The Setup tab is where you define your company.
Required University Videos
For a deeper explanation of each of these settings, we present some videos for you to watch. Once any member of your team has viewed a video, you’ll see the date the video was watched and receive one of those great golden checkmarks! If you want to rewatch a video, just click on the Watched Date and the video will load again!
Step 1: General Setup
Here we need you to tell us about your leadership team. Click on each of the roles listed and enter the Name, Email Address, and Phone Number. This information is used to help our support staff know who to call when issues arise.
- Owner/CEO – This is the principle of the business and is the executive decision-maker.
- Admin – This is the person primarily responsible for company operations and might be a President, Director of Operations, or Business Manager.
- Training – The name of your iPoint implementation leader. iPoint will provide training-related reports and communication to this person.
- Data – Who is the primary person responsible for generating the initial data in iPoint? Data entry will be done through migrations from other software platforms or importing data from vendors.
- IT – What is the contact information for the person or company responsible for your server and internal network configuration? (This is NOT the person who watches the Stephen King movie!)
- Accounting – Who is the primary accounting person with whom we will work? This individual will help us connect iPoint to QuickBooks and configure the accounting model.
- Contact Info – This is how your customers should reach you and be used on invoices, proposals, and other customer correspondence.
- Address – What is your primary location address? We’ll use this information for purchase orders and customer proposals.
- Logo – We want the documents you send out to be branded with your logo. To import your company logo, just drag it into the box. OR, you can right-click on the image area and choose Insert Picture to open a computer dialogue box where you can navigate to the location on your computer or network where the logo is stored.
- Software – Tell us about the software you used before iPoint to help us know how to import data, so you don’t have to type it in manually.
- We also need to know about the version of QuickBooks you use. Choose Desktop, Online, or Not using QuickBooks to let iPoint know where to look for QuickBooks information.
- Team – Entering the number of employees in your organization helps us gauge how your company progresses. For example, if you have 100 technicians, but only four work orders, we’ll know something is up!
- Affiliations – Place a checkmark next to the different organizations with whom you work. Some of these options help configure the software. Other options help us know where to look for you at conferences and trade shows. Oh, and if you don’t see the affiliation you think we should know about, click the Other… option and just type in the organization’s name.
Step 2: User Setup
Now is where you start telling iPoint who is going to be logging in! We have a great video in the Required University Videos section on User Setup, but here is where you’ll enter the details.
There are two sub-tabs here.
- The first is your User list. You will likely only have one or two names when you first log in. We set those up for you when we configured your software. But as you add users, you’ll be able to click on the name to edit their settings.
- User Keys is where the unused keys reside.
Create New User Account
To create a new user, follow these steps.
- Click the blue New User Account button
- Enter the user’s First Name
- Enter the user’s Middle Initial – this is helpful if you have users that have the same first and last initial
- Enter the user’s Last Name
- Enter the user’s Email – this is how iPoint will communicate to your user and shows up when the user sends documents to your customers.
- Now, assign a User Key – If you have unused user keys, click the Available Keys button to open the list of keys. Then, click the Assign button next to any available key.
- If no User Keys are available, the Available Keys button is replaced with Purchase New User Keys. Click this button to generate a new user key. The charge for the new user key will appear on your next monthly bill.
- Once a User Key is assigned, you will be prompted to enter the User Credentials. Create a user name and password for this individual.
- Finally, assign a Permission Set to grant the user access to specific locations in the software. Note: Instructions for creating or modifying permissions were covered in the video in the Setup phase of the Wizard.
Step 3: Set Your Goals
The Goals tab helps you know if your staff is using iPoint as you expect. Go through each of the goals and estimate how many of each item your team will complete each week. This is a company-wide goal, so make sure you consider all your team when setting these goals.
These goals are used in the Learning phase, and the Wizard will display how many actual documents are completed compared to the goals you set for your company.
Don’t worry! You can modify these goals later on so you aren’t setting an immovable law!
Here is a description of each of the goals you are setting:
- Proposals Written – the proposal is the quote you send to your customers. How many new estimates/quotes do you generate each week?
- Proposals Accepted (Sales Orders) – when the customer accepts the proposal (and maybe even pays a deposit), it is converted into a sale (we call it a Sales Order). How many new sales do you confirm each week?
- Sales Order Projects – in iPoint, labor happens on a Project. Projects are where you schedule tasks for various technicians on a work order. For example, how many sales jobs are scheduled each week?
- Standalone Projects – remember that we said a project is labor. So, even service work should have a project. How many service calls do you perform each week?
- Work Orders – this is the tool we communicate to our technicians about what they are doing in the field. How many work orders do you create per week? This number should cover both sales and service.
- Purchase Orders – POs are the tools that we use to order products from vendors. How many POs do you create each week?
- POs Received – of the POs you created above, how many of them are received each week?
- SO Tasks on Projects – everything your technicians complete is considered a task in iPoint. If you are installing a TV and mount, that would be two tasks. How many tasks will you ask your technicians to do each week?
- WOs Completed – how many work orders should your techs complete each week?
- Standard Invoice – how many invoices do you send to your customers each week?
- RFP Invoices – if you use the Deferred Revenue accounting method, you’ll create Requests for Payment for your customers. How many times each week will you ask your customers for money?
- Delivery Invoice – a delivery invoice is part of the Deferred Revenue accounting method and tracks the goods, income, inventory, and sales tax pushed to QuickBooks. How many delivery invoices should your team complete each week?
- Note: To better set goals for RFP and Delivery Invoices, we recommend that you watch the Accounting Methodology video.
That should wrap up the work for Setup. Next, click the Settings Time button to move on to the next step of the Wizard.
Note: You won’t be able to advance to the next step until you watch the videos and set up all your company information and goals.