Before Nexus Service Manager can be properly used, the customer is strongly advised to spend some time considering the implementation and configuration of Nexus Service Manager for example the service and service categories. Below are a few setups to help the process along:
Step 1 - Adding employees
Jobs cannot be scheduled for technicians unless the technicians are loaded in to the system. So the first step is to load up all the employees that work for the company, office stuff and technicians.
Repeat the following for each employee:
- Click “Employees” from main menu.
- Click the “New Employee” on the top right.
- Enter first name, last name and employee code.
- Enter address and email.
- If they are a technician, tick “Technician” under roles.
- Enter any other field if required.
- Click “Save”.
Step 2 - Create user accounts
Now that the employees are loaded you may need to create user accounts for office staff, you can do this by:
- Click “Employees” from main menu.
- Find the employee and click “User Account”.
- Enter a Username and Password.
- Select an “Access Rights”.
- Select the all user shortcuts required and click add.
- Click “Save”.
Step 3 – Adding services and categories
Depending on the business you may speciality in different services so consider all the services that you offer and how you want to arrange them in categories, these no limit to categories or services so fine-tune it to best serve the business.
Add all the categories that you need:
- Click “Admin” from main menu.
- Click “Service Categories" under the "Service Settings" heading.
- Enter a category name and description.
- Click “Save”.
After all the categories are entered in, you then need to load up all the services in to the categories.
- Click “Admin” from main menu.
- Click "Services" under the "Service Settings" heading.
- Click "New Service".
- Enter a Name, Service Code.
- Select a "Category".
- Enter any other field if required.
- Click “Save”.
Step 4 - Check Job Types
Check to make sure that all the job types that you need are loaded, for example New Job is a type that is chargeable and a Call Back or Follow Up may not be chargeable, they are also important for reporting breakdowns. Job type can be configured to have different completed job status.
To add any missing job types:
- Click “Admin” from main menu.
- Click “Job Types" under the "Service Settings" heading.
- Enter a job type name.
- Click “Save”.
It can be beneficial to match Quote Types to Job Type for consistency within the system. Each Quote Types can also be assigned a different quote template.
Step 5 – Check Job Status
Job Statuses are used to tell the user where the job is at and what the next stage is. Job statuses are colour coded for easy recognition. The following job statuses are recommended / required by the system but you may add more depending of your business processes.
- Unscheduled – Job entered in
- Scheduled – Job assigned to technician
- In Progress – Job is being done
- Completed – Job is done and need to be invoiced
- Invoiced – Job has been invoice
- Cancelled – Job was cancelled
Step 6 – Check options
Other system options that can also be checked are:
- Job Priority
- Service Charge
- Quote Types
- Customer referral types
- Equipment Type
- Onsite Equipment (If relevant)
- Employee Skills (If relevant)
- Warranties
- Renewals
- Contracts
Step 7 – Check Templates
Check the invoice and quote templates.
- Invoice template
- Quotation template
- Service reminder template
- Invoice reminder template
Updated: 1 June 2023