Adding a person to a job in WorkflowMax


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Adding a person to a job in WorkflowMax

Video Transcript

Speakers in this video: Jimmy (GetApp) and Tim (WorkflowMax)

Tim: So the tasks are already populated based on that template that I applied to the job. That template is a collection of tasks or activities that we normally associate with doing a brochure job in this example. I've got my to-do items underneath that task as well, so my main task of coming up with a concept, I'm going to have to review the client brief, create a reverse brief, and get client approval. We can tick those to-do items off as we go.

If I want to allocate a staff member to a task, I can just click "Staff Allocation" and I can say that Nemo is going to work three hours on this particular task and Tim will work two hours. I can do that for each of my tasks if I need to. I can then click save.

If you need to get down into more granular level with your scheduling, we can click our little "Edit Schedule" button here and this is where, with our Gantt style scheduling, we can drag and drop with how long certain tasks going to take, make sure that they're getting all the information, all the work done ... for the client in a nice, logical manner.

There you notice that the start and due dates will also update into the task themselves. From here, basically what you're able to do is record notes, documents, and emails against the job as well.

Jimmy: Can we walk through one of these options?

Tim: Yeah, absolutely. Let's go through time sheets next. To do a time sheet, we can do time sheets against the job or we can do time sheets across jobs via the time sheet tab at the top here. What I'll do here is just select Nemo as staff member for today. Nemo must be working on the concept and he's taking two point five hours or two and a half hours ... any notes that are relevant and whether the time's billable or not as well. You can measure non-billable time in work climax and also the cost of non-billable time which is rather important for professional services businesses.

As I save that there, it instantly updates the job. It instantly updated the times, so I'm tracking my actual time versus my estimated time and I can also relate that back to a dollar value.

Notes can be saved in the system. Notes about anything important on the job and we can save those notes here. We can also create discussion threads ... add a comment to that note saying something's been completed or I'm reviewing this so I can add those notes as well.

I could also add emails. So I very quickly send an email to this particular job, wait for this to load into GMail here. As long as what we do basically is set up an email address in the system, which in this case is, and as long as the job line is in the subject line, I can click send. What that's going to do is save that email to this particular job under the notes section.

If you notice here, my email that I just sent has saved to the job as a note. If there's any attachments to that email, it will actually automatically save to the documents tab as well. It's nice to keep all of that information in the one spot.

Documents. We do allow to save up to 25GB of documents against jobs and clients in the system. If you need more space in it, or you're using a document management system such as Box, Dropbox, Google Drive, or Sharepoint, we also integrate with those applications, so you can have a more robust document management system linked with WorkflowMax for your jobs

Costs are against the job in anything that could be third party. We think about something like subcontractors that we might be using. Could be something as simple as outsourcing photography or printing. It could be materials or tools or equipment that we're using against a job. This is where we can record those amounts. It could even be something as simple as travel. We can have a per kilometer or mile charge per travel. Per hundred miles might cost us 60 cents a mile and we're going to charge the client 78 cents for that, so you can save those in there as well.

For cost items, I can also raise purchase orders so we got that there, ready to go. Then we've got our financial tab. Our financial tab is all around what we could potentially invoice the client and what we've raised in terms of quotes, invoices, or purchase orders throughout this job.

We can progress invoice with WorkflowMax, and if we have a quote on a job, we can do that- write a progress invoice on a percentage of the original quote. We can do it based on a fixed dollar amount, or we can base it on an actual cost per date as well.