ZeroAdmin Help Center

            How To: All How To articles

            GET SETUP

            How to: Get Set up

            There are 9 steps and should only take 10 minutes. Whilst we recommend it, you don't have to do all of the Set up straight away. Just tap the App logo (top left) at any time and you will be taken to the home screen. After each step tap Submit at the bottom of each section.
            Step1 - The only essential bits are your details and a logo (can be added later).
            Step 2 - Tick the no extra users unless you have one. If you do, make sure you complete all info requested, scroll to bottom and Save.
            Step 3 - Select your radius.
            Step 4 - Worthwhile selecting how you would like your arrival time to appear on emails, no need to do anything else.
            Step 5 - If VATor Tax registered you must enter your number. Tick the Direct Debit link (if available in your country). Enter your bank details if you would like them to appear on invoice. Select colour and where you would like your logo to appear.
            Step 6 - Add a few of the things you charge for. You can add more later.
            Step 7 and 8 - Their is no cost to set up for taking Credit/Debit cards or AutoPay Direct Debit / ACH (some countries) but you can tick the Not at this time and come back to them. When you go through this setup you are creating your own account with our service providers with your own password. These will then be linked to your App and make getting paid easy.
            Step 9 - Only shown on browsers - Safari, Chrome etc. No need to do this straight away.
            Tap logo top left or Home icon to get to home screen.


            ADD CONTACTS

            How to: Import your contacts

            You can only do this from your phone contacts. Tap Contacts icon and Import (top left). This will run through all of your contacts (scroll down for more) asking if you want to import . Emails and addresses are not a required field but it's better if you do have them. If you have a lot of contacts get in touch.

            How to: Create an new Householder (single property) and Room / fireplace

            Tap the Contact icon and +.  At a minimum complete the * items. Emails can be added later. Ignore the PDF tick box initially. Add the room details if you have them. The only required field is Room name.
            If you are doing the same service to this Room why not Add a Default service. This means when you come to invoice it will be pre filled. You can add more than one item by taping the icon to the left of the arrow.
            When first adding an Room say when last visited and when next visit should be. This will auto remind you. See Call these Customers.
            If you want to send notifications (appointments, reminders and invoices) to an additional person for this House, add their email address. If they need to goto more than one additional person put a comma after each. New

            How to: Create a new Multi property Householder / Company 

            Same as above but in the first box select Multi Property. Enter a Company name (even if its just the surname and then Properties) as this is useful later. Add Room. If the room is at a different property tap Change Property. Select . Add property. Either add a new property or select from the drop down.

            How to: Add a new Room / Fireplace for a Householder

            Select the Householder - Room - Add Room.   The only required fields are Room Name. The home location will automatically be selected.
            If you are doing the same service to this Room why not Add a Default service. This means when you come to invoice it will be pre filled. You can add more than one item by taping the icon to the left of the arrow.
            When first adding an Room say when last visited and when next visit should be. This will auto remind you. See Call these customers.
            If you want to send notifications (appointments, reminders and invoices) to an additional person for this House, add their email address. If they need to goto more than one additional person put a comma after each. New

            How to: Add a new Room / Fireplace for a Multi Property Management Company  

            Select the Management Company - Rooms - Add Property/Room. Select the room name - Change property if required (only available on Browser version at the moment). Select from drop down or Add new and create a new property. Enter any other info you want including Default service, when last swept / frequency then Save.


            MAKE APPOINTMENTS

            How to: Make a Householder appointment

            Tap any day/time on the calendar or tap the +. Make sure the date and time are correct then select your customer contact from the drop down or start typing their name. Select location if Multi Property and then select the Room/s. This will email confirmation to your customer as well as a 24hr reminder. If you have entered a duration in the default service record the appointment length will auto correct. New

            How to: Move an appointment

            On a mobile device hold current appointment for 3 seconds and drag to new date/time (only within that week view). Alternatively tap the appointment and then Edit and make the necessary changes. An email confirming the changes will be sent unless you have unticked the send email box.

            How to: Delete an appointment

            Select the appointment, Edit and at the bottom Delete. This will completely delete all record of the appointment.

            How to: Repeat an appointment

            If you are attending a Householder or Management Company on a regular basis, tick the repeat box. Select the number of Days/Weeks between visits and the the total number of appointments you want to make. Only the first appointment will get the appointment email sent but the others will receive a 24 hour reminder. 

            How to: Make a tentative appointment

            Tap any day/time on the calendar or tap the +. In Appointment type select Tentative and then the customer. This will not email the customer until you convert to a Customer appointment. The appointment will go grey.

            How to: Make a personal appointment

            Tap any day/time on the calendar or tap the +. Adjust time as necessary. In Appointment type select Personal and write a note i.e. On holiday. Repeat if you want to make it for more than one day. i.e. Repeat every 1 day 4 times. This will set 4 days in succession.


            INVOICE AND GET PAID

            How to: Invoice 

            Tap Appointment select Invoice, make next appointment if required (tap on the required date and time). If Room was in the Appointment select service/s to charge for. Edit price if required. Add new if you want to free type a service that's not in your normal service list. Tick, Add this as a new service, if you want to add it to your list of Services.
            Add a note if you want to write something on the invoice for the customer to view.
            Add an email if you want invoice to go to an additional person. 

            How to: Invoice without an appointment

            Tap Invoice icon then Add line - Add appointment date to this line if required -  Select the Room/s - Select the service/s - Save. Add another line to invoice more Rooms. When finished add any notes and additional emails.

            How to: Get paid - AutoPay

            After invoicing if your customer has registered for "Autopay" (Direct Debit / ACH) select this method of payment. The invoice will be sent and payment automatically collected. Allow up to 5 days for the payment to arrive in your account. The appointment will go a different green whilst it is "pending". You can look in your GoCardless (UK/Europe) Stripe (US) account to check progress.

            How to: Get paid - Credit / Debit card

            Tap Send and Take Payment. Select Credit / Debit card and follow the instructions. You must be online the first time this card is used. If your customer gives you permission you can "save" the card details for next time (important we never store card or bank details of your customers). The second time you select this card to take payment you do not need to be online. The first time you take payment it can take 7 days for it to reach your account.

            How to: Get paid - All other methods

            Tap Send and Take Payment. Select which method your customer is going to pay you. If you are not sure mark as Unpaid. You can select payment method later. Adding how they paid will be helpful for your bookkeeper later.

            How to: Accept part payment

            Tap Send and Take Payment. Mark UnPaid. Then tap on appointment - Mark as paid - Enter the amount you are part paid and select method. The appointment will stay Amber. Repeat when you get further payments. When 0 balance appointment will go Green.


            OTHER

            How to: Export invoices for bookkeeping

            Invoice icon - Export - select date range. Tick summary if you only need basic information. Leave unticked if you need to import into a bookkeeping program. Then tap Export. You will receive an email with a link to the CSV file. This can then be put in an Excel spreadsheet.

            How to: Record a purchase

            Purchase icon then +    Add a picture if required - Change the date if necessary - Complete as required - If you select paid by Credit/Debit card put the last 4 digits for quick reference later. Save

            How to: Add a Service (something you charge for)

            Cog - Services Tap add service. Enter what you want to charge for. Select the duration of this service (helpful for auto selecting appointment lengths but not essential) and add the price. Save







            Updated: 21 Apr 2018 10:33 AM
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