The setup wizard is designed to help you get started quickly, allowing you to create the basic settings that tell Flobot about your business, such as your trading name, your address and phone numbers. You can change these at any time by going into your settings after you’ve completed the setup wizard.
Step One – Company information
- Enter your company name. This is the full title of your business, whether you’re a sole trader, a limited company or a partnership. It’s the name that will appear on the bottom of all of your documents such as invoices and quotes.
- Enter your brand name. This is how your business is known to your customers, and is usually a shortened version of your business name. In the example above, Greendale Plumbing Services are a Limited Company, but they are known as Greendale Plumbers. Your brand appears on emails, SMS‘s and documents such as quotes or invoices (e.g. ‘Hello from Greendale Plumbers’)
- Enter your contact address – you can do this by entering your postcode and then clicking the lookup icon.
- Enter your company number (optional) – this will also appear on your documents, next to the address.
- The last three boxes allow you to specify correspondence e-mail addresses that you use within your business, such as ‘accounts@’ for your invoices, ‘customer.service@’ for customer services related e-mails and ‘info@’ for sales e-mails.
- Click ‘Save’ to go to Step Two
Step Two – System settings
- Enter your SagePay vendor identification code where – this tells Flobot which SagePay account to connect to when performing credit and debit card transactions. If you’re not using Flobot’s card processing feature you can leave this field blank.
- Enter your VAT or sales tax number. Your VAT number will appear on all of the invoices you send. If you’re not VAT registered you can leave this field blank.
- Enter your VAT or sales tax rate. VAT will be applied to all of your sales at this rate and itemised on your invoices. If you’re not VAT registered you can set this field to 0% and VAT will not be applied to any of your sales. Your invoices will also exclude any mention of VAT.
- If your subscription includes the ability to theme your Flobot experience, you can choose which theme you’d like to use here.
- FTM commission scheme – when set to ‘ON’ this setting allows you to incentivize your Field Team Members by paying them a commission when they upsell to your customers or refer new work back to the office. For further details on how you can utilise this feature please see the help guide.
- Referral scheme – when set to ‘ON’ this setting allows you to create a customer referral scheme to increase sales by offering reward points for new business that is referred by that customer.
- PAYE scheme – when set to ‘ON’ this setting will automatically assign labour costs to your jobs where the FTM is employed by you.
- Auto allocate – when set to ‘ON’ any enquiries that are logged will be automatically allocated at random to a team member. This feature is especially useful in a call centre environment where it’s important that everyone has a consistent work stack..
- Timeslot period – you can let Flobot’s scheduling system work the way your business works by changing the slot times here. You can choose between 30 minutes, 1 hour, 2 hours and 4 hours for complete flexibility, and you can even change these settings at a later date, and Flobot will automatically reallocate all of your appointments
- FTM missed appointment penalities – you can choose to levy a penalty against your FTM’s if they miss an appointment and this will be automatically entered in if you close an appointment that was missed. IF you set this feature to ‘ON’, you can set the rate at which the penalty is applied.
- Appointment deposits – when this is set to ‘ON’, every time an appointment is created, FTM’s who are set as sub-contractors will have a charge applied to their account which will be removed when the appointment is successfully met. You can use this feature to encourage your subcontractors to hand in job sheets or supply you with a quote. If you choose to enable this feature, you will be prompted to set the rate that will be applied.
- Terms and Conditions URL – you can enter the URL where your terms and conditions are kept and a link to these will be displayed on your invoices and quotes. Completing this URL will mean you don’t have to accompany all of your documents with your full terms and conditions, saving you time.
- Send customer new account email – enabling this setting allows you to send an e-mail to your customers that includes a link to their self-serve portal, along with a user name and a temporary password. (Enterprise licenses only)
- Callout charge – when set to ‘ON’, Flobot will add the callout charge that you set in your pricing list for that type of work when the FTM completes an e-jobsheet
Step Three – Create master user account
Your master account is a system administrator account that lets you add and alter company settings, as well as enable or disable features and subscriptions. Once you’ve created this master account, you can give system administrator privileges to other trusted users.
- Enter the users forename and surname in the first two boxes. As with all accounts, this name will appear in the ‘quicklinks‘ menu at the top right of every page.
- Enter the user’s e-mail address. This address will be used to log in to Flobot.
- Enter a temporary password for the user to access Flobot. Once you’ve saved this last setting, the user will be sent their new login details which they will be asked to change on their first login.
- Once you’ve created this account you won’t be able to delete it unless you’ve given system administrator access to at least one other person.
Give yourself a pat on the back – you’ve finished setting up Flobot! You can come back at any time and change these and other settings.