32

invite your team members in as

23:34

well as many as you want um as

23:35

an added benefit. Here on the

23:38

live or recorded Facebook um

23:41

video here for the essay Weekly

23:43

talk show uh we’re gonna show

23:44

you one way to streamline your

23:46

vthree lead intake with

23:49

absolutely no double entry. So

23:55

first thing we wanna do is go

23:56

in to the plus icon and hit add

23:59

an account now. this is in

24:03

vthree, not vtwo and we’re

24:06

gonna go in and add a lead, not

24:08

a client and we put the name on

24:10

the invoice and I’m gonna show

24:11

you live in a second here in

24:13

service Autopilot. How this

24:14

works um and then what I’m

24:17

gonna recommend is if you

24:18

download this free form of the

24:19

marketplace and I’ll show you

24:20

how to get in there and get it

24:21

uh free of charge. We’d fill

24:22

out a. What this is um and I’ll

24:26

show you in a live version in a

24:27

second, this four is to

24:29

alleviate um any double entry

24:32

or any workflow issues, but the

24:33

idea here is we’ve created a

24:36

phone intake form that is gonna

24:37

be standardized for your

24:39

virtual assistant or your

24:41

internal office. so what should

24:42

happen to happen each and every

24:44

time and they’re hitting all

24:45

the key points of in taking a

24:47

lead. someone new coming into

24:49

your service Autopilot account

24:51

for estimates or other things

24:52

they be looking. But we would

24:54

go in and take the uh simple

24:56

growth phone intake form and

24:59

all the information at first

25:01

first name and load in and then

25:01

you can work the screen and all

25:04

a systematic way and enter in

25:06

all the information. so as

25:09

we’re going in um we’re getting

25:10

their cellphone. How did you

25:11

hear about estimate request for

25:13

special instructions in office

25:15

knows um and I’m gonna pop into

25:17

essay really quickly to show

25:19

you what this looks like live

25:20

Where to find this free uh

25:21

vthree intake. That we had

25:23

built out here so the first

25:24

thing we wanna do is I’m gonna

25:26

go into cm clients to force the

25:31

system over to the vthree um

25:36

instance, so what we would do

25:37

is go in and add account.

25:42

Right here

25:42

Right here and what the um I

25:45

guess the temptation will be at

25:47

least after working with

25:49

hundreds and hundreds of

25:50

service Autopilot users and uh

25:52

my internal office here is when

25:54

you go in and hit add an

25:55

account it is going to uh give

25:59

you the temptation to go into

26:02

the client intake and not the

26:05

lead intake because there is a

26:06

little more information in

26:07

that. let me refresh my browser

26:09

here. I think the internet hang

26:09

up on me um but basically when

26:11

we go in and do that it is

26:13

going. To uh give us the

26:17

ability to add that account and

26:19

when we add the account, we’re

26:21

gonna go to the lead area not

26:22

the account area um and this

26:24

has been sitting here all day

26:24

so I may have been logged out

26:26

of this account so let me. Hop

26:30

in here and log back in the

26:32

service Autopilot cuz I think

26:33

this is pretty important for

26:35

everybody watching this that

26:36

you’re gonna wanna be able to

26:37

see um going in and adding that

26:42

vthree uh lead and this is a

26:44

streamline workflow recommend

26:46

once again, we have a free um

26:48

form on the service Autopilot

26:51

marketplace for everybody um

26:52

when you go into the quick ad

26:55

and we add in that account and

26:56

when that account comes up,

26:59

we’re gonna go in. You’ve got

27:01

the option it defaults to

27:02

client where you’d enter in all

27:03

their information First name

27:05

Last name display name What I’m

27:06

gonna recommend Is you really

27:08

need to go to the lead intake

27:10

um and it gives you three

27:11

options here. so what I’m gonna

27:13

recommend is um potentially

27:14

going in if you want the free

27:15

uh form that we’re giving off

27:17

the marketplace to be able to

27:18

use this form to streamline

27:20

this all on one page um but the

27:22

temptation to add a client is

27:24

probably not a good move in my

27:25

opinion because we really wanna

27:26

segment our database so leads

27:28

and clients be able to have

27:29

differentiation whether they’re

27:29

in the client. Life cycle and

27:31

be able to track the conversion

27:32

from a lead to a client, so

27:34

those are things that you’re

27:35

gonna want in the reporting. So

27:36

what I’m gonna recommend is

27:37

when you go in here. We’re just

27:38

gonna grab their first name.

27:39

It’s a conversation. they call

27:40

their office and like hey my

27:42

perfect uh looks like you want

27:44

an estimate so have you ever

27:45

talked to us before? are you in

27:47

our system? Nope never talked

27:48

to you guys before so that

27:49

automatically transfers over

27:50

what we’re gonna do is just

27:53

literally fill out a form and

27:54

we’re gonna take the uh vthree

27:57

the simple growth uh full

27:59

intake form and I believe this.

28:02

One is it we just make sure cuz

28:04

we got a couple different

28:06

versions of it and I think this

28:07

is it here. So what we’re gonna

28:10

do then is take first name last

28:13

name, so we’re just gonna

28:15

continue to work that form here

28:19

and we’ve got first name last

28:21

name. Okay Missus Smith. I’m

28:23

like what’s your service

28:24

address. We’ll pull that in

28:25

okay. Perfect is the billing

28:27

address the same as a service

28:29

address. Yes, it is or no. It

28:30

isn’t. okay. How did you hear

28:31

about it? What’s your cellphone

28:33

so we’re gonna basically create

28:35

a phone intake here that you

28:36

guys could customize, but the

28:37

idea is we’re working that

28:39

phone intake and we’re standard

28:40

it for the virtual assistant or

28:42

uh your internal office and

28:43

this is gonna be tied back into

28:45

your lead. source tracking. So

28:46

that’s one thing I really love

28:48

about vthree because if you

28:49

already have a lead source,

28:51

it’s going to populate um here

28:52

so you don’t override it. but

28:54

these are things we should be

28:55

asking estimate four special

28:58

instructions office notes and

29:00

what we would do is go. In hit

29:03

next and it would populate

29:04

everything else here in the

29:06

billing address, and then we’re

29:07

we’re going to submit and once

29:09

we’ve done that and that

29:11

refreshes all the information

29:13

populates right here on the

29:15

client record um no double

29:17

entry and everything is there

29:18

so um that is one great tool

29:21

that you can uh download free

29:23

off the marketplace if you’ve

29:25

never been to the marketplace.

29:26

uh we go up here to little

29:28

Avatar and hit marketplace and

29:30

like I said. This is a free.

29:31

download from Simple growth as

29:32

a.

29:35

Adviser and uh let’s just put

29:38

in here Vthree and it should be

29:42

right here. SG phone intake

29:45

form and you go to hit view and

29:47

you can get the free download

29:49

code um so that is a great way

29:51

of tackling that here and you

29:54

can click to get the free

29:55

download code or view it and

29:58

click there to get the download

29:59

code so this is something that

30:01

uh looks like about 63 people.

30:03

I’ve already utilized got some

30:05

great feedback on that um and

30:10

if uh that is something of

30:11

interest free to streamline

30:13

your workflow. um you can also

30:14

go to vthree Tickets.com and

30:17

that will give you the

30:18

information about that free

30:19

form and how to get that off

30:20

the marketplace with the

30:22

download code So come to

30:23

questions uh feel free to drop

30:25

them down on the live or

30:27

recorded version, but um essay

30:30

weekly talk show trying to go

30:31

out and um help the essay

30:33

community through business

30:34

practice. Through interviews

30:37

and um different certified

30:39

advisers, including myself

30:40

coming out to help teach

30:41

workflow and features and

30:43

functions and service autopilot

30:44

so comment, your questions drop

30:45

them below. Otherwise, we’ll

30:47

see you again next week on the

30:49

essay. Weekly Talk show at 1 PM

30:51

eastern 12 PM Central and uh

30:55

special guest uh Barron uh in

30:59

the cleaning industry uh we had

31:00

to reschedule due to some

31:01

travel conflicts um for today,

31:02

but she will be with us next

31:04

week. so we’ll see you again as

31:05

a weekly talk show 1 PM eastern

31:06

twelve. PM Central right here

31:09

on the service Auto page page

31:11

Mike Callahan from simple

31:12

growth as a certified adviser,

31:14

uh wishing everybody a great

English (United States) – SA Weekly Talk Show: V3 Ticket Workflow