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How to Use ThermoGRID WIKI

 

There are a couple ways in which you will be able to search on this site...

1. An exact match, this happens when you start typing in a word like Qui  and the Wiki site brings up a page called QuickBooks as a recommendation.

2. Contains Search, this means when you type a word in it does not populate what you are typing. Like if you want to find how to create an estimate, type in "estimate" in the search bar in the top right. This will then present you will all the pages containing the word estimate, if you scroll down your options you will see a page called Sales Representative and as a description How to create an estimate or an invoice. 

If you want to become really familiar with ThermoGRID you will need to go through all these sections. Tabs 1-6 will go through and show you every button in ThermoGRID and explain what it does. 

Subscribe to our YouTube Chanel for updates. https://www.youtube.com/channel/UC9hN_wciHc-x9D2y3SEqiIA?view_as=subscriber

 

• 1. Tab Administration
• 2. Tab Calendar
• 3. Tab My Calls
• 4. Tab My Orders
• 5. Tab My Clients
• 6. Tab Reports
• Creating Custom Forms and Documents
• Credit Cards
• Daily Management Report
• Engineering Analysis
• FAQ
• Full Feature List
• Installer
• Inventory
• Main Page
• Marketing
• Message Center
• Offline Sync
• Payroll
• QuickBooks
• Rates
• Reconciliation & Closing
• Reports
• Roles
• Sales Representative
• Scheduling - Dispatching
• Service Catalog
• Service Technician
• Terms of Use
• Timesheets
• Training Checklist
• Troubleshooting
• VoIP

Getting Started With ThermoGRID

Login:

You have receive an address for you ThermoGRID account... The address will be ((your company name).thermogrid.com)  Type this into the address bar at the top of your browser, we recommend using Google Chrome as your browser.

My Account Page (click your name in the top right of the screen)

• Password
• Phone
• Email

Setup Employees

 When getting started you can send ThermoGRID Support all employees and we can set them up. ([email protected])

To do this on your own you can go to Manage User Accounts.

Setup Clients

 Export & Transfer Clients QBD 

 Export & Transfer Clients QBO 

 If you are exporting from another type of software account make sure you export all the info you want in ThermoGRID. A lot of software will make you export multiple lists to get extra info such as Client info, Memberships, Equipment, and Notes. We can tie all this info together if you are doing a full setup, but each export must contain something consistent to tie them together such as a client number. If you are trying the exports together by name or address you are probably going to have duplications.

Setup Your Pricing

 Example Price Books You Can Use For HVAC or create you own items. Make sure all items are in the same format as you see in the example service catalogs. (Description in proper column, Model # in the proper column, Equipment Cost in the proper column, etc.)

Setup Inventory

Make sure all items are in your Service Catalog before setting up your inventory.

Training Sessions:

Training Checklist

* Have pricing uploaded first if possible.

Session 1 -  Administration/ Management - 1 to 2 hours

Learn to customize and setup. Setup QB

Session 2 - Call Center - 1 hour

Learn to schedule and dispatch. Need to book assign jobs to (Sales/Techs/Installers)

Instrctions and videos - Scheduling - Dispatching 

Session 3 - Sales/Techs/Installers - 1 hour

Learn to give estimates and invoices to clients with signature and payment. Learn load calc., job docs, inventory, upload pics, and submit

Session 4 - Sales/Techs/Installers - 30 min Call center follows 1.5 hour 

Answer questions about previous training (Learn to give estimates and invoices to clients with signature and payment. Learn load calculations, job docs, inventory, upload pics, and submit)

Call center learn to close orders/jobs/calls - transfer to QB - QB Log

 

Basic Training

Intro to training:

Top right of you ThermoGRID account says “help” this leads you here

All Help Pages Here

 

Call Center

Basic Training (Calendar, Edit Login Info)

 

Call Center Part 1

Scheduling Dispatching

 

Also See Job Flow

 

Scheduling - Dispatching

 

Call Center Part 2

Closing (time sheets, orders, jobs, calls)

 

 

Sales - Service - Install

Basic Training (Calendar, Clock in and out, Edit Login Info)

 

Service

Invoice a client a repair in less than 45 seconds

Basic: (Invoicing, Pictures, Job Docs, Clock in and out, Job Status, M# S#, Load Calculations, Order Status)

Also See:

Service Technician

Credit Cards

Order Estimate

 

Sales

Provide an estimate to a client in less than 45 seconds

Basic: (Invoicing, Pictures, Job Docs, Clock in and out, Job Status, M# S#, Load Calculations, Order Status)

Also See

Sales Representative

Engineering Analysis

Credit Cards

Order Estimate

 

Purchasing – Install Coordinator

All the equipment and materials you sell for an install must be setup in the Service Catalog with suppliers names in on the item itself to do the automatic ordering for installs. Once this is done you will have PO generated by supplier on the Supplier Orders tab of the veiw outputs on an order.

To do the Inventory Management you must complete the setup of your locations and stock levels.

 

Installer

Installer

Credit Cards

 

 

 

New Features & Updates

Nov 19

Orders - Payments

1. When you email an order for signature, a client can now make a payment by check or credit card right through the email.
2. An order when signed will be stamped with the date and time like normal as well as including name, ip address, and user agent for security.
3. A signature can now also be cleared out so a customer can resign by a user who has the reopen/delete role.

Client History 

1.  An address filter has been added the client history page. The filter is auto populated with the address of a call / order / etc if coming from that page. This way you can see history for just one location vs all history.

Bug Fix

1.  Fixed bug with company tokens and upcoming job notifications. And also removed some hard-coded values.

Nov 6

Incoming call, the phone number dropdown will change to the value of the number that was dialed.

Oct 29

Add Alaska, Hawaii-Aleutian, and Hawaii-Aleutian (no DST) timezone options

Oct. 15

Allow override price on and item calculated by GM.

9.18.18

1) Setup HTML email templates to be able to include pictures, links, social media, etc.

2) Setup marketing lists & campaigns

3) Setup unified billing/subscriptions for companies in TG

4) Fix bug with signature time not being updated right away on client agreement page

5) Fix "View Call" link on site photo and items used pages.

6) Fix bug with client balance not saving if manually entered on "New order-> Client Information" page

7) Fix bug with client balance not being displayed as red if input is disabled and client has positive balance.

8) Remove link in from calendar feeds for company feed if user does not have "View Calendar" permission

9) Give all users access to view the DMR

10) Add ability to recover archived units from client page (if user has reopen/delete role)

11) Add ability to delete unit photos  (if user has reopen/delete role)

7.9.18

1) Make Membership types able to be re ordered

6.25.18

1) Restrict updating the client balance to users with the Reopen/Delete role.

2) Remove "Update" button on order submit page. If a user wants to update DMR categories for an order, they need to re-open the order, change the category, then re-submit the order.

6.18.18

1. Install date is now on the job costing screen.

• This allows you to change the date that the revenue hits QuickBooks without going to the Order Estimate.

2. Can’t re-dispatch job that has a submitted order or if the job is already closed.

• This will prevent errors in the DMR report.

3. When someone cancels a club it will time stamp the name of who did it.
4. "Written off" is added in as an option for payment status (orders and orders report)
5. Location sharing notification (if time out or not sharing will give a notification once each time logging in to let you know you are not sharing your location.

6.11.18

• Consolidate installer flags into one button on the Order Estimate Tab (Call on the way, Sign Paperwork, Pets, Collect Payment)
• Able to Duplicate the option on the Order Estimate Tab now.
• Consolidate Option Options (Email Option, Print Option, Remove Option, Added "Duplicate Option")

6.7.18

1) Fix typo on service catalog and various other places in the system on the word "separate".

2) Add spinners to the clock in/ clock out function so user knows to wait before clicking again.

3) Add CSV export to Equipment Age Report

4) Add CSV export to Unit Cost Report

6.4.18

1) Restrict users from modifying orders from the order estimate page once the order has been submitted to prevent issues with data accuracy on the DMR.

5.31.18

Added "Hold" and "Transfer" features to VOIP integration. Instructions for the wiki can be found below:

Holding calls:

1) Press "Hold" button once you have another person connected.

2) A popup will open with currently connected parties.

3) Click "Hold" button next to party you wish to put on hold.

Transferring calls: 

1) Press "Transfer" button once you have another person connected.

2) Choose type of line you want to transfer to (User - Browser, User - Phone, or Other).

3) Click "Dial" 

A) If you want to bring the other party into the call: 

1) When the other party answers (or their voicemail picks up), click "Transfer".

Both parties will be added to the original call. Original transferrer can hang up at this point.

B) If you do not want to bring the other party into the call:

1) Click "Cancel" button.

Original transferrer will rejoin the original call. Other party will be disconnected.

 

5.29.18

• Remove "Email Option" button on order estimate page. Move "Email Options" button down to where "Email Option" button was. Eliminates duplicate functionality.
• Fix the "Also Include" dropdown to populate correctly on the "Email Options" button.
• Add company name, address line 2, state, and zip code to "Did you mean?" popup when creating a call or an order.
• Add 'billed' status to payment status dropdown
• Added total sales tax and orders to Orders Report summary

4.30.18

Load Calculations - Engineering Analysis

Temperature

• Added 10 degrees

Windows

• Triple pane
• Sky light

Walls

• R30
• R38
• R49

Ceiling

• R30
• R38
• R49
• R60

 

4.17.18

VoIP:

1. Added texting feature to browser dial pad. Click left arrow to navigate to inbox/outbox/new message.
2.  Click on an inbox or outbox message to switch to conversation view. Outgoing messages in yellow, inbound in blue.
3. Click "refresh" icon to check for new messages.
4. Added voicemail prompts area to communication integrations page. Can create text prompts ("text-to-speech") or recording prompts (upload MP3 file).
5. On individual phone numbers, added voicemail section. Can choose a voicemail prompt and enter a list of email addresses to send the recording to.
6. On individual phone numbers, add SMS routing. Enter 1 or more phone numbers to forward a text message to.

Other Changes:

1. Removed the unit age on call page and the recalculate retail amount on order page.
2. Now using order amount instead of selling price on call order list.
3. Removed do not reply text in customer invoice email because we are now using company email.
4. Added dropdown to job costing page so you can update status of multi jobs on call.
5. Added link to go to client memberships page in cog wheel dropdown on order pages.
6.  Made notes field on order estimate page their own tabs and increased size of textbox.
7. Created masquerade feature on manage users pages to sign in as other users.
8. Renamed reopen calls role to reopen and delete and required the role to reopen and delete orders.

 

4.9.18

1. Added bulk and detailed mode for order option and added button to email multiple order options.

2. Now using company email address as sender of emails coming from SendGrid.

3. Add caller ID when receiving an incoming call in the browser client.

4. If caller ID is provided when creating a new call, use that to search for existing clients with that number.

 

4.2.18

1. Added tax rate to membership payments and added add, edit, delete membership payments.

2. Added bulk and detailed view modes on install task sheet.

3. Changed order and call page "order status" drop down to use new system to manage allowed opts.

4. Added ability to type in month duration for memberships vs just stopping at 60 months. 

5. Added recharge payments that decline on memberships.

 

3-19-18

1) Redo the units page on orders for better performance.

2) On calls page, allow users to remove a recording from a call (does not remove from VoIP).

3) On calls page, allow users who can reopen calls to be able to permanently delete a recording from VoIP.

4) Redo layout of communication integrations page for more intuitive/simpler UI.

5) On Comm integrations page, users can now view all VoIP recordings.

6) On Comm integrations page, users who can reopen calls can permanently delete a recording from VoIP.

7) added tech email and phone token handlers that were missing in the cron notify customers of upcoming jobs function.

 

3-12-18

1. Added missing scheduling elements to on call calendar custom types and additional days.

2. Added new editable fields to install task sheet (percent of work complete, signature of work complete, 2 note fields, attach with email of invoice check field.)

3. Added temporary title switchers to order estimate and client agreement pages.

4. Created better performance on manage drop downs page.

2-7-18

1) Rework labor section of job costing page to allow user to be able to choose what jobs they want to see actual time for.

2) Fix bug in Firefox that prevents adding new clients from the call page

2-6-18

1) Transfer payments, partial or full to QuickBooks

1-31-18

1) Remove "home" link from top menu as home button already goes here. 

2) add "Jobs" link to top menu

3) Make "Reports" and "Administration" menu links dropdown menus

4) Fix bug with long order option names by limiting to 25 characters.

5) Fix bug that was causing renewed memberships to have wrong visit dates.

1-30-18

1) Change the filters for scheduled date and create date on the my-jobs page to allow searching by start and end date, rather than a fuzzy string search of whatever was typed in.

 

1-23-18

1. Client membership recurring payments can now be synced to QBO/QBD as an invoice or sales receipt with proper config. This will only affect new memberships setup after this change which use recurring payments and that get a sync type selected during creation.

2. Adjusted job costing page to keep track of commission and bonus amounts separately for orders report and payroll and commission reports.

3. Adjusted orders report and payroll report to match commission amount shown on job costing page in respective table

1-18-18

1) On Inventory stock levels page

-- Remove "wall of buttons" and replace with cog wheel dropdown menu

-- Add option under new dropdown menu to be able to show only low items or show all items in location

-- Add "Reorder?" checkbox to each item to be able to choose whether or not it gets re-ordered.

2) On Inventory Order details

-- Add "Notes" field to the order. This gets displayed below the address on the print version of the order.

3) On Inventory Order print version

-- Add Company Address below logo

1-15-17

 Add pop-up window on payroll report to show a breakdown of hours by job type.

1-14-18

New help center under construction, it operates like Wikipedia - Will be complete this month.

1-2-18

1. Changes to job dispatching:

• Assistants now receive notifications.
• If you change the tech, only the tech will get a email/text.
• If you update the assistants, only the assistants will only get emails/texts.
• If you update the date, the tech and assistants will both get emails/texts.
• Also fixed strange UI bugs with that page. In some situations, choosing assistants would wipe out the tech and vise versa.

2. VOIP Lead Source Tracking

3. VOIP Browser Client Usage - On Communication Integrations page, include Browser Client minutes in usage statistics.

See More Updates

 

Partner Training & Consulting

www.extremeclosing.com

1. Online Training - 2. Webinars - 3. Onsite

We Offer The Most Powerful HVAC/Plumbing/Electrical Coaching

You can get training in all departments one of three ways.

#1 Recruiting

On average companies we coach are able to bring in over 30 candidates a week for interviews. We will advise and provide you, among other things

• Interview Questions
• How to Become More Attractive in the Job Market
• Where to Recruit
• How to do Personality Assessments
• To Dos - Not To Dos
• Position Agreements
• Job Descriptions​
• When to recruit
• Where to recruit
• How to recruit
• Creating Ads
• Getting top talent
• Retention

#1 Call Center

Your call center is usually the first point of contact a client has with your company.  The individuals in these positions can basically make or break the success of the organization.  We will provide and guide you with:

• Scripts (Inbound and Outbound)
• Scheduling Training
• Dispatching Training
• Responsibility Alignment
• Objection Handling
• Club Sales
• Call Conversion

#1 Sales 

Our sales process is infallible. No experience in HVAC or sales is needed. This program is very well rounded and covers all aspects of the sales process, including:​​

• The Script (learn to close sales at 70% or greater)
• Sales Book 
• Advanced Questioning
• Psychology of Sales
• Neuro Linguistics 
• Personality Assessing
• Objection Handling​

#1 Service

With our help, build a superstar technician from the ground up.  We will implement our sales process in the service department to help you build a stellar selling technician.  We will guide you and provide you with:

• Script - Full process of a service job
• How to present a price effectively
• Selling Maintenance Agreements
• Generating Leads
• Advanced Questioning
• Personality Assessing
• Objection Handeling​
• Average Ticket
• Technical
• EPA

Management

Learn to effectively lead, coach and manage your team with these processes. As a leader you will learn to prioritize and make sure the focus is always moving towards the success you want.

• Maintenance Agreements
• Handbook
• Flat Rate Pricing 
• Safety Protocol
• Technical Knowledge
• Performance Reviews
• Organizational Charts
• Accountability
• Personality Assessing
• Time Management
• Manage 
• Coaching
• Leading

Documents for Business Management

We have all the forms you need to increase communication, protect yourself as a business, and have a professional image.

• Maintenance Agreements
• Handbook
• Flat Rate Pricing 
• Safety Protocol
• Technical Knowledge
• Performance Reviews
• Organizational Charts
• Exit interview

 

 

Contact ThermoGRID Support

http://www.thermogrid.org/contact.html

 

[email protected]

1-800-592-3611

 

Troubleshooting

When troubleshooting there are a few things you can do from your end.

Check the Internet, Device, and  Browser.

Internet

Check internet connection and speed.  www.Speedtest.net  - Speed should be 40+ mbps Download speed

Try a different network. If you are on your normal internet try to use a hotspot that is using data (3g or better) not wifi and see if the challenge continues.

Device

Do you have the same issue on a different device?

Check mobile vs desktop as well.

Browser

Are you using Google Chrome?

Is the browser up to date? In Chrome click - the 3 dots in the top right of the browser, click - Help, click - About Google Chrome.

Try a different browser. 

Try to recreate the issue on a different device.

  

ThermoGRID Website

www.ThermoGRID.com