Contacts

Fig 1.1 - reference the number on the screenshot against the index below for more detail

1. Access to the Contacts Action menu

2. Use to select columns to display on the grid

3. Select Contact Scope allows for a more targeted view of contacts - use this in conjunction with 7 below to narrow the scope further.  

'Current' will show all records edited/updated/added recently.

4. Enter search text to search for a specific contact or contacts for a particular company

5. Narrow the scope to a selected salesperson

6. Easily identify technician type and driver status via icons & colouring on the grid as (as set on the contracting tab for each technician):

•  In house technician
•  Agency technician
• Freelance technician (displays in green)
•  Truck driver
•  Project Manager

7. Narrow the grid scope by setting the number of months to look back for updated contact records.  

Use the menu option to add a new contact OR double click on an existing contact on the grid to edit

Details

Notes

Contains all notes pertaining to this specific contact.

Picture

Contains a picture of contact

Payment

Contains credit card information for the contact, encrypted when stored in the database

Custom

The Custom tab holds miscellaneous information that is not provided for in the standard fields. All fields are given specific names by the user through the Contacts Parameters option (currently only available in RentalPoint2) on the right click menu of the contacts.

Web Services

Used in conjunction with RentalPoint Technician Web Calendar

Contracting

Used to identify contacts as Technicians

Set Up New Activities

Activities that will be used within the software should first be set up in the main activity list.  Access this setup option from the main setup menu.

Glossary:

 Add new activities to the list

 Edit an existing activity

 Delete an existing activity

Click the Crew Portal box if you want crew to have access to that activity in RentaPoint Web Services

Apply custom colours to each activity as needed

Once activities are set up, ensure all users are logged out, then re-load software settings so that you can use the new activities throughout the software.

Create Technician Activity

Select a technician from the contacts menu, then click the contacts menu icon to access new-->activity option.

Enter activity details on the 'Activity Details' tab

Add notes as needed, then save and close

Recurring Activity

First add a new activity (see full instructions under add activity above if needed)

Then click the recurring tab to complete details on when and how the meeting should be repeated on the calendar

Save and close the activity window, then view technician calendar to see the recurring activity

View/Modify Technician Activities

Click on the activity to see details

Glossary:

1. Click on any time in the calendar window, then click  to add a new activity
2. Click on any activity to see details in the descriptive window
3.  opens the highlighted activity to view/edit
4.  removes the highlighted activity
5.  marks the highlighted activity as complete
6. Use down arrow to move through different technicians
7. Use the  buttons to view the calendar for month/day/week
8. Useto access calendar settings

Delete a Scheduled Activity

Highlight any scheduled activity, then click

Complete a Scheduled Activity

The display colour is changed for completed activities

Use Activities to Show Crew UnAvailability

Set up an activity like 'unavailable' or 'vacation'.  That way when adding the technician to the booking for the activity date, the tech will show as unavailable.  The tech also shows as unavailable in the Crew Planner.

Next add an activity for the technician's contact record

Set the technicians schedule of unavailability under the recurring tab as needed

Save and close

Operator Privileges Affecting Activities

To access operator settings, goto setup-->lists off the main menu, then click on the operator list

Next edit the group you need to change permissions for 

and click on the 'Crew and Activities' tab to see activity permissions

Parameters Affecting Activities

To access parameters Goto Setup-->Settings and Preferences from the main menu

Choose your settings for:

1. Operational Parameter 56 'Default Activity Type'
2. Operational Parameter 142 'Activity Options when Cancelling a Booking'