Software Startup GuideUpdated 2 years ago
Quickly Learn to use Pool Office Manager by following this startup guide and linked resources. Don't hesitate to reach out with questions!
Step 1: Initial Setup
1. Access Pool Office Manager using the login info from the activation email.
If you have not watched a full demo of the program, you can Watch a Demo Here
2. Add your Team — From Settings > Edit Users, create accounts for your staff to access the software
3. Download the Pool Office Manager App and login! - Field users will need the app installed, please download, install and login. Need help?
To import your existing customer data, follow this QuickBooks Import Guide
Step 2 - Explore the Full Functionality
1. View Customer Profiles
A. View customer information and save details for their account, pictures, quotes, invoices and more
B. Add Pictures from the office or from the field
2. Create Appointments
A. Create Appointments and Routes for yourself or other staff
Create Different job types under Settings > Edit Types (Example: Cleaning, Repair, Opening, Plaster, etc...)
B. Optimize Routes, Schedules and View Travel time
3.Complete Jobs and Service
A. Use the App to view scheduled appointments for that day, or use the web browser on your phone
C. Customize the report template for different job types
4. Review Completed Services
A. Under the Service Tab - View a Completed Service Report
B. Reports can be Emailed or Texted to Customers as well
5. Billing and Invoicing
1. Pool Office Manager & Stripe: Create and send invoices directly within Pool Office Manager, from the field or office. Create recurring subscription payments and automated late notice reminders.
B. QuickBooks Integration - Online or Desktop
C. Other Software - POM Allows for easy exporting to run your own billing reports or to view the information directly.
6. Review Company Reports and GPS Tracking
A.Reports - Create Custom Reports or view saved Reports using your company data
B. Use the Activity tab to see GPS location of staff while using the app.
A. Track Items used in realtime! Create multiple locations, vehicles and enable barcode scanning.
B. Assist in re-ordering supplies, tracking Re-Order points, receiving inventory and usage tracking.
8. Manage Employee Working Hours
A. TimeClock In/Out - Allow Staff to track hours worked and clock in and out using the program
Step 3 - Implementing
You have the tools and now its time to implement!
1. Start by creating tomorrow's route. Schedule your jobs and complete them using the app.
2. View the completed jobs at the end of your route, schedule followups, order parts, or follow up with any customers
3. Add another route or staff member and begin using the software on a daily basis, saving pictures details and more
More Great Features and Customizations to explore:
1. Send Quotes
2. Customize chemistry suggestions
3. Customize Tags
Ongoing Support
Learning something new can have its challenges, successfully following this guide with your company can enable adoption in as quick as a day or two. Please use the resources below to assist while learning Pool Office Manager:
-
Submit a ticket on our support page.
-
Schedule a remote training session: Click here
-
Email: [email protected]
-
Phone: Tech Support 614-710-0074 ext 3