Video: Create Your First Assignees

TRANSCRIPT:

 Welcome to Create Assignees.

The best way to learn the basics of Systemize is by making Jobs. Every Job contains Activities that need to be assigned and completed. There are no Assignees in your database when you start.

Before adding your Assignees, let's quickly review the differences between Assignees and Users. Users are individuals who need to log into the database to do things like create Jobs, update Calendars, assign Activities, update Activity Statuses, and add information to Forms. They do work inside the Systemize database. Users have login credentials and there's an additional charge for extra users above the number included in your subscription. There may be some people who need to be both Users and Assignees.

Let's talk about Assignees. Assignees are responsible for activities tracked in Systemize those activities are performed outside of Systemize, like templating, fabrication or installation. Assignees are associated with an Activity and can be viewed in Job Details and Job and Calendar Views. Assignees can be people, teams, or even equipment like trucks. Assignees are not given a username and login. There's no charge for Assignees and no limit on the number that you can have.

Let's add a new Assignee. Click on Settings, Job, Assignees. In the top menu bar, click the Create button. Enter Assignee names, one per line. Assignees are added in alphabetical order the first time they're entered. Click on any Assignee Name to edit the color associated with that Assignee.  Giving each Assignee a dedicated color is useful for Calendar views and when using the Map feature.

Let's add two install trucks as Assignees. Click the Create button. Enter the names, one per line. Now there's the option to add these Assignees at the top of the list or the bottom.

There may be a time when an Assignee is no longer needed. Although Assignees can be deleted, we recommend using the Inactivate feature. This will retain a log of everything the Assignee worked on.

Click on the Assignee name, then check Inactive  Inactivated Assignee can also be restored. Deleted Assignee cannot be recovered.

Let's move the Inactive Assignee to the bottom of the list. Click on any Sequence number, then click hold and drag to reorder how the Assignees are displayed. This also determines how the Assignees will appear in dropdown lists. The most used Assignee names can be placed at the top for quick access.

Now you're ready to assign Activities to these new Assignees. You can set certain Activities to automatically be assigned to a particular Assignee, and even set yourself as an Assignee. We'll dive into those topics in other articles and videos.

For now, check out the remaining videos in this Get Started series.

For more articles and videos, visit the Systemize knowledge base.

If you'd like to talk with one of our friendly Systemize experts, email support@moraware.com.