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Scheduling Package Jobs In Service Autopilot V3

Video Transcript:

Hey Mike Callahan back again with some more V3 version 3 training in Service Autopilot. So as a Certified Advisor we are taking on the task of helping the Service Autopilot users as well as Simple Growth clients on how to use V3. This video is gonna be going over how to schedule package jobs in Service Autopilot’s new version 3 package jobs just as a quick brief overview before we actually dive into this is a job that doesn’t necessarily have to be done today but maybe has to be done over the month so a prime example of this is fertilization and weed control in the lawn care industry you may have four or five rounds of fertilizing they need   done between maybe April 1st and April 30th the first round but they don’t need to be done on a specific day so it allows us to basically bundle together a bunch of waiting list jobs and put them in a package. Another great example of this would be is landscape bed maintenance or shrub pruning packages or maybe you’re doing fall cleanups and multiple trips we can do packages that way. Without any further delay we’re gonna hop right into Service Autopilot and show you how this is done now if you are watching this live on Facebook just posted a link underneath the video how to get access to all our V3 trainings for free inside our learning hub and they will there’s probably over 100 videos built just be Simple Growth here. What we’re going to be doing is looking at V3 here and if you haven’t seen it this is the new look and feel of it if you go under the CRM and go into accounts or if it’s in V2 go hit clients it will suck this right back in for you as we go to the help icon here I’m going to go in and grab a client they already have in the V3 format and if we have that package job we’re gonna go in and schedule a job. Now very similar to V2 but we want to go in instead of a one time or one time waiting list job we’re gonna go into repeat so this is your repeating, recurring, weekly, bi-weekly mowing or cleaning but this is gonna be also for packages so we’re gonna say it repeats and I’m gonna put in my four-step fertilizing package here and pull that in now in this test account we don’t have matrices behind it but what I’m gonna do is put in the rate let’s just say $65 across the board so I’m putting the price and traditionally you would want to do this with a pricing matrix just for simplicity but in this example I want to show it with some actual price. So now that we’ve got the rate we also probably want the budgeted time so let’s say it’s going to take us 45 minutes 0.75 hours and all the applications gonna be same but this gives you the granularity so if you’re doing a certain app that requires on a different production rate this gives you the ability to customize that per round as well so I like that feature that they’ve added in here in Service Autopilot. I’ve got all my five rounds here are basically four with the optional premium grub control now under add Advance particular to chemical tracking this is pretty interesting so if you’re chemical tracking we can click this down here i say that we are just doing the entire turf area or different areas here. This is great for pest control, perimeter pest, and aquatic pest control as well so those are things that your local DEC may want you to tackle. Now in addition we’re going to go in and we can update the salesperson date sold account manager in this account came in as a lead source of canvassing but if we wanted to override that that can be done here on the particular service. Once we have that all dialed in we’re gonna go into the next tab on the bottom right hand corner this is where we get in the details of the actual package job so I’ve got all four applications with the grub now let’s say that we have gone past the first round and the pre-emergent may not be an applicable treatment here we can hit that exclude and go in and  remove that you can see by the red excluded that that is what it looks like now we can also see over here the minimum days in between services has automaticallysucked in from the master package setting back in the back end which is great, a great visual representation when scheduling this before and V2 this was not completely obvious now you’ve got everything you need on one screen in a streamlined workflow. Next thing we’re going to do is our auto renew setting so that is our traditional just like V2 Auto renew call to renew or do not renew so we’re gonna hit Auto Renew on this one and do you want to assign the job so I’m gonna say yes I do want to sign the job and I’m gonna assign it to our bed maintenance crew just for time sake here. Under advance is some great feature especially with a package job for fertilization weed control so we’ve got our estimated team size and that’s gonna pull from the default under the team settings right in now. Do you want to call ahead so if this person maybe has some young kids or a dog in the backyard you may want or they may request a call ahead this is how we can put that in there and then on the dispatch board the closeout day screen we have that little avatar icon of a phone that signifies that call ahead and we’ve got the defaults for maximum hours a day and seven days a week included. Now that we have the information here we’re gonna go into next and it’s gonna go in and double check the billing information so this is taking right off the invoice description on each one of those services before they’re lumped together in the package so we can override this right here for the invoicing descriptions if we want so now it’s all one great place for workflow in time savings. Then the final thing is how would you like this job to be invoiced so the default to the system I believe that I’m in right now is daily but we can override that daily weekly monthly or print in advance if you’re leaving a leave behind piece so this is how we would go in and do our package jobs. Final thing is we’re gonna go in and hit finish and that’s gonna go in and we can go in and review the setup of the package job and it will load right into your future visits. Any comments or questions on how to create a package job in Service Autopilot’s new version 3 let me know but this is the exact setup that I would recommend for streamline workflow and we’ve got our upcoming visits here just as advertised so great job by Service Autopilot here once again V3 scheduling of package jobs

Callahan’s Corner: Budgeted Man Hours Vs Crew Hours

Video Transcript:

In the Service Autopilot Facebook usergroup of the difference between man-hours or crew hours in budgeted man-hours on the job itself. What I want to do is dive into Service Autopilot actually break this down a little bit and the reason why Service Autopilot displays these numbers differently as your looking at it my opinion makes logical sense if you’re looking at all the crazy things that can happen in a lawn care home cleaning & pest control business on a day-to-day scheduling.  I’m gonna grab my other screen here and pop this up here but the idea here is that as we’re looking at this there is a bit of a discrepancy so what we’re going in and putting in a weekly recurring job whether it’s lawn mowing home cleaning pest control the question was around this area here so as you look at upcoming lawn mowing here is $55 and it is budgeted there’s two different jobs here but we have one budgeted for two hours in one hour and then why is the different area here under this area based on the actual crew hours so this is the budgeted hours and these are the crew hours. Well there’s two distinct reasons why so what you’re going to do is put in the budgeted hours here on this job for two hours and why is it only showing one here what we’re budgeting this as if there’s only one person so always when we’re using Service Autopilot we go out to put the budgeted time for a job we want to assume there’s only one person on the crew now obviously it’s gonna let you know what the defined crew size is but the system is built in a way at least in my interpretation would be as it’s built in a way for the fluctuations of a service business with our labor so whether we’ve got a lot of work backed up with a rain day or maybe in the home cleaning industry we’re doing a top-to-bottom deluxe and we need two or three solo crews coming in to knock out that cleaning job because it’s a large one it’s gonna give you that flexibility. Your history is the actual man-hours total for the crew; the upcoming is the total man hours if there was only one person and it was a two-person crew; you take that two hours down by two. When you go in and look at this if you’re on The Dispatch board this is where it kind of makes sense so in the closeout day screen I’ve got my start and stop times we’re looking at itin the budgeted time but if I went out to the dispatch board or even on the closeout days screen but assuming it would be on the dispatch board what happens if we have an employee doesn’t show up or like I said maybe we’re backed up with rain or maybe we have a top-to-bottom deluxe in the cleaning history we’ve got three solos going one to one crew for that day the cool part about Service Autopilot at least in my opinion is and it gave us huge flexibility of my service business in the lawn care industry we can go into the more tab and hit assign teams and what this does it pulls in the default crew settings so if we are under team teams this is where we set up our crews and we’d go in and add a team and there’s some certain things you’d want so you’d see if the name team code tags we set the color up we’d want the starting addresses is where maps pro and the optimizations optimized off but if Igo into team assignments and add the assignments here that is going to be the resources automatically defaulted so if we had a three-person mowing crew Christine myself and Chad were on this mowing crew well what happens if Chad wasn’t able to make it into work today so we could take Chat off and then manipulate this crew down to a two-person crew so when you schedule a job it doesn’t know how many people are gonna be on that crew now it knows default we had three but if Chad can’t make it maybe that’s an issue or what if Chad is on here as default but we needed to take this other person over here as a fourth person for maybe the first time we did the job to help get it into shape before we actually maintained it whether it’s lawn care or home cleaning so what it’s gonna do is take those total budgeted hours on the job and divide by the actual crew members that are actually on the job for the day. So the question is why does that job come out that way and what’s the difference between the crew hours and the budgeted man-hours and if I go in and grab this job again here I’ll show you what that looks like again really quickly. Whether in V2 or V3 we have all the new upcoming jobs but we want to be able to see what that is far as the total hours and then based on the crew size that’s gonna optimize that so that is what we’re looking at here those budgeted hours those two budgeted hours are two man-hours for the jobs I don’t care if you have four people or two people two people once they’re assigned would knock that down the one or he had four that would drop that down two hours divided by four obviously it would be about thirty minutes but the ideas that gives you the ability to add or contract on those crews and we know what the budgeted total man hours are for the job in particularly without based on the size of the crew. That’s one of the biggest things when we lookinto Service Autopilot setup our services under the gear icon that most people when we work with them and Service Autopilot have a lot of questions around they’re like well Mike I’m running a two-man crew or a three-man crew like well unfortunately that really doesn’t matter because what we’re looking at here when we go in and add a service is we want to set the service mode probably to per unit and when we go to the rate matrix we’re gonna go to quantity rate times visits and we’re gonna base it on custom field of like lawn mowing square footage and we may say from one to five thousand square feet I’m charging forty five bucks to cut it mow blow an edge. Now the budgeted hours this is where the biggest question comes in now if you’re charging 45 bucks pulled me an hour and you’ve budgeted and he’s gonna say it’s gonna take one hour so 45 bucks that’s one hour and then the cost is your break-even but that one hour now if it’s a two-person crew gets sucked down to one half hour or basically 0.5 budgeted man-hours. When you’re building your services out it doesn’t matter depending on the size of the crew because your crews size may shift throughout the year or a year two years so the system is gonna allow you to set up the service so it’s evergreen it lasts the same forever until you change your price or the production and then as you evolve with different crews the system does the math for you behind the scenes so it’s really a streamlined process and I think it’s a great way that SA has this set up. The question was what’s the difference with budgeted man hours and the crew man hours on the actual job tab itself the budgeted man-hours is based on what you’ve budgeted here the crew man-hours it are the historical times it actually took that crew so if it was a half hour for two people to do it would be one actual crew hour to produce that labor so comments or questions dropping below but Callahan’s Corner you asked the questions we have to live right here on Facebook

Callahan’s Corner: Setting up master routes for lawn mowing in south & south west markets in Service Autopilot

Transcription:
Welcome to Callahan’s Corner, where you ask the questions we answer them live right here on facebook. We had a gentleman in a lawn care or landscape maintenance company, i believe in the southern market wanted to know how to set up a custom recurring schedule to handle weekly mowing and landscape maintenance during the summer months and then how to go every three to four weeks during the winter months and be able to dial that in on a weekly or bi-weekly basis. What we’re going to do is dive into the gear icon master schedules and break this out for you. Callahan’s Corner right here where you ask the questions we answer them live on facebook, feel free to drop any of your questions in the live or recorded version and we will make sure we answer those for you live on facebook. As we dive into this here we’re going to go into Service Autopilot and we’re going to go into the gear icon and we’re going to start typing master so we’ve got our master schedules SA comes pre-defined built out with bi-weekly even and odd weeks as well as weekly Monday through Sunday so i’m going to go in and hop into the one that i already started building out before we had some technical difficulties here but actually second thought i’m going to actually go in and recreate a new one just you can see from front to back. Under add a schedule here we’ll type this in and then the question was how do we go in and create a recurring weekly schedule from April through the end of October and then in every three or four week through the winter for that southern market we’re still going out maintaining blowing things off and doing some trimming so the first thing we want to do is let’s say this is going to be a Monday schedule so we’re going to go in and if we start the first monday here i would start suggest starting this out where you actually start the weekly or bi-weekly mowing or landscape maintenance i’m going to go in and click the first Monday of the month by just hitting the m in each one so it’s a quick and simple process really. Now that we’re in here we’re going to go in and get up to october now this is where it gets interesting so I believe the gentleman asked for every three weeks or every four weeks gonna be the same process so you’ve got you’ve cut last year so one two three and then we would just go in and continue to add those Monday cuts. The reason why we didn’t start in January is because we don’t know how that’s going to roll in from the beginning of the year so we start where we go in and do the full schedule and then we go in and kickback around here so we’re gonna go back into our Monday so we’ve got another one, two, three cuts there one, two, three… one, two, three and one, two, three so that is going to give us an every three weeks over the winter in a weekly Monday cut going in  for theum schedule moving forward. Now what if this was a bi-weekly cut on a Monday even or odd weeks now you’re even and odds are going to parlay out and line up with this right here so that is gonna is an even number so that’s gonna signify in with an even week so let’s just say we’re doing Monday cuts only with even weeks bi-weekly so we would go in and de-select these odd weeks here in this here and that’s how we would create that bi-weekly odd week scenario actually i’m sorry even week scenario and we’re deselecting the odds right now and 22 24 and this is how we’re creating that bi-weekly even week scenario during the summer and then we’re going to every three or four weeks depending on what that scenario is on the existing november through december that we’ve just built out but i want to give you a proof of concept of how these can be built out and it only populates these dates now u when they’re actually showing on here so there’s no opportunity for miss scheduling because it’s going to follow the select dates you’ve already set . The idea is frame out what it should be go in and select the reoccurring summer schedule roll through november december january and february  maybe in most markets February, March is when you kick back into the regular weekly cutting but it’s going to give you the granularity to do your regular services and throughout the summer months and then go back to a smaller maintenance during the winter months. So that’s how we would go out in Service Autopilot and create a master recurring schedule for weekly or bi-weekly services through the summer and then less frequency in the winter so probably more particularly to our southern um friends or southwest marketsbutthere could be some services that may be applicable for bed maintenance and other things even in the northern market as well. Callahan’s Corner you ask the questions we answer them live right here on Facebook so if you haven’t checked out the Simple Growth SA Weekly Talk Show we’re coming at you at 12 centra 1 p.m eastern live on the Service Autopilot Facebook page and going to be releasing some information on it but we have syndicated and released the SA Weekly Talk Show  on podcast  so if you search on itunes, Spotify or any of the major hubs for podcasts Simplegrowth all one word it’s the Simple Growth podcast it’s the SA weekly talk show condensed into a podcast where you can watch or basically listen to the SA weekly talk show on the fly and learn from a lot of industry experts we have on there how to go out and outlearn your competition and dominate your local market . Whether we see you tomorrow on Callahan’s Corner where you ask the questions we answer live on Facebook, SA Weekly Talk Show live on Facebook on the Service Autopilot page or if you elect to download our podcast Simplegrowth on itunes, Spotify or any of the other major hubs we will see you there on one of those outlets. Once again Simple Growth thanks you for watching these videos and we’re here to help you out learn your competition while taking your life back from your business, so we’ll see you again tomorrow

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Service Autopilot: Scheduling Recurring Jobs In V3

Video Transcript:

This video is going to go over how to go out and set scheduling a recurring job. What we’ve got here is a test account in V3 you’ll notice the user interface looks a little bit different if you haven’t seen it yet but the idea is it once we’re on the client screen, now you do need to remember when you go in and add an account not a lead or client we’re gonna add them in as a lead once we win that estimate as a lead we’re gonna convert them into a client which you can see here the lead was converted. Now the next thing we wanna do is go in to the left here and I’m gonna bump the screen out so you can actually see it is you want to go in to the schedule a job area and click on that and the first thing we need to do is go into job type here so we’re gonna go in and put this in a repeat not one time because it’s a recurring job and it also automatically sets this to repeat so we’re going to set the line items that repeat. I’m gonna go in in put lawn-mowing in here as an example so you’ll see if it came in as an estimate it will be blue otherwise it may come in as a rate matrix job calculate off the rate matrix if the custom fields in there for that estimate. Once we have that in here we can add additional line items now under advanced this is probably not something you’re going to be do unless you’re doing chemical tracking or additional data but we have the ability to add a sales person manipulate the date sold the account manager and the source now if it already has a source it will automatically be there for lead source tracking so ideally you’re probably just going to go right to the next button here and which repeating schedule would like to be used on this job so we can go into our master schedules or use the custom schedule so let’s say we want it once a week on Mondays and when will the job start and we can set that start date for the day of the week were on or in the future now in addition just like V2 you can go in and grab those master schedules and let’s say it’s a weekly Monday when will this job start right here do you want to sign the job so we can say yes and we can go in and schedule it to the actual crew and based on the estimated team size based on the crew setup so that automatically loads in now and we’ve kind of got a summary of everything on the right hand side that’s happening . Once again under advance there’s some additional features do we need a call a head this is probably more particular for a home cleaning scenario or fertilization scenario but this is how we would track that it brings in the defaults of the company settings for maximum days per hour and include what days that they can work on we’re gonna hit next. Next step is billing so it’s going to go into the default of the automatic setup here as far as the default billing for the company and once again under advance we have some additional options here if we want to create a work order or a purchase or create a separate invoice outside of the continual daily weekly or monthly billing depending how this is set up under the advanced option so we’re gonna leave that alone swing over to finish and we can go in and review it or review it later so once we hit review this will populate or reoccurring jobs under future visits. That is the proper process to set up a recurring job in version 3 of Service Autopilot

Service Autopilot: Scheduling Waiting List Jobs In V3

Video Transcript:

Welcome back, this video is to go over how to set up a waiting list job in Service Autopilots new Version 3. What I’m gonna do is pull out the screen here and go into the details of setting up a waiting list job. If you’re unfamiliar with what a waiting list job is – a waiting list job can be something like spring cleanup where the job needs to be done sometime this month but not today or it can be done as a job that basically has a start and end date but doesn’t have to have a particular date. The idea is we want to be able to go out and schedule for optimization to minimize that drive time minimization that non billable time. In a later video we’re gonna go over a package job and package job is basically a series of waiting list jobs put together in a package so this would be ideal for fertilization with several rounds in different time frames or in landscape maintenance, maybe a bed package where we go out and do bed maintenance post and pre-emergent weed control with some manual weeding for each month but it doesn’t have to be on a particular date it does a time frame. This video is gonna go over waiting list jobs there’s a start and end range in how we schedule that and set that up in the new version 3 Service Autopilot. As I pulled the screen out here I’m going to show you how this is actually done so this is what V3 looks like here on the client screen tand you can also tell it based on the status when it says active up here this is a client if it says lead and a little orange button there you know their a lead and you have to convert your leads into a client before you can actually schedule in this old system or the new system. What you’re gonna do is go over to the left-hand column here to schedule job click on that, that’s going to pull up the first screen in V3. What we’re going to do now is it’s a little bit different instead of setting and clicking waiting list job we go to one time this includes one time or waiting list job so it by definition a waiting list job is a one time job where as a package that has a series of waiting list jobs would be considered a job that repeat. In this example this is we would go into one time because that is our waiting list job so it’s automatically pull one time up here and we’re going to select a service so I’m going to use an example of a spring cleanup if we have one in this account and we’ve got one here so I’m going to click a spring cleanup and I’m gonna put the budgeted hours of say 3 and a quantity of a 150 dollars if we’re recharging 50 dollars per man-hour.
Now once again just like a repeating job or a one-time job we have advanced options so if there’s chemical areas that we’re treating for chemical tracking we can select them this obviously would not be applicable for spring cleanup unless we are doing maybe a pre or post emergent pesticide. Next thing is we can override the dates old account manager and source so we’re gonna go over to the right hand bottom corner here in it next as we go in here do you know when this job will start yes or no so once we go in and we can say no and that’s gonna flip it over so this is a little confusing because this basically would be set for a one time job so you need to toggle over to no and this is the earliest a job can be done and let’s just say it can be done starting today but it can be done to the end of the month that gives us our start and end range. When you’re on the waiting list screen basically if you go without that outside of that range the job will turn to red. Now do you want to assign this job right now yes or no so we can assign it if we know who is going to do it and I’m gonna go in and assign that to my residential crew number one and based on that crew setup it’s gonna tell me how many people guys and girls are on that crew you can override that here and you can see the information on the right continues to populate so under advance we have additional options of a call ahead so if this spring cleanup required a call-a-head maybe to unlock the back gate we could say yes and that will trigger that little icon on the dispatch board and information and once again depending on the company settings it’s going to default maximum hours per day and the number of days now that is under the advanced features. Next step is going over to actually next click that and that’s going to slide us over to billing information so this invoice description can be adjust it how would you like to invoice this job monthly daily weekly or print in advance so maybe we want to override this and do this for a daily invoicing so it’s invoiced assoon as it’s done and under advance we can change work order and purchase order and separate invoices so prevents other jobs from being invoiced with this job and if we were billing monthly and we did this daily job we would probably want to build that out separately and click yes so it’s gonna give you the granularity to set up your billing and create that waiting list job. The final step here is to go in and hit finish that’s going to create the job and we can actually review it now and see it on the actual overlay of the clients screen so this would give you all the information that you need on that waiting list job here for the 150 dollars. That’s how we go out and schedule a waiting list job into the new Service Autopilot V3 hopefully that was helpful and as V3 continues to add more features and functionality simple growth will be here to continue to build these videos to show you step-by-step how to utilize the new user interface and upgrades of the system

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