Anyone who has worked in a business or in an office can tell you that one of the biggest time consumers of their day is filing and managing paperwork. Looking up names, phone numbers, and invoices can become a job in itself. Think of how much space in your office is taken up by file cabinets of new and old records. Filling up one cabinet just means that it is time to buy another cabinet. If you store files in boxes, then you keep piling up boxes. Taking your company to a paperless system is one a many simple methods to increase your company’s productivity.
With the Real Time Manager service management software you can move your employee and client files online and remove the need for countless file folders and rolodexes. Billing information and invoices will also be entered and stored in the online management system. Looking up past services calls to a company is now easier than ever. There is no need to sift through papers and files to see the past services performed for that client..
Service calls will also be handled through the Real Time Manager system. Calls will be entered into the system by the dispatcher and have the ability to be assigned to available service technicians. Real Time Manager utilizes Google Maps, allowing technicians with GPS enabled phones to be observed on a map. The company benefits from knowing where their employees are, and the client will have a shorter wait time as the closest available technician can be assigned to their call.
Keep a clean work area will provide for a more productive work area. Going paperless will eliminate a portion of the clutter and allow employees to get more work done. The information will now be on screen and reduce the need to look through phonebooks and company files.. Customer satisfaction will also increase and your technicians will now be more time efficient in arriving to service calls.
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Productivity Software
Anyone who has run a business or worked in an office knows that one of the biggest time consumers of the day is paperwork and filing. Finding names, phone numbers, and orders amongst the piles of papers on your desk is a job unto itself. How much usable space of your office is taken up with years of old papers in file cabinets? Every time you fill up one cabinet, you have to get another one. Or have stacks of file boxes. Increase your company’s productivity by making your filing system paperless.
With the Real Time Manager Productivity software you can move your employee and customer files online, thus eliminating the need to store numerous files and papers for each employee and client. Orders and invoices will also be entered and stored in the online management system. If you need to look up a past work order, you can look up that company and see all of the service calls your company has performed for them. No need to dig through files and hoping the last person who used the file put it back in the right spot.
Service calls will also be handled through the Real Time Manager system. Calls will be entered into the system and have the ability to be assigned to technicians. Google maps has been integrated into Real Time Manager, so that technicians with GPS enabled phones can be tracked in the system and assigned service calls nearby their geographical position.
A clean work environment is a more productive work area. Going paperless will remove a good deal of the clutter and let employees get more done. Having information at your fingertips will save time over looking through piles of paper and files. Customer satisfaction will also increase and your technicians will now be more time efficient in arriving to service calls.
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Online Service Management Software
Tangible products are slowly disappearing. We see it daily as music and video mediums move from CD and DVD to streaming digital online formats. The same is becoming truer for computer software. As all programs become more reliant on the internet and the data connections it provides. As the computer software market moves more towards cloud computing, installation CD’s for programs will become harder to come by.
Being fully online is one of the key features of the Real Time Manager software. There is no software to install on your end; you just need an internet connection. There will be no installation CDs and DVDs to lose or product keys to misplace.
With online service management, running your business will not be limited to the software programs installed on your work computer. All that is needed to access your company’s information is a good computer and a high speed internet connection.
Updates to the software will be automatically handled. There will be no need for update discs, downloading new versions, or downloading patches. Online software eliminates the need to clutter up your work area with piles of old software CDs or cluttering up your computer’s hard drive with various updates and patch files.
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Real Time Manager Can Be Outfitted to These Service Fields
In the beginning, Real Time Manager was outfitted for the locksmith service field. But limiting the scope to only one field greatly decreases the potential clients that the Real Time Manager software could provide service for. To remedy this situation, Real Time Manager has now been outfitted to cater to a wide variety of service fields. Each service will have a selection of service requests that are a part of the selected industry.
The additions so far, have come to include:
- Air Conditioning Repair
- Air Duct Cleaning
- Alarms & Security Business’
- Building Maintenance
- Carpet Cleaning
- Cleaning Companies
- Courier Services
- Electricians
- Fire & Water Damage Restoration
- Furnace Repair & Maintenance
- Garage Door Installation & Service
- General Repair Services
- Glass Replacement
- Gutter Installation
- Handyman Services
- Home Remodeling and Repair
- HVAC service
- General Installations
- Janitorial & Sanitation Services
- Landscaping
- Lawn Care & Maintenance
- Locksmith
- Maid Service
- Network Installation
- Office Machine Service
- Painting
- Pest Control
- Plumbing
- Pool & Spa Services
- Property Management
- Roofing
- Satellite Dish Installation
- Septic Tank Cleaning
- Security Service
- Snow Removal
- Tree Maintenance
- Towing Services
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Inventory Management
Anyone who has ran a business or worked for retail knows that inventory of items must be kept. If you have done a product inventory with pen and paper, you know how tedious of a task it can be. Going through the storerooms and counting every item on every shelf, is just a pain.
One of the many great features of Real Time Manager is an inventory management system. Users with administrator privileges can create categories for items in your company’s inventory. From within each category you create, you can add items to that group. To each item you will assign a name, price, and the quantity. As with any software, there is a bit of a learning curve. When you are adding items to the list, you may not catch the green check mark and red X at first. These of course are your confirm or cancel symbols. It may throw you off at first, since they will appear at the far right of the screen, while you are still looking at the information you have entered on the left side.
But once you see it, you will be fine for the rest of your entries.
As mentioned in previous posts, one of the goals of Real Time Manager is to help you reduce the amount of paperwork you have laying around the office or piled up on shelves and in filing cabinets. Moving your company’s inventory counts online, is just one way to help eliminate tedious paperwork.
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The Cost of Paper and Ink Alone Is Reason To Move Online
Of all of your business expenses, one of the greatest ones is the cost of printing. Buying paper and printer ink will quickly add up on the expense reports. Printer ink is one of the most expensive liquids that consumers have to buy. Then after you create the tangible paperwork, you need someone to file it all and know where it is at all times. And to top it all off, as time goes on the paperwork takes up so much usable space.
One solution to this problem is to move your customer and employee paperwork to an online medium. Storing all of you data on an online medium will cut down on the cost of paper and printer ink. Any information relating to a work order will be at your fingertips and not buried deep in a file cabinet or a giant binder on the shelf. Say you want to look up the details of your client’s business, just look them up in your online management system. See a work order history for them, without having to go through years of paperwork.
This is just the beginning of the features you would get from Real Time Manager. Real Time Manager is an online management system that will handle the entry of work orders and client information. At the same time it holds your employee’s information. From within the system you can assign employees directly to the incoming service request. Your work orders and invoices can be emailed to clients or printed out as needed.
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The User Views in Real Time Manager
From within Real Time Manager, you can manage the dispatching of your employees and technicians. One can add jobs to the system, see which jobs are available to be assigned, as well as which all are already assigned. The page you see and what you can do is dependent upon your role inside of the system.
The most basic view is that of the Agent. The page they are allowed to see is supplied only with a message board, a GOOGLE search box, and a link button to add services into the system. They will not see the default dispatch page when logging on to the system.
If you are an admin or other privileged user, you will see the default dispatch page with the ability to change between page views from the “Service Center” tab. On the default page you will see the assignment status of the job, either assigned or unassigned. The appointment time and estimated time of arrival. And those jobs which have gone past the estimated arrival time.
The next view option is that of “Tabs View”, it is much more efficient in that you can look at only the section you are interested in seeing. Each section is viewable by a tab menu, with it’s own labeled tab.
Next is the “Scheduler Dispatch” view, which is a kind of calendar view. From it, one can view the dates and times of their appointments on a calendar grid. As well as the other status attributes.
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Adding a service provider to the system is one of the many tasks made easy by Real Time Manager. Once you are logged in, simply go to the “ADMIN” tab, scroll down and select “NEW SERVICE PROVIDER”. This will take you to the “add new service provider” form page.
On this form you can provide the following details of your new service provider:
- First and Last Name
- Company
- Title
- Account Number
- Email Address
- Web Page
- Business Phone/Home Phone/Fax Number/ Mobile Phone
- Address/City/Zip/State/Country
- Notes
- Commission information related to cash, checks, and credit cards. Day or Night services and ignition cost.
- You will also set how payments are handled. Will the technician hold the payments or not.
Once you have entered the company data and save it, the company will be selectable as one of your service providers.
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Zone:
What county are you serving? The first step in defining your area of work is to select the counties in which you operate. A job can only be completed and closed if the service is performed in a zone your company is setup for. To input a service from outside your normal service zone, you will first need to set up a sub-employee for that zone,
Employee Zones:
All employees are defined by the zone in which they work. Employees will be displayed only in the zone they are set up for, If there is only one employee assigned to a zone where a service is requested then they will be the only employee displayed.
Providers:
New service providers can be created in the “Admin” section under the “Add New Service Provider” button. Fill out the required fields accurately to keep your system running smoothly and efficiently. If you need to edit any details of a specific provider you can do so from this view.
Sub-Employees:
You can edit or add to your list of sub-employees from this view.
Payment Types:
All of the charges you have made are recorded in an organized report. In this window you can view all monetary information related to services you have provided. Your fees are also broken down by percentage into cash, check and credit.
Day Service:
Input the amount of commission your sub-employee will receive when performing a service during the day.
Night Service:
Input only the extra commission your sub-employee will receive when performing a night time service on top of their day time commission.
Preferred Employees:
Your sub-employees can be rated using an easily-understood star system. Those with the highest star ratings will be preferred over lower-rated individuals.
Delete Services:
If a service needs to be deleted for any reason, you can do so here. All services that are deleted can be recalled and re-assigned if necessary.
Shortcut Buttons:
In addition to the main page buttons, across the top of the Admin page are shortcut buttons so you can easily navigate from one page to another:
Zones, Employee Zones, New Employee, New Provider, Provider list, Employee List, Delete Service, Parts and Group, Add New Part, Parts Sales List, Refer, Decline and SMS Refer, Decline and SMS buttons are where you can add and edit options or text.
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Licenses
Your First User License
When you buy Real Time Manager, your account will be active within a business day of your payment clearing. Your first User License will include an administrator account that cannot be downgraded. If you have a one user account, this will be your only user profile.
As your business grows, you can upgrade your account to include more users to fulfill different roles on the system.
The User Roles include:
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Agents:
Agents can add and edit services, send emails or SMS to employees, find an estimate, view unpaid or closed reports, find services by date and backup the system.
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Managers:
Managers are allowed all the same rights as agents and can also edit services that have been closed.
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Admin:
Administrators are allowed full access and are the only users allowed to view financial records.
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Employee: ( unlimited Accounts!!!)
Employee can view only their own unpaid or closed reports, get statistics and info.
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Transfer of Licenses
The Real Time Manager license applies to your company only. You may not add additional companies or transfer any purchased licenses to other companies. If you have a situation that requires you to modify your company’s information, please contact us. Attempting to change your company information yourself may result in the loss of data.
Proprietary Software License
The Real Time Manager End User License Agreement (EULA) includes: restrictions on use, modification, copying and the republishing of Real Time Manager. Please be aware that this is only a limited, non-exclusive license. The licensor is and remains the owner of all titles, rights and interests in the software.
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