Video: Welcome To Systemize

TRANSCRIPT:

Welcome to Systemize. This video explains how Systemize works and the most important things to start doing right away.

The other videos in this Get Started series go into the details of how to complete each of the tasks mentioned. And, there's a video dedicated to creating a Job step by step.

We’ve helped thousands of Systemize users over the years. Although every shop is unique, there are some Systemize basics that successful users do right away, no matter what their shop set up or workflow.

The most important thing you can do is start creating Jobs in your Systemize database. It doesn't matter if you enter real or practice info. If you create practice Jobs, you always have the option to delete them later. Creating Jobs will help you understand the fundamentals, then you can decide how to tailor Systemize to your specific needs. 

Let’s talk about how a Systemize Job is structured.

In Systemize, all Jobs are organized by Accounts. No matter how you set up Accounts in your business, every Job in Systemize must be assigned to an Account.

So to make a Job, we need to make an account first. When you create your first Job, you’ll be prompted to also create an Account. Don’t worry, you’ll be able to make more Accounts and organize them later.

So what’s in a Job? Every Job contains a combination of Activities Forms, and Files. In addition to Job Activities, Forms and Files are ways to store information about a Job, and they are covered in detail in additional videos and articles. Let’s focus on Job Activities.

Activities are tasks that get assigned to people. Activities like template, fabrication, install, invoice, and repair are the most basic. We’ll talk about how to color-code, rename and even change Activities in the Job Activities video. For now, practice with the built in default Activities.

Job Activities are assigned to… Assignees. Assignees are not the same as Users, though a User can also be an Assignee. An Assignee has Job Activities assigned to them, a task that they complete outside of Systemize, like templating, fabricating, or installing. There is no limit on how many Assignees you have in Systemize, and unlike Users, there is no charge for Assignees. Assignees don’t get login information like a User does. Assignees can be people, teams, or even trucks. Many Systemize users display a daily calendar on a monitor in the shop, for all Assignees to see what they need to be working on. View who is assigned to the Activities in the Calendar or Job Views, and create views based on Assignees.

In order for a Job to be considered Complete in Systemize, every Job Activity in the Job must be marked complete. Keeping Activity Statuses up to date will help you keep track of any Jobs that have outstanding or overdue activities.

Great, so every Job must be in an Account. Jobs contain Activities that are assigned to Assignees. Those Activities get completed in order for the entire Job to be considered Complete.

This page we’re looking at is called the Job Details page. It’s info about one specific Job.

You might be wondering where you see information about more than one Job or Activity at a time.

Two ways to display information about multiple Jobs are Calendar Views and Job Views.

Let’s start with Calendar Views. Only Activities appear on the Calendar. Details from other parts of the Job that are related to an Activity can be displayed inside the Activity area on the Calendar. There are lots of ways to organize Calendar Views, Activities by Day and Time, by Assignee, or by activity schedules like Template, Fabrication, or Install, just to name a few. There are some default Views built in, and you can create and customize new Calendar Views, then save them for quick access later.

Job Views are a powerful way to sort and display information about your Jobs. Job Views can show Account, Job, Activity, and Form information displayed as columns. Job Views can be sorted and resorted by any column at any time. 

Both Calendar Views and Job Views have some default Views built in to get you started. Remember how I mentioned marking Job Activities complete? There is already a built-in Job View to show any Jobs with past due activities. You can quickly see if there are any Jobs that have scheduled activities that did not happen, determine why, and reschedule if necessary.

By creating practice Jobs right away, you can decide which Views are best for your shop, and other Views you may want to create. Create and save different Views to display different information based on who needs to see particular details that are important for the work they need to do.

Time to recap. Every Systemize Job has to be in an Account. A Job holds information about the details and activities of the work that needs to happen to complete the Job. You can view the details of one Job, or see multiple Jobs, and their activities and information, using Calendar and Job Views.

What’s next? Check out the remaining videos in the Get Started group. They go through details of each of the topics in this video, one topic at a time.

Also, Check out the Systemize Knowledge Base for more articles and videos whenever you have questions.

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