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How to Use ThermoGRID WIKI
If you want to find how to create an estimate, type in "estimate" in the search bar. This will then present you will all the pages containing the word estimate. From here you can choose the page that seems to work best for what you are looking for.
New Features & Updates
Coming Soon:
- VOIP auto tracking marketing by number, 2 way texting, delete recordings, and port numbers easier.
- Fleet Management - Maintenance/Vehicle Start, Speed, Breaking, Etc.
- App integration through Zapier - Marketing Program
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.
12-21-17
- On the manage stock levels page, there is now a button a user can click to add an item to the service catalog directly. Once they save they are taken back to the stock levels page. This should eliminate about 5 clicks in that process.
- Fix for service catalog import from adding new values to manage drop downs for the custom filters.
12-20-17
- Added primary job type filter to orders report. Also fixed lead source filters so you can select multiple.
- Changed "Link to Call" to "Link to Job" so orders can now be linked to a call and job so other TG features can utilized.
- Added "Actual Labor Hours" and "Actual Labor Cost" rows to job costing page under the commission summary section.
12-19-17
- Change "Inventory Restock" page to "Items Used"
- Allow ordering for inventory items that are not in stock, purchased items that are not a part of inventory on Items Used page.
12-18-17
- Fix timezone issue causing deleted recurring events to remain displaying on the calendar.
- Add time to date on "end on date" field for recurring events.
12-14-17
- Unlock names for types and filters in service catalog... (be able to change names of the pages on the export).
12-12-17
1st phase of 3 VoIP
- Make calls
- Take calls
- Forward calls to multiple numbers
- Record calls and they auto attach to calls
12-8-17
- Auto select tax for new clients
12-6-17
1) On the membership report, change the "Due" and "Overdue" filters to where if "only" is selected for both, both due and overdue memberships will be shown.
2) On membership report, fix bug with the visit begin date and visit end date filters.
3) On payroll report, add columns to break down regular hours and overtime hours.
Full Feature List
All Features - Any Tablet - Any Smart Phone - Anywhere - Anytime
- Import existing clients
- Calendar
- VoIP – Call Recording
- Scheduling
- Dispatching
- Text and Email Messaging
- Load Calculations – Heat Loss Heat Gain
- Price book - Flat Rate - T&M – GM - On The Fly
- Upload photos and documents
- Estimates
- Invoicing
- Credit Card Processing
- Purchase Orders
- Install Task Sheets
- QuickBooks Integration - Online & Desktop
- Job Costing
- Inventory
- Maintenance/PM Agreement Manager
- Reports & Dashboard
- Marketing
- Custom Documents
- Timesheets
- Payroll
- Geolocation - GPS
- Client Center
- Much, Much More
- All Features - Any Tablet - Any Smart Phone - Anywhere - Anytime
Literally you can use any device with an internet browser.
- Import existing clients
You will be able to transfer equipment, agreements, notes and normal client information in to ThermoGRID so you don't lose important information.
- Calendar
From the calendar we can do many things.
- See scheduled, unscheduled or unassigned jobs - can color code.
- See a map of all employee, suppliers, and job locations.
- See status of jobs (Dispatched, In Route, Onsite, Complete, etc.)
- Add events (training, time off, lunch, etc.) - can color code.
- Click and drag dispatching.
- Contact client or employees (Text or Email) - You can use templates so you can communicate with a click of a button.
- Get turn by turn directions to jobs.
- See job information (Type, Notes, Priority, Client Information).
- See on-call schedule of each employee that anyone can see at any time.
10. See budget number of jobs number jobs can be ran based on employees working teach day vs Actual schedule jobs.
- Scheduling
When scheduling jobs there are many features that can save you time.
- Existing client information will automatically populate for you.
- A map will pop up so you can see the location of the job and see if client is in service area.
- Affiliation System – if client is out of service area or they need a service that you do not provide you can click a button and it sends client info to affiliate and affiliate info to client.
- You will be able to see the current balance on the clients account
- See notes for client, location, previous tech at their location.
- See all of the equipment the client has.
- See all of the history of Calls, Jobs, and Orders.
- Can see if client is under a maintenance agreement, when last visit was complete, and when next one is due.
- Dispatching
Smart Dispatching will choose the best tech for you by considering many factors.
- Role
- Time Conflicts
- Skill
- Location
- Performance - ThermoGRID will choose the tech that is qualified that will bring in the most revenue based on the type of job.
- Text and Email Messaging
This feature is for every day communication and reminders with the team and clients, as well as marketing campaigns.
- Load Calculations - Heat Loss Heat Gain
This is a quick, easy, and accurate load calculation and you can complete many ways.
- Whole house
- Each level
- Room by room
- Price book - Flat Rate/T&M
This is the best of all worlds when it comes to pricing. Use our flat rate system, import your own, do time and material, or custom price on the fly. You can also calculate your price based on margins accounting for labor materials, equipment, commissions, processing fees (credit cards or financing)... everything, ensuring you achieve your margins. If prices change before you can then change all your margins with a click of a button.
- Upload photos and documents
Anyone can upload photos for before and after pics on installs or even take pictures or repairs needing to be done and write a cation about what’s going on and attach it to the clients invoice. You are also able to attach copies of documents such as permits, warranty info, and much more.
- Estimates
Create estimates easily with our auto tags system that can match up the proper lineset, coil, pad, or just auto add any items you want to go together. You are able to give a client multiple options, add discounts or fees templates to any job and put notes in for the client or the tech. There are many ways you can price a job from on the fly, Flat Rate, T&M, and True Gross Pricing to ensure your success. Here you can also account for tax properly by location and type.
- Invoicing
Invoicing is automatically generated from the estimates created saving you time. When completing job costing you can transfer to QB with a click of a button.
- Purchase Orders
This is automatically done as well and will populate supplier orders with description, model number, order numbers, and price. So really you can simply print or email for your supplier.
- Install Task Sheets
This is automatically generated from the estimate. The tech will know what they are to do for work and even see the model number, notes, how long each task should take, how much they will be getting paid, and all pictures taken from the job.
- QuickBooks Online & Desktop
An accountants dream. You can transfer as general sales accounts, sub accounts, and classes. This way you can see as little or as much detail as you wish. QB will also transfer the clients balance back so any time you schedule an appointment for a client you can see if they owe you money before performing any more work.
- Job Costing
Job costing is prepopulated with all the information from your catalog making it really easy to perform this task. Here you are able to see your margins on each job as well as transfer to QuickBooks. If anything gets edited on this page you will be able to see the previous amount vs the override amount.
- Inventory
Inventory made easy. Here you can create as many locations and types of locations as you wish. Once the location has been created you can import or create a standard stock list setting min/max of each item. Inventory can be tracked and accounted for many ways from just adding an item to a restock list to actually pricing the item and seeing right then and there that there are (x) amount on your truck and when selling the item it automatically removes from the truck or location and creates a restock sheet. There will also be a variance report created to let you know how far off each location is from the expectations by dollar amount and quantity.
- Maintenance/PM Agreement Manager
One of the hardest things to manage in a business just got easy.You can create as many types and frequencies of PMs as you want. You are able to pull reports on which clients are due, overdue, join date, expired, and cancelled. Once you select the report you want you can contact all clients on the report by clicking a button of your prebuilt templates for email or texts.
- Reports & Dashboard
The only way to truly succeed is to know the trends of your business and maximize your strengths. The reporting system in ThermoGRID allows you to know just this. You can pull reports on items sold, AR, marketing lead source, tech, and many other items to know what or who is most profitable. The dashboard will show you:
- Budget vs actual
- Number of appointments or revenue needed to achieve your budget
- Closing ratio for each rep
- Average ticket for each person
- Employee Goals vs actual
- Any KPI you want to track
- Marketing
Contact clients under a maintenance agreement, ones that have had high repairs, or ones with older equipment. This is one easy way to do some marketing from your account by email or text.
- Custom Documents
This program can really save some trees, all the documents you need to operate your business can be created in our system. We have documents already created if you would rather use them.
- Timesheets
Every employee is able to clock in and out of their day and jobs for payroll. When they clock in or out, ThermoGRID will provide a geolocation of where they were at that time.
- Payroll
Commissions, Bonuses, hourly pay, and task pay labor is automatically calculated and pulled into the payroll report.
- Geolocation
This program will track locations of jobs, suppliers, and employees. This is good for dispatching techs based on location or seeing where they were when they clocked in or out.
- Client Center
This area allows you to track all your information on your clients. If they have multiple addresses, units, or maintenance agreements you will see it here. You can also access all calls, orders, jobs, documents, pictures, and everything else right here at their name.
- All Drop downs in ThermoGRID are 100% customizable.
Login
You have receive an address for you ThermoGRID account... The address will be your campany name.thermogrid.com
Type this into the address bar at the top of your browser, we recommend using google chrome as yor browser.
Home Page
- How to videos
- Terms of use
- Support
My Account Page (click your name in the top right of the screen)
- Password
- Phone
Reports Page
- Sales/Commissions
- Timesheets
Calendar Page
- Add Event
- Sync to other calendar
- On call
- Jobs
Clock Page
- Daily Timekeeping
- Job
Calls/Jobs/Orders
- Filter
- Info (see) (put in)
- Order (Load Calc., Site Photos, Units, Equipment Tasks, Client Agreement, Submit (debrief))
Details & Instructions:
Home Page
- How to videos: (When you need help remembering your training please use the link on your home page called “Watch How to videos” http://www.thermogrid.org/watch--how-to--videos.html
- Terms of use: http://www.thermogrid.org/terms-of-use.html
- Support: mailto:[email protected]
My Account Page – Update:
- Password
- Phone
Reports Page
- Sales/Commissions/Performance
- Timesheets: “Daily Timekeeping” is when you clock in at the beginning of the day out for lunch back in and out at the end of the day. “Daily Timekeeping” is used for pay roll purposes. To do this you can select a date range by clicking “Custom Dates”. If you want to see in timecard format click “View Timecard” and scroll to the bottom. If you want to see the time you spent on a job click the circle in front of job and enter the job number.
Calendar Page
- Add Event: Click “Add Event” Put in a title and a description for the event.
Choose visibility:
Public = Everyone with access the to full calendar can see the event and description.
Show As Busy = Everyone with access the to full calendar can see the event but it will just say or show as busy.
Private = only you can see the event on the calendar it will show as an empty time slot for everyone else.
Add Invites: just click anyone you want to add this event on their calendar.
If you click lasts all day it will block you for every minute of that day you select. Otherwise you can select the date and time window for the event.
Add another date allows you to choose another random day and time for the event.
Repeat: choose frequency... if you want Monday through Friday than choose custom, weekly, then click each day that you want. If you want everyday of a month except weekends you can select repeat custom and monthly and select the days you want.
Add Alerts: select an alert and then click add. You can as many alerts as you like but you must click add after each one.
Then click Create Event
- Sync to other calendar: You can sync all you jobs and events on your ThermoGRID Calendar to another calendar. Click “Calendar” and on the bottom left of the calendar you can click “Show Feeds” copy the link for “Your private feed” and paste in your other calendar as a subscription.
- On Call Calendar: Click Calendar and then click “Show On Call” and you can click month, week, or day view to see who is on call and when.
Clock Button
- Daily Timekeeping: “Daily Timekeeping” is when you clock in at the beginning of the day out for lunch back in after lunch and out at the end of the day. To do this click the clock icon at the top right of the screen and click “Clock In”. The clock will turn red when you are clocked in.
- Job: To clock into a job Click the clock icon at the top right of the screen and click “Clock In” next to the job number. To know what job number to clock into:
- Click “My Calls” and locate the call assigned to you at this time. Once you have located the call you can click on the “1” next to “Num Jobs:” and it will show you the job number. If the number is higher than “1” you will need to use a different method.
- Another way to find the job number would be to click “Calendar” and click on the job, this will bring up the “Job Details” and the “Job Number” is at the top.
- Another way to find the “Job Number” is to click “My Calls” and Locate the call and click on the “Call #”, from here you can scroll down till you see the jobs on this call and locate the job number assigned to you.
- Job number break down= year, month, day, hour, min, sec, millisecond
Calls Page
- See all calls you have been assigned to
Orders Page
- See all orders you have created
Calls/Jobs/Orders
Click “My Calls”
- Filter(The filter is used to filter the types of calls you see. This means if you do not want to see calls you have ran previously that are closed, then you can click filter and click on a status and this will put an “x” next to it and will not show up on your calls page. Keep in mind the system will save your settings and it will be like this every time you log in, so if you want to see old jobs click the filter button again and put a check mark by the status you want to see.
- Opening the Call/Job (Click “My Calls” and click on the “call number” or from the calendar you can click on the job, then click the “Job #”, then “View Call” (Both of these options takes you to the same place.)
Here you are able to review info of the client:
- The map for location of the job and also click “Open in Google Maps” under the calendar for directions.
- Click “Units” and see existing: models, warrantee info, install dates, memberships, and equipment notes. You are also able to add in units if they are not listed. Click “+Add Unit” Select the type of unit, if it is not listed your administrator can add it to the list. Enter M#, S# Warranty info and the installation date. The installation date needs to be to the nearest year if you don’t know the exact date. When adding a second “Unit” the installation date will prepopulate but you still need to click it to confirm or it will not let you add the unit.
- Click “History” and you can click call numbers to see previous work completed and recommendations.
Creating an Order While you are in the call from the previous step “Opening the Call/Job”You can add an order to the call, this is how you price a client out for work (Repairs/Equipment/Etc.).
- Scroll to the bottom of the “Call” and click “+Add Order”
- Here you can do (Load Calc., Site Photos, Units, Equipment Tasks, Client Agreement, Submit (debrief))
Engineering Analysis/Load Calculations - whole house one calc. https://youtu.be/yih56W0Zj84or a room-by-room calc. https://youtu.be/kC8jwu5zxto
Site Photos – Click Upload Photo and you can take a picture or pull one from your library. Once it is uploaded you are able to Write in a caption of what the picture is and explain it. If you want the client to receive your caption and picture you can click the box in front of “Show to Customer” and it will attach the picture and the caption to the clients invoice.
Units- If you haven’t already you can add in M# and S# of all units in the home. Click “+Add Unit” Select the type of unit, if it is not listed your administrator can add it to the list. Enter M#, S# Warranty info and the installation date. The installation date needs to be to the nearest year if you don’t know the exact date. When adding a second “Unit” the installation date will prepopulate but you still need to click it to confirm or it will not let you add the unit.
Price out or Invoice Client – Click “Tasks & Equipment Estimates”
- Click “Add Item” Choose a category and then an item, once you select an item click “Add” or “Add Item to Order” you can select as many items as you want before closing. When you are ready to close click “close”.
- Change Quantity or Tax per Item: Click on the item and click “Edit”
- Choose Payment Method: if the client is paying in full, leave the “Retail Option” as “Full” and select a payment method. If your payment method is not available contact your administrator. If the client is not paying in full and they need a balance due on their invoice click “None” if you are not collecting anything you can leave “collected” at zero.
- Notes: “Notes for Client” will be attached to their invoice and “Notes for Installer” will not but will transfer to the “Install Tasks Sheet”
- Choose Option: There are multiple options that will pre populate so you can give client more than one option, when you want to show the client the option click “Select Option” and then click “View Outputs”
- Sign for Work: “Client Agreement” Scroll to the bottom and the client will be able to sign with their finger. Then click “Save Signature” and now you can email or print this by clicking “Email” or “Print” at the top.
- Finish: Click “Submit” There maybe boxes to click on the right of the screen, if there is read “Which boxes do I check” for assistance. Then Click that you verify info and then “Submit Order”.
