Initial Setup

Summary: Get the most out of theBOSSapp!

Welcome to the setup guide for our organizational management software!

Our software is designed to run the entire organization and as such requires a few hours of setup to get it customized to your specific needs. This section of the documentation is designed to help you through the process of setting up the software to ensure that it works in the most efficient way possible for your organization.

In this section, you will find information on how to set up different parts of the software, such as user accounts, projects, and billing. By following the steps outlined in this guide, you will be able to quickly and easily set up your software and get started on managing your organization.

Setting up Divisions / Tracking Sites / Branches

theBOSSapp allows you to divide your organization into different sections (divisions), track jobs in each section, assign staff and equipment to branches, which combine a division and a tracking site, for a more detailed overview of your organization.

Adding Billable Items / Billable Item Units

Billable Items and Billable Item Units are essential components for accurately tracking and billing clients, as they enable the linking of deliverables and prices to each project and allow for insurance needs to be monitored.

Calibration Units

When adding a calibration for an equipment type, users can select time or custom units such as kilometers, which can be applied to specific equipment like a car to keep track of when maintenance is required.

Client Business Activities

Client Business Activities are the area of business in which the client normally operates and is a way to categorise your clients. When adding Client Business Activities, the ‘Business Activities’ menu on the client record will be populated with these items.

Groups

The “Groups” feature enables organizations to group their employees and users based on their responsibilities, with each group having a leader responsible for relevant approvals, ensuring effective access to resources and information for the right people at the right time.

Industries

The ‘Industries’ feature enables users to categorise and track their projects based on the industries they serve, allowing for the creation of industries, assignment of industries to projects, and viewing the total work done for each industry via a step-by-step process accessible through the “Organisation” tab.

Job Types

The “Job Types” function in theBOSSapp permits users to group and categorise the jobs their organisation undertakes, allowing for streamlined operations and a comprehensive understanding of the different types of jobs available.

Supplier Types

Suppliers can be classified based on the products or services they provide, and it is essential for businesses to classify their suppliers correctly as it can have a significant impact on their operational efficiency and the quality of the products and services they receive.

Required Project Information

The ‘Required Project Information’ function within theBOSSapp enables users to establish additional fields that must be completed for a project based on its estimated value, guaranteeing that organisations have all necessary information when working on larger projects.

Standard Price List

The ‘Price List’ feature within theBOSSapp allows organisations to manage and store standard prices for products and services, facilitating the fast application of these prices to projects, clients, and tenders, simplifying the quotation and invoicing process, reducing errors and saving time.

Custom Jobs in depth

The Custom Job Types feature allows organizations to create their own job types with fields specific to their business needs, ensuring that the right information is captured for each type of job.

Templates

To streamline document creation, theBOSSapp allows users to create templates for dockets, purchase orders, invoices, custom jobs, and tender types, which can be populated with variables from different parts of the application.

Creating a custom job will also make it available to use as a Template.

Email Templates

The “Email Templates” function within theBOSSapp enables users to create personalized email templates for custom jobs, promoting consistency and saving time in communication with customers and clients.

Tender Types

The tender types feature is a great way to customize the information that you need to collect for each type of project. It allows you to create a specific set of fields that are relevant to a particular type of project, which can help streamline the process of submitting and evaluating tenders.

Timesheet Approvers

The feature allows adding timesheet approvers for different branches to enable a range of people to approve timesheets, which appear in the dropdown when a user is adding a timesheet and selecting their role.

Positions

The positions feature in theBOSSapp enables organizations to assign positions to staff, adding checks, ensuring the appropriate credentials and permissions, and allowing administrators to assign staff to those positions through their employment details.

Roles

The main purpose of roles is to link necessary skills and guarantee that they are accomplished within the required time frames.

Skill Categories

This feature helps organisations manage and track their employees’ job-specific skills and qualifications to ensure they have the necessary abilities to perform their job duties effectively, with skills grouped under skill categories to help organise them.

Employment Details

Employment Details are a set of information related to an employee’s position, pay, and location, which aid in managing and tracking the employment details of all employees in an organization.

Leave Reasons

The Leave Reasons feature helps organisations track and categorise employee leaves, including sick leave and vacation, by creating specific leave reasons, which can be marked as ‘leave without pay’ or ‘treat as ordinary hours’.

Licences / Registrations / Qualifications

To ensure compliance with industry regulations and standards, the “Licences, Registrations, and Qualifications” section of the software helps organizations track and manage staff credentials and generate reminders for expiration dates, creating “competencies” to ensure all staff have the necessary credentials.

Public Holidays

The project management platform includes a feature that enables the management of public holidays, allowing the creation of holidays assigned to specific tracking sites, making it easier to keep track of holiday schedules and their impact on employee work schedules.

Chart of Accounts

To enable invoicing and purchasing in theBOSSapp, a chart of accounts is necessary, which includes additional features to track purchase destinations and other functionalities, and when creating a new chart of account, there are other available options besides typical account information.

Equipment Type Groups

Organisations can group similar types of equipment together in a centralised place using the equipment type groups feature, making it easier to organise and manage equipment by grouping them into categories that make sense for the organisation, which helps to track its usage and maintenance, and ensure that it is properly calibrated and serviced.

Equipment Types

The equipment types feature in our software is a vital aspect of equipment/asset management that enables organisations to add and manage specific equipment types in a centralised location, track necessary calibrations and services, set replacement values for insurance purposes, and reduce the risk of loss or damage due to inadequate maintenance.