The above is the screen loaded when you click ‘Add Call/Visit Client’ from the main panel. This section will allow you to create a new service report for a client visitations, as opposed to the ‘Add In-House Client’ section which is only for clients who have visited your premises.
The report itself is divided into four sections, of which three are editable at this point. The solution section will only be editable when launching this report from the ‘Pending Jobs’ or ‘Service Reports’ section by individuals who have already been given access by the owner himself, such as the Head of the Technical Department and/or a Technician. Further info found here (authorization by owner).
You may then proceed to enter the client’s data (first section). If it is a new client, you simply enter his/her personal information directly on the report. This will also save the new client’s information into your Client database. More info here. However, if it is an existing client, you have two options to load his/her personal information.
- You simply enter either their telephone number or mobile number into their respective fields and it will automatically load the remaining personal information.
- You can click the magnifying glass icon in the Client field to bring up your Client list. From here you can double click on the client and his information will be entered on the report. There are filters to make the search easier. Further info found here (use of filters for client).
You may now proceed by entering the product information. If it is a product which hasn’t been serviced by your technical department, and thus not within your database, you can simply enter the relevant data into the respective fields. If however, the product has been serviced previously, you can load the product data by simply clicking the magnifying glass icon in the ‘Brand/Model’ field . This will bring up the ‘Client History’ screen which lists the particular client’s previous visits and what product(s) were serviced.
In the above screen you can view the report data at a glance or double click the ‘Serial Number’ to launch the full Service Report. Once you have established the correct product to enter on the current Service Report, double clicking on the row (apart from he Serial No. cell) will automatically enter the product information into your report.
You may now move to the problem section where you can enter both hardware and software problems. You have the choice of entering text directly into the text boxes, or you can input predefined, codified problems by clicking ‘Insert Hardware Problem’ or ‘Insert Software Problem’ from the top left of the screen as shown below.
The codes, problems, and solutions from the above screen can be customized to your company’s needs. More info on Codification can be found here. Navigate to the particular problem you are looking for and double click on it to insert it into the Service Report.
You also have the ability to assign a color code to the report. This feature is available on the bottom left of the screen. These color codes are attributed by your company to group certain categories such as “Follow Up”, “Attention”, or “Awaiting Response from Client”, etc. Once assigned, the ‘Serial No’ field will be highlighted in the chosen color. This color will be visible in both ‘Pending Jobs’ and ‘Service Reports’ sections.
An In-House Label can also be generated, to accompany the Service Report. This could be used as an alternative or parallel to the Call/Visit Report, as it provides a summarized view of the Call/Visit Report stuck onto the product itself. Clicking on the ‘Generate In-House Label’ button will redirect you to the ‘Label Generator’ section, but with your client’s personal information found in your service report auto-filled in. You can customize the data further and print as many labels as you wish. For a more detailed description of this feature, navigate to the ‘Label Generator‘ section of this guide.
You also have the ability to generate a 3rd Party Report directly if you intend to allocate the job to a 3rd party. To do so, the Call/Visit Report must have already been saved. Then choose a 3rd Party from the ‘Allocated To’ field on the report then click the green plus icon inside the 3rd Party Report box to the left. This will generate an automatically saved 3rd Party Report which you can then launch and edit by double clicking on it. If you have effectuated any changes on the 3rd Party Report, it is then necessary to click ‘Save’. The video below will demonstrate this. More info here.
At the top left of the screen, a small strip of buttons are available allowing you to save the report, print preview or print the report, undo, and redo report changes.
The video below runs through the process of creating an Call/Visit Service Report, using most of the features described above.