Creating forms for your field staff
Video Transcript
0:00
welcome back to Callahan’s corner where
0:01
you ask the questions we had some live
0:03
right here on Facebook got a User
0:04
submitted question uh by Jose here I’m
0:07
going to read this out actually going to
0:08
pull this up on the screen here uh Jose
0:10
and one of the user groups says I
0:12
created a form so all my texts can fill
0:14
out uh on the field after a service
0:17
created V2 since I believe I was told it
0:19
worked better on V2 and linking services
0:21
and forms on mobile uh so before I go
0:24
farther into that question Jose is
0:25
correct if we’re using it in the field
0:27
and we’re using the Legacy app on our
0:30
phone that is we want to be working with
0:32
V2 forms V3 forms uh will not show up in
0:36
the Legacy app
0:38
um
0:39
uh got it to work but I have uh
0:41
questions on the Forum uh with four
0:43
multiple answers I have linked to custom
0:45
uh list field with same list in answers
0:49
when I fill out the answers on the
0:50
mobile app the answers don’t link spend
0:52
a good amount of time troubleshooting it
0:54
cannot seem to get it to work called sa
0:57
but they are confused like I was I also
0:59
tried to do this on V3 form but I cannot
1:01
even get the form to show up on the
1:03
mobile so I’m back to V2 any helps
1:04
appreciate it so
1:06
um Jose wanted to actually dive in and
1:08
break this in there no need to give us a
1:09
call or drop us a DM for the answer uh
1:12
here in the mindset of abundance on
1:14
Callahan’s Corner we’re actually going
1:15
to show you how to do this so uh Jose’s
1:17
got a couple screenshots just to put
1:18
some context in here
1:20
um
1:21
first of which is he’s using some radial
1:23
buttons uh with the field selection so
1:27
um not too sure without looking at your
1:29
account but these if you’re using these
1:31
custom Fields they need to be mapped to
1:33
the customer and they also need to be
1:35
mapped to text not a list
1:38
um so that’s the first thing I’m looking
1:39
at but I’m going to break down and
1:40
actually show you a a form that we used
1:42
at Callahan’s lawn care Mike my lawn
1:44
care company how we actually did this
1:46
and as we go in here there’s the other
1:49
picture of the custom fields of
1:53
um the areas here back only front only
1:55
and how we actually put that together so
1:57
uh Jose I hope you don’t mind showing
1:59
that but I want to actually put some
2:01
context this question because it’s a
2:02
great question uh so as we dive into
2:04
this here we’re going to go into service
2:06
autopilot forms this is a form that we
2:07
used in my lawn care company
2:10
um right up to the day we sold
2:12
and I’ve made a copy of it and put a
2:15
little tweak on it just so it fits
2:17
Jose’s question a little bit better so
2:18
first thing as we’re talking about it
2:20
here we’re going to be going in node in
2:21
the service autopilot and we’re going to
2:24
go in and just so everybody’s on the
2:26
same page here on my phone uh you’re
2:28
going to be pulling up the Legacy app
2:31
there that is the app that you want to
2:34
have okay and when we dial in there
2:37
we have the ability to go in and uh
2:41
click into that now there’s a drop down
2:42
area for forms we’re going to go in and
2:46
fill out a form and when we click to
2:48
fill out a form I’m going to click on
2:51
the 50 dot commercial inspection form
2:53
and that is the form that we’ve got
2:55
right here haven’t figured out how to
2:56
cast this on my computer it’s on the top
2:58
of the listings to do but if you’re
2:59
looking at it I’ve already filled this
3:00
out to show you how the data flows over
3:02
so first thing we’re doing then is going
3:04
into marketing marketing forms or adding
3:07
a V2 form this is my pre-built form so
3:10
there’s certain things Jose I’m not sure
3:12
if you had on there or not but we really
3:14
want to tackle is the client’s name and
3:17
we did that by adding a field the name
3:19
and then address these two things need
3:21
to be mapped back in the V2 form so when
3:24
we click in there it is listed to
3:26
client’s name first name last name
3:28
service address is going to be the
3:30
service address before we get into the
3:32
custom fields and how to map this this
3:34
into uh bonus work that I got you I’ve
3:37
actually got report that’s going to
3:38
report out on this for your Jose so
3:40
pretty cool stuff
3:41
um form settings
3:43
um
3:44
right now we want to make sure it’s Auto
3:46
proof create and submit and we want to
3:49
create update the lead or I guess you
3:51
can create and update the client because
3:52
this is an existing client for a
3:54
follow-up form uh we also want to show
3:56
on the mobile and the mobile option is
3:58
on the client so when those are set
4:01
um we also probably want to show it on
4:03
the timeline so we have a receipt of
4:05
that basically or a view of that on the
4:07
timeline uh but basically what we’ve got
4:09
here is first name last name service
4:12
address or map back we’ve got our
4:13
manager’s name we’re mapping that back
4:16
um potentially to another custom field
4:19
in the date of inspection so you’ll see
4:21
a naming convention here of zero four
4:23
kpi inspection uh what we did is
4:26
actually went in
4:28
and created these custom fields and I’m
4:30
going to hit this real quickly because
4:33
this is part of the problem that
4:34
intentionally Jose or anybody else
4:35
watching this that may be confusing so
4:37
we’re going to go to the gear icon and
4:39
we’re going to go to our custom field
4:41
dive into the custom Fields here we’re
4:44
going to go in and add a custom field so
4:46
o4 was my naming convention that allowed
4:49
me to find it and that’s a profile tag
4:51
or profile custom field
4:54
um and this could be managers name for
4:59
the kpi that I did we want to associate
5:02
it to the customer not the employee not
5:05
the property reason being is when I show
5:07
you the bonus report how to pull this
5:09
quality control report up from the
5:11
manager property is not going to be
5:12
available
5:14
um so hey what’s up Jose watching right
5:15
now brother great question
5:17
um and I’ll send you a link to this as
5:18
well
5:19
um and I’m actually going to show you
5:21
how to create a report on this as well
5:22
value type here on most of these is
5:24
going to be a text so in Jose’s instance
5:28
um not a list but a text is where we’d
5:30
want to go
5:32
um and then in addition uh what I’ve
5:34
done in my form is for the first couple
5:37
examples I did a net promoter scores on
5:40
the quality so lawn mowing uh rate the
5:44
lawn mowing performed at the last visit
5:46
this includes even cut no turn marks on
5:48
the grass trash was not run over and the
5:50
grass was direct away from beds blown
5:52
off prior to finishing the job and then
5:54
zero is the worst 10 is the best so
5:58
we’re gonna have a ranking score of this
6:00
so the manager now uh just like Paul did
6:02
at Callahan’s and a few others Jordan uh
6:04
went through on the mobile and filled
6:06
this out and then this triggered a
6:07
report that we could actually go through
6:09
and take action on and eventually add
6:11
some tags to and actually create some
6:13
automations to create an automated
6:14
ticket not going to get into the
6:16
automation part today but I will later
6:18
in another video
6:20
um but obviously just trying to set the
6:21
mindset of abundance here great
6:23
Community around sa um these are things
6:24
that all users need to know how to do
6:26
you shouldn’t have to pay somebody to
6:28
show you how to do this if you need some
6:29
help obviously we’re here but the idea
6:31
is if if this is something you need you
6:33
should be able to do it yourself if you
6:35
need to be do it so uh what we’ve done
6:37
here is we go into lawn mowing
6:39
and I’ve created a custom field 04 lawn
6:42
mowing kpi and the way I did that was
6:45
just like this o4 allowed me to easily
6:48
find them and I’ll show you how easy it
6:50
made that’s o4
6:53
lawn mowing
6:55
kpi customer Associated value type is
6:59
actually a number and we’d hit save so
7:01
that’s how when we went in we would go
7:04
in and select custom field and go in
7:07
and type o4 Dot boom and now all the o4
7:11
profile tags for my kpi here are all
7:14
connected together so you’ll see uh
7:17
shrubs on property KPM managers names
7:19
sucker growth lawn line trimming blowing
7:22
weed for appearance kpi instruction date
7:24
and then the notes was a text field so
7:26
that’s kind of what Jose was asking
7:28
about but what I’ve got here is we’ve
7:30
got the ability to go in now and rank
7:32
the lawn mowing the line trimming the
7:34
blowing We Fear Weed Free appearance and
7:37
Landscape that sucker growth on trees
7:39
shrubs on property other inspections do
7:42
so these can trigger by tags automations
7:45
and we’ll talk about that in another
7:46
video and then inspection notes and
7:49
inspection notes is exactly what Jose
7:50
you were trying to actually do so your
7:53
custom view was uh in my instance o4 kpi
7:56
notes and when we look at the 04
8:01
this is kind of the cool thing is when
8:03
we search for that now everything’s all
8:05
together
8:06
o4 kpi nodes and we can tell is a text
8:10
field and that’s the missing thing we
8:12
really don’t want that as a list
8:13
probably wanted a text field
8:16
um
8:17
so once we get all that literally we’re
8:20
either going to go into the mobile like
8:21
I previewed here under the client
8:24
and we’re going to fill this out which
8:27
we did and I tested it on this client
8:31
and if I go under edit and custom fields
8:34
we can indeed see that these numbers on
8:37
my fictitious inspection came in right
8:39
from the form or from the mobile so that
8:41
does work it’s a V2 form and it’s a
8:44
legacy app those are the key things we
8:46
want to be looking at
8:48
so how that’s going to play out on the
8:51
desktop or if we got a throwaway
8:52
Chromebook where we’re using the desktop
8:54
uh version in a Chromebook would be we’d
8:57
want to go to the a for auto assist and
8:59
create a quality control forms
9:03
go to our summer QC form
9:07
and fill in
9:09
the manager’s name
9:11
so Mike the manager
9:14
and I would go in and now click in the
9:17
radio buttons
9:19
as I walked around the property either
9:20
in the mobile
9:21
or on the desktop version
9:25
and is it to do recruit required for X
9:28
to work if it is we could click this and
9:29
that could create ticket or to do
9:31
automatically and we could say
9:34
um
9:35
a landscape beds need to be
9:42
rereaded
9:45
nine six eight slash 2023 and put my
9:49
initials there so all that information
9:51
now is in the automated report so we’d
9:54
hit submit all that data now would start
9:56
to flow in so the final thing that I
9:58
want to leave you guys with here is uh
10:01
two things actually one other thing that
10:03
you may not be aware of
10:05
um Jose asked the question anybody else
10:06
when you have the visibility level of
10:10
this question set to office only most of
10:14
the time it will not appear in the
10:16
report
10:17
not exactly sure to buy to be honest
10:19
with you but when I tested it as office
10:22
only the custom field did not come in
10:24
the report when it was set to everyone
10:26
it showed up in the report so the final
10:28
thing that I’m going to suggest we do is
10:31
go to the service autopilot report
10:33
Center
10:34
and we’re going to go in data hit client
10:36
simple and we’re going to grab probably
10:39
not account balance but I did that
10:40
because I have so many test accounts so
10:42
I could confirm which test account was
10:43
what which
10:45
um but basically we’ve got client name
10:46
client sense service address City and
10:49
postal code and you probably also have
10:51
type residential or commercial so we
10:53
could segment that the next option is
10:55
going to be custom field so once again
10:57
we we broke it into o4 that’s our
10:59
profile tag and we were able to go in
11:02
and say all the op4 profile tags here is
11:05
what we needed so we checked them all
11:07
then we scroll down and hit OK
11:10
when we did that it populated some data
11:15
now the next thing we could do is
11:17
actually put in a date filter
11:19
um and I’ll show you how to do that but
11:20
the idea here is we have not
11:23
um
11:25
updated any more of these test accounts
11:27
and I filtered down the just the test
11:28
accounts in this account
11:30
um but uh Testament Jagger and test 887
11:34
um
11:35
one of them ones right here was done
11:37
Mick Jagger was done through the mobile
11:40
and then the other one here was done
11:41
through the desktop through the a for
11:43
auto assist but now what I’ve got is
11:45
I’ve gone in and averaged
11:48
the ranking
11:50
of the scores per service
11:54
and any notes
11:57
so sucker growth needs to be cut back an
11:59
entire property at 6 8 20 23. so this
12:02
thing here actually is a custom field
12:04
that now can also be tied into
12:07
um an automated email or other
12:08
confirmation information that needs to
12:10
be pulled into a work order uh later
12:12
down the line and this could also
12:14
automatically trigger a ticket or a
12:16
to-do as an event for someone to
12:18
actually be on the hope to do that
12:20
um probably wouldn’t want account
12:21
balance but some of the things I would
12:22
want to look at is okay when had they
12:25
been a client since
12:27
and when was the inspection date and
12:31
what I’ve done has gone in and grouped
12:34
and I’ll remove the group but I’ve
12:36
actually grouped it by the manager’s
12:38
name so each manager now is chunked
12:40
together
12:42
to go in group
12:44
by managers names each manager has their
12:46
own chunk of inspections there or if we
12:49
had a signed resource we could have uh
12:51
the ratings by each signed crew
12:54
but this is going to give you uh this
12:57
information so the final piece is we’d
12:58
want to go in and hit the home button to
13:01
get back out and save it
13:03
now remember these custom Fields every
13:05
time we do this inspection are going to
13:06
get overwritten so we probably want to
13:08
create an automated
13:10
um report to go in and click in the
13:14
thing here and you only get
13:18
um five of these so you need to
13:20
obviously use them sparingly but I would
13:22
take the analysis and bucket it up into
13:24
a report to save some of those but once
13:26
we have the analysis of the report we
13:27
would literally go in hit from to two
13:30
whoever’s sending it to the subject
13:32
would be uh
13:36
monthly
13:38
property reports
13:41
and we’d probably want to put it in
13:43
landscape and we’d want to schedule this
13:45
on a say a weekly basis
13:49
and it would go out
13:53
maybe every Monday
13:56
and the start time we’d have that go out
13:58
probably at say 5 a.m so it’s their
14:00
first thing and then we would start it
14:04
um
14:05
the following Monday here
14:07
so once that’s set we hit done that’s
14:10
going to automatically trigger that PDF
14:13
email so if the custom Fields do end up
14:15
getting it overwritten month after month
14:17
we now have an email copy or hard copy
14:20
or refer back to as well on the client
14:21
record uh when we go into view client
14:26
uh essays compress this for Speed when
14:29
we go down to the bottom here where it
14:31
says details
14:35
all the custom fields are viewable and
14:38
we can open up and take a look at the
14:40
form submissions as well
14:43
um in this area so that will give us all
14:45
the data that we need on a historical
14:47
basis so remember if you’re updating
14:50
these don’t override the existing form
14:52
submission update and enter a new form
14:55
submission and that’ll get you the data
14:57
so
14:58
um once again this is how we tackle it
15:00
we go in we create our form we map them
15:02
back to the customer in a text field or
15:05
a number field it’s going to be Auto
15:07
create prove on submit update the client
15:09
or lead and we want to map back the
15:12
client’s name here and the service
15:13
address
15:15
and when we get to the client we want to
15:17
add under the auto assist
15:19
make sure when you build your your form
15:22
it’s also set to Mobile on client but we
15:24
want to go in and put our quality
15:25
control forms and our shortcut there
15:29
and when it’s on the forms we have under
15:31
form settings we have show in Mobile and
15:35
we want to update that to the client and
15:38
finally we want to go back into the
15:39
report Center and once we make the
15:42
report we automate the scheduling of it
15:43
and when we go into the property
15:45
inspection report
15:47
we want to be able to go into client
15:49
simple pull out the custom fields we
15:52
have client name service address that
15:54
we’ve already put in here and then we
15:57
want to aggregate these guys on top to
15:59
average them and then we want to sort
16:01
from lowest to highest so the worst uh
16:05
offenders would be here
16:07
and any notes would be here so I can
16:10
systematically go per crew or per
16:12
manager for quality control with a
16:13
weekly or monthly report based on your
16:15
quality control inspections and I
16:17
recommend taking those quality control
16:18
inspections and assign them as a ticket
16:21
event with a deadline assigned and
16:24
dispatched through the closeout day
16:25
screen do not make it a service because
16:28
a zero dollar amount service and zero
16:30
budgeted amount service will screw up
16:32
your data for your job costing and price
16:35
raising reports uh whether you’re
16:36
building yourself or especially if
16:37
you’ve done it through simple growth so
16:38
you want to use those tickets to be able
16:40
to filter out anything that’s not in
16:42
actual Revenue generating job and use
16:44
them as a ticket it can be scheduled
16:46
through the closeout or through the
16:47
dispatch board track through the
16:49
closeout day screen budgeted time can be
16:51
tracked but it’s not going to show a
16:52
zero dollar for Revenue when we go to
16:54
run a report so Callahan’s corner you
16:56
ask the questions we had some live right
16:57
here on Facebook Jose appreciate the
16:59
question and um if anybody has any
17:01
questions or you’d like a free analysis
17:03
of your service autopilot or any other
17:05
software you’re using www Dot
17:08
sgscall.com and you can grab a three 30
17:11
minutes
17:12
um call it myself or one of our uh seven
17:15
figure business experts on the simple
17:16
growth team so
17:18
sgscall.com to book a free call and feel
17:21
free to submit your questions here in
17:22
the messages or on the private user
17:25
groups that uh we are in where we answer
17:27
the questions uh free of charge to help
17:29
you run your business uh easier without
17:31
trying to have to take the guesswork and
17:34
try to create these things that have
17:35
already been created