Customers, how and why we need to create them.
When working in Equipment Manager there are five basic elements that are required to begin working as a Contractor. Those elements, Customer, Job Site, Equipment, Client and Technician are required to complete any job.
Understanding the Customer
The Customer is the person who owns the job site and the equipment. Often it is the case that the person who calls the contractor for service is not always the person who owns the building but often enough is the tenant that is leasing the space and directly interacting with the equipment and there for may be required by contract to respond to issues that may arise. The person who calls and is leasing the building and equipment from the Customer is the Client.
In some other instances the person who calls the Contractor may be the Customer and that customer may also inhabit the building. In this case the Customer and the Client are the same thing, and in which case the Customer would also have to have a client profile also. The point of the Customer is to track ownership of the equipment and make the decisions on replacement and some things like maintenance and updates. The information on the Customer is never billed or invoiced and is never passed to QuickBooks Online.
Setting up a Customer in EM
To begin creating a new customer we need to first navigate to the Manage Customers listing page. We do this by clicking on the Customers button in the main menu at the top of every page.
Once on the Customer listing page we will see all customers that the Contractor has created. The Customer listing will provide basic information about the Customer including company name, customer name, email, address, and active status. Due to the customer being attached to a Job Site and assigned equipment, the Customer cannot be removed from the system due to the complex chain of ties to that customer.
Once we are on the listing page as seen above in our Batjak example, we need to click the Create Customer button at the top right of the screen.
Once pressed the New Customer info page will load. This page is where you will enter basic info about the Customer including Name, Address, and contact info. Beyond that are some other important fields of information that Equipment Manager wants to know about your customer.
Existing Customer ID
Every Customer that is entered into Equipment Manager is given a unique ID number to the EM system. We understand that this number will not match the identification that you have related to the Customer in the past. There for you are given a field to place your previous Customer ID. This will allow you to find this customer using that ID in the listing.
Company or Last Name
In some instances, the owner of a Job Site or Equipment may be a person or a company. The First Name field is not required and if the Owner is a Company simply put the Company Name in this field and ignore the First Name field. If the owner is a person, filling out the first and last name field will do the trick.
There may be something special about this Customer that you need to let your field personel know about. Maybe someone needs to be contacted before showing up on a job site. In a case like this you can enter a notice or notes into this field. Anytime a Technician selects a piece of Equipment that is attached to this Customer the mobile device will display your info as a notice to the Technician.
Schedule Alert Emails
If for instance your Customer is a company, there may be multiple people that the Customer wants to be notified if a scheduled inspection is coming due or past due. You can put as many emails as needed into this field separated by semicolons. ( ; )
In the Contractors profile you filled out a default Schedule Email subject line and body text. If there is a reason you wanted to customize this Subject Line and Text you can do so here for all Schedule notice emails.
Past Due Emails
Like Schedule Emails, in the Contractors profile you filled out a default Past Due Email subject line and body text. If there is a reason you wanted to customize this Subject Line and Text you can do so here for all Past Due notice emails.
This box is for if you want to make any notes that are strictly related to this particular Customer. You can put in as many notes as needed and can use the Date Timestamp button to enter a timestamp into your notes as needed.
This box is for providing any media in the form of Images and PDF documents that might be related to the Customer. You will have the opportunity to upload the same types of media for any Job Site or piece of Equipment where needed.
This completes the setup process for setting up a new Customer. Before you go any further you need to press the save button at the top right or bottom of the screen. Once done successfully you will be taken back to the Customer Listing page and you should see your new Customer in the listing.