Just started using Clik Service and want a few quick tips on where to start? Or looking around for job management software and want to know what ours can do? Or maybe you’ve been using the software for a while and just want to see if there is more for you to learn about.
We’ve gathered a few of our top tips and tricks for using our central service management system, Clik Service.
- Creating on the fly
- Adjusting list views
- Exporting to Excel
- Checking who’s online
- Recording communication history
- Linking external documents
- Managing vehicles and tools
- Posting to your accounts
- Building custom reports
Creating on the Fly
Your CRM (customer relationship management) is one of the centre points of service management software. It’s where you can store your customer details, record communications and manage sites.
It’s easy to create a range of different documents for a specific customer in your CRM module. You can create jobs, quotes, invoices for customers and purchase orders for suppliers in seconds. This saves you time from adding all your client details to the relevant fields. It automatically links the new work to the customer or supplier in your CRM.
To do this, go to your CRM and right-click on the customer or supplier in your main list and select ‘create’ from the drop-down menu. The options will differ slightly depending on what kind of company it is (customer, supplier or other).
Select the option you want, then continue to fill out the remainder of the details as usual. Save you and your team time and keep all records linked so you never lose any important work.
Adjusting List Views
There are so many ways to customise your experience with Clik Service. One way you can ensure you view the information you need quickly and easily is by adjusting the columns across your module lists. This can be done on your quotes, jobs, invoices, products and more so every view is customised to what matters to you and your business.
To do this, right-click on the columns at the top of the list and select ‘column chooser’. A customisation box will appear with the different column options that you can drag or double-click on to add to your top header. Drag unwanted ones back into the column chooser box to remove and drag the columns around until you have your desired layout.
Exporting to Excel
There are a few reasons you might want copies of your lists. You might want to report on the jobs you did each month or follow up on due invoices. This is why most modules in Clik Service have an export button that allows you to save the list to Excel or HTML.
This button is typically found at the top of a list, alongside various other options. Click on the export button, choose either Excel or HTML and save the file to your desired location. This will also export the list with the applied filters and visible columns.
Checking Who’s Online
Has one of your members of staff gone out, leaving themselves logged into Clik Service? You can view all the users currently using Clik Service by clicking on ‘tools’ at the top menu of the program and selecting ‘online users’. This then displays the user, their device and when they were last seen. You can also use this to make sure everyone is running the latest version of the software.
This is particularly useful if you need everyone to log out of the software to run an update. This way, you can identify who is still logged in and message them and ask for them to exit the program.
Recording Communication History
Keeping track of communications is an essential part of any business. The communications tab is prominent through all the key modules of Clik. This is where you can keep records of phone calls with your customers and emails with suppliers. You can easily see notes left by your team so you can catch up or help fill in if they’re on leave.
You can find all calls and communication you’ve had with a customer in the CRM. From here, you can click on ‘new call’ to create and log the details of a conversation you’ve had with a contact.
You can also create call backs to remind you to follow up with a contact – whether that is over the phone or by email. Call backs can be set up for yourself or someone else in the company by clicking on the new call back’ option. You can then see your call backs in the diary, and you will receive a pop-up reminder in the software if you have them enabled.
Linking External Documents
Throughout the software, you will find options to add documents. You can add documents to a customer in the CRM, attach documents to a job sheet and much more. This option is provided so you can create a link to an external document outside of Clik Service that you want to refer to. This can either be a link to where it is currently saved on your desktop, or you can save it directly to the Clik Service database.
Your engineers will be able to download and view any documents saved directly to a job sheet when out in the field. This way, everyone has the details they need to fulfil the work to a high standard.
With the upcoming SharePoint integration, you will also have the option to store your documents in the cloud for even easier access. Link to a spreadsheet, word document, certificate or PDF and work collaboratively with the rest of your team in real-time.
Managing Vehicles and Tools
Clik Service is packed with big modules that can help you manage every aspect of your business. Two of the smaller – but still very important – modules are vehicles and tools.
The vehicles module allows you to store key information for all your company vehicles. This can include purchase dates and which employee is using each vehicle. You can also view when any actions are carried out on the vehicles using the log feature.
Perhaps one of the most useful parts of this module is the ability to log MOT, tax, insurance and service dates for each vehicle. You can then create reminders that will appear both in the diary and pop up for the users selected so you never miss another MOT.
The tools module works in a similar fashion to the vehicles module. It allows you to log your tools and keep a record of when tools are issued to engineers, sites or vehicles. Here, you can view tool records, add notes, link documents and set up reminders for service, calibration and warranty dates.
Posting to Your Accounts
With Clik Service, you can link to your accounts package to make it easy to store and manage your invoices, customers and suppliers. Connect your Xero, QuickBooks or Sage account to Clik Service to make your work straightforward.
No need to copy and paste data or input customer details multiple times across programs. You can import customers, suppliers and products to avoid duplicates and keep your data consistent. Post invoices to your accounts software in a few clicks or batch post multiple invoices in one to speed up the process.
You can post your invoices, purchase orders, purchase credits, invoice credit notes and purchase invoices to your accounts from within an invoice once you’ve linked your accounts. To do so, go to ‘tools’ and then ‘post to accounts’.
Building Custom Reports
There are so many ways to utilise the reporting tool in Clik Service. Whether you want to keep track of your inventory and check when you need to restock or if you want to see which of your account managers invoiced the most last month. There are so many possibilities that you can create to suit your business.
Use reports to check on monthly stats or build annual reports and export them to send to your team. Save your frequently used reports so you can come back to them time and time again.
To create a custom report, go to ‘reporting’ and then click on ‘report wizard’. Select the category and type of report you want to create, then select filters and properties that should be included. Once filled out, you can then view the results in a count or chart format. You can display your report in a bar chart, pie chart or line graph and customise the colours and format to suit you.
If you’re looking for step-by-step guides to help you get started with Clik Service tools, check out our support site, where you can find videos and guides. For more quick tips, follow us on Instagram to see our how-to reels.
This post was first published in September 2013 and has been edited with updated information.