Sending reminders via text message in iGEO

Sending reminders via text

We introduce exclusively one of the great features of 2022: sending reminders via text message in iGEO. Both your office clerks and technicians will be able to easily send a reminder to your customers via text message, so that they don’t forget the date and time of the service planned for the next day, and to let them know an employee is on their way.

As we always say on our blog posts, the quality and efficiency of many of the launched features will depend on the data you have entered in iGEO. Next, we will explain how reminders are sent via text message. We will also present a practical example so that you may see it in detail.

Setup of text message reminders

First, we will show you text messages’ generic configurationFor that, you will need to click on Settings > Company > Emails/text messages. Here, you will see there is a new tab: ‘text messages’.

Text message tab on company’s settings - Sending reminders via text

Text message tab on company’s settings

When clicking on the tab, you will get these two options:

  • Setup of the reminder’s text from the office
  • Setup of the arrival text message from the Technician Portal

Setup of the reminder’s text from the office

This is a generic configuration that may be predesigned to send reminders via text message from the office the day before the service’s execution. In order to generate the text, you must click on the ‘Edit’ button and write the message.

Please bear in mind that there are a set of variables that may be added to the text itself, which will later display the real information entered in iGEO. That is, if you enter in the text the variable ‘${fechaYhoraPrevista}’, the message to be sent will replace it with the real date and time set in the work order.

Setup of the arrival text message from the Technician Portal

This will be the text message the technician will send before leaving for the premises; thus, the customer will be alerted to get ready for the visit. The configuration of that text is identical to that of the message sent from the office.

Text message configuration on the company’s settings module - Sending reminders via text

Text message configuration on the company’s settings module

Furthermore, it is crucial to pay attention to the field called ‘text messages’ sender name’. That will be the name to be displayed as the sender of the text message received by the customer. If your company’s name exceeds 11 characters, or if this field is left blank, your business’s domain will be displayed by default.

Real reminder sent to a mobile phone number via text message

Real reminder sent to a mobile phone number via text message

Setup of the mobile phone number to which the reminder is sent via text message

Once the initial configuration is completed, you will need to go to the venue’s sheetYou will enter the mobile phone number to which the reminder will be sent via text message in the following section:

Setup of text messaging from the venue

Setup of text messaging from the venue

Please bear in mind that the format of the mobile phone number must be the following: (+country code)(mobile phone number): E.g., +447700XXXXXX. You must write it joined and preceded by the corresponding country code, as shown in our example.

Setup of automatic reminder text messages

You will see there is an option called ‘automatic text messaging’.

Enabling automatic reminder text messages

Enabling automatic reminder text messages

When enabling this option, a field will be displayed. There, you need to select the text message’s time to schedule it.

In the following example, we have selected ‘5pm’. This means that, on the day before the service at 5pm, an automatic text message will be sent to the customers, without you having to do so manually.

There is only one detail you need to bear in mind: whenever you select a time, there must be a 24-hour margin minimum between that one and the execution time, so that automatic messaging may become effective.

Manual text messaging to customers from the office

Once you have set up those two sections, you will have the chance to send a reminder via text message for all the work orders pending execution in that venue. E.g., if you go to the WO’s sheet, you will find on the information of the customer/venue a green button called ‘text reminder’.

‘Text reminder’ button on a work order’s sheet

‘Text reminder’ button on a work order’s sheet

Obviously, a reminder text message may be sent to those work orders whose status is one of the following: ‘proposed’, ‘pending confirmation’ or ‘confirmed’When clicking on ‘text reminder’, the predefined message will be displayed again on settings.

Sending reminders via text

Once the text message is ready, you must click on ‘send text message’ so that it becomes effective. Afterwards, a green message will confirm it has been successfully sent.

Text message successfully sent

Text message successfully sent

Manual text messaging to customers from the Technician Portal

Technicians will also have the option to send reminder text messages to customers. Its goal is that, once they are to start their trip to the venue, they send a text message to let them know they are on their way.

It is quite easy to use: on the menu called ‘day’s jobs’, they will be able to send a text message with a single click.

Daily jobs

Daily job list

For that matter, you must click on the green button ‘arrival notification’.

Arrival notification button

‘Arrival notification’ button

Thus, they will be able to review the text message and send it to the customer.

Text message sent from the Technician Portal

Text message sent from the Technician Portal

Mass reminder text messaging

This feature is based on a simple process to send mass text messages to customers. Thus, you will avoid the need to access each of their profiles to do so.

To send mass reminders via text message, you will need to follow this path: Planning > Word orders > Pending assigned WOs.

List of work orders pending assignation

List of work orders pending assignation

On this list, first you will have the option to filter between the different concepts in the table (customer, postcode, city, line of business, business area, etc.). Afterwards, you will be able to click on the option displayed on the left, beside each of the work order’s number.

Thus, you will be able to select those work orders of your choice. In the upper right corner, the blue button called ‘Actions’ will display the option ‘text reminder’.

Mass selection of work orders to text reminders

Mass selection of work orders to text reminders

Next, a table containing the selected work orders will be shown. There, you will see the text message for each WO.

Text reminder to customer

If you agree, you will click on the green button ‘send text message’.

These are the three channels to send reminder text messages. It is very important to use this feature to reduce to the fullest some unforeseen circumstances that sometimes happen with some customers.

To remain up to date about iGEO’s news, please check our blog. 

Mass emailing to obtain service confirmations

Mass emailing to obtain service confirmations

In this post, we will explain how mass emailing to get service confirmations works. Thanks to this new feature, you will be able to send mass confirmation emails containing the service’s date and time, along with other details that may be customised.

Before this innovation was implemented, this could be done individually for each work order. Therefore, so that you receive all information, we will show you that old option, which will continue to be available, as well as the new one we have developed.

Sending an individual service’s proposed date and time

Once all services of a contract have been generated, in the upper part you will find a section called ‘date and time’, along with four statuses (‘proposed’, ‘pending confirmation’, ‘confirmed’, and ‘rejected’).

Statuses -  mass emailing

Below, you will be able to change the planned date and time manually. There, you will also see a green button called ‘propose this date to customer’.

Propose date to customer -  mass emailing

When clicking on it, an email containing the date, time, technician performing the service and, even, the number plate of the vehicle used to go to your customer’s premises will be sent.

Send date proposal - mass emailing

Mass emailing of proposed dates

If, instead of emailing each customer individually, you prefer to do so massively, you will need to follow the steps that we will show you below.

On the Planning module, you must go to the section ‘assigned work orders’. There, you will be able to filter WOs based on their status, which may be ‘confirmed’, ‘pending’, ‘proposed’, or ‘rejected’.

Once you obtain the list with the desired work orders, you must click on the left-hand checks of the ones for which the email confirming the service’s date and time will be sent, as shown in the following image.

List filters - mass emailing
List filters

Afterwards, you will see a button called ‘actions’ in the upper right corner. When clicking on it, the option ‘send confirmation request to customer’ will appear.

List filters - mass emailing

If you select it, all work orders chosen in the previous step will be displayed on screen. You will be able to review the service confirmation email, as shown in the picture below.

List filters - mass emailing

Thus, you will have the option to modify any details in the email.

Its template may be found following this route: Settings > Company > Emails/text messages > Set up emails/text messages > Work order’s date proposal. When editing that field, you will see that two crucial variables have been added: ${botonAcceptar} (‘accept’ button) and ${botonRechazar} (‘reject’ button).

Edit email - mass emailing

Thus, when customers receive this email, they will be able to select whether to accept or reject the proposal.

Accept or reject buttons- mass emailing

Once it is sent, each of the work order’s confirmation statuses will change to ‘pending’.

If customers click on ‘accept’, the work order will be converted into ‘confirmed’.

Confirmed status - mass emailing

In case the proposal is rejected, this decision will be reflected on the work order list, as shown next:

Rejected status - mass emailing

Now you know how to use the mass emailing feature aimed at obtaining service confirmations. To know more about other great innovations in iGEO, please check our blog.

iGEO’s heat maps

A new step into the future

Using iGEO’s interactive heat maps will contribute to increasing your control over any pest’s infestation level in your customers’ premises, as well as over its trend. This improvement is available on the three portals (office, technician, customer); thus, with a single click you will have access to a dynamic heat map, where you may analyse different time scenarios and parameters to improve your control over any targeted species.

Requirements to use heat maps

The only requirements to take into consideration in order to use heat maps are the following:

  1. Control points must be linked to a purpose.
  2. Heat maps may only be drawn on those points that have undergone inspections.
  3. Inspections’ work orders must be validated.

How to create heat maps in iGEO

Once the aforementioned requirements are met, in order to create a heat map, you will need to access the premises’ blueprint of a customer. Inside the blueprint, you will find a section called ‘heat map’.

View heat maps

After checking that box, the different options to generate the map will appear.

Heat map filters

As shown in the image’s left part, you may combine these three types of filters:

  1. The last work order.
  2. A specific WO.
  3. A date range.

Last work order
When hovering over the orange information icon, a pop-up message will indicate the last work order’s number, date, and line of business.

Orange icon

Specific WO
You will need to select the work order on which the heat map will be generated.

Select WO

Date range
The heat map will be created based on a specific date range.

Date range

Another filter to consider is the minimal activity level.

Filter by activity

You must indicate the minimum activity level in the control points. Thus, only those whose activity is equal or above the level indicated on the bar will be displayed on the heat map.

For instance, if you filter results by minimal activity level, the blueprint will be drawn this way:

Heat map filters

Heat map 1

However, if a higher level is selected, the heap map will only display those control points whose activity is low, leaving aside those with a minimal degree.

Lower activity

Heat map 2

In the filters’ right side, you will find the ‘purpose’ one, which is classified into ‘bait’, ‘capture’, and ‘both’. To see the difference between both options, the following example contains rodent capture points (whose purpose is ‘capture’) and a bait-box station (whose aim is ‘bait’).

The blueprint, without generating the heat map, would look like this:

If you want to obtain a heat maps with the control points whose purpose is ‘capture’ only, you will need to filter the results. For that matter, you must click on the upper part, so that only ‘rodent capture’ ones are displayed in combination with the ‘capture’ purpose ones.

Nonetheless, if you wish to create a heat map only containing control points of ‘bait’ type, you will have to adjust the filters, so that the blueprint displays only bait-bot stations and the purpose selected is ‘bait’.

In addition, right below the blueprint, you will find these two settings: adjust the heat map’s circumference radius, or opacity degree. The following two images contain instances of both filters.

Adjusting the circumference radius

In the first case, we will indicate a small circumference radius.

Adjust opacity

Heat map 3

However, if we increase it, we get the following result:

Greater opacity

Heat map 4

Adjusting the opacity of the circumference

Furthermore, we have the chance to adjust the opacity of the circumference.

To obtain a mixed view of the location of control points on the blueprint and their incidence, we will select a low opacity.

Lower opacity

Heat map 5

On the other hand, in order to highlight the activity level on the blueprint, we will increase opacity.

Greater opacity

Heat map 6

Obviously, you will have the option to print heat maps in PDF format. In addition, the screen will always display a table with their activity so that all installed points, along with their location coordinates and their average activity levels, are available to you.

Thanks to these explanations, you will be able to customise heat maps depending on your needs. To know more about other great innovations in iGEO, please check our blog.

Quote calculator

Quote calculator

In this post, we introduce iGEO’s new feature: the quote calculator. Thanks to it, you will be able to obtain quotes with the highest profitability possible, considering all expenses and costs that need to be added.

Quotes: our image’s spearhead

A vital component of any business is sales. And the cornerstone to achieve them are quotes, which, in turn, are part of our introduction to a customer.

Our way of managing and presenting them impacts directly on the image perceived by prospects about our company (professional, modern, versatile, etc.). Historically, basic, scarcely versatile methods have been used to generate quotes (Excel files with formulas, Word’s editable templates, paper forms, etc.), whose automatisation degree is practically non-existent.

However, for those companies that decided to work with iGEO, this change has meant leaving many archaic processes behind and taking a leap into a new digital era full of improvements, both qualitative and quantitative.

Which problems arise when preparing a quote?

In our sales outreach, we usually run into significant hindrances, such as the following:

  • Not all employees are prepared to create a quote in a trustworthy, safe way.
  • Amounts in a quote are usually approximate and aren’t always in accordance with the costs of the service offered.
  • We may even forget some of the expenses linked to the service.
  • We risk that quotes end up having a final cost below the service’s minimal cost.

To sum up, many quotes are drafted at a guess to a greater or lesser extent, without taking into account real variables. And that entails a risk.

What is the quote calculator?

iGEO’s quote calculator is an innovative feature that simplifies our work while maximising the quality of the company’s quotes. It allows the process to be representative and replicable by any employee in any environment.

The purpose is saving time and money, improving your reliability and obtaining a greater control over costs and profit margins.

How does the quote calculator help my business?

This new feature will have as a result many advantages as crucial as these:

  • Quick, safe, reliable process.
  • Risk reduction: quotes with a low profitability are removed.
  • Immediacy in quote generation.
  • Greater profitability: complete control over costs.
  • Ubiquity: regardless of your location and your device.
  • Usability: any employee may use it (managers, technicians, technical managers, etc.).
  • Prior setup: this leads to saving time when configuring the cost calculation of each article/service to use it as a baseline (cost per hour of a technician, product cost, material cost, etc.).
  • Greater effectiveness: processes involving documents (Excel, Word, etc.) spread out across different folders in your computer and not linked to each other are ruled out, which contributes to shortening procedures.
  • Improvement of the impact on prospects: a professional, technological, effective image is conveyed, which increases the percentage of ‘hot sales’.

How do I use the quote calculator?

Next, we will introduce and explain the calculator’s main features:

First, you may access the calculator in the ‘quote’ section, by clicking on the blue icon.

Quote

 

A general window will pop up containing an empty calculator containing the ‘amount by venue‘ section to be filled in.

Business calculator

There, you will find some parts to complete, such as ‘services‘, ‘vehicles‘, ‘materials with sales‘, and ‘other costs‘.

Business calculator 1

You may include all kinds of services needed. Thus, you will obtain all necessary information, as well as the subtotal amounts of each cost lines.

Business calculator 2

Within ‘services’, you will find a vast array of parameters to set up regarding their own costs, as well as other expenses linked to them, such as ‘product‘, ‘machinery‘, and ‘PPEs‘.

Other fields that may be set up in the ‘amount by venue’ section are those related to ‘vehicle‘.

Business calculator 2

You will also have the chance to set up other fields, such as ‘item sale‘.

Materials with sales

Furthermore, you will have the option to add ‘other costs‘ to your customer’s quote.

Other costs

On the second tab, you will also have access to more kinds of costs, like ‘one-time expenditure‘, which correspond to one-time device sales, or other types of costs.

One-time expenditure

Lastly, in iGEO’s settings (Settings > Business > Other parameters), you may assign parameters by default to different costs and profit margins. This will automatise the feature’s processes, contribute to saving time, and homogenise the settings for the calculator’s different users.

Other parameters

Now you know the advantages of iGEO’s quote calculator and how to use it. To remain up to date about the iGEO’s new features and innovations, please check our blog.

Generate your products’ inventory

Generate product inventory

Finally, we have made the feature to generate your products’ inventory available. Thanks to this new development, you will be able to adjust your warehouses’ stock in a quick, efficient way.

This feature is found in the ‘Catalogue’ module, where you may perform an inventory for each of the warehouses set in your company. So that you may see it in detail, next we will introduce an example.

Let’s imagine you have a warehouse with a stock entered previously, and that you want to adjust it and carry out an inventory in order to know the amount of each product present in it. The steps to take are quite simple: you just need to go to the warehouse of your choice, where you will see a yellow button called ‘inventories’.

Inventories

Next, after clicking on it, you will be able to create the inventory of the selected warehouse. If you had previously created others, you will find them on screen with the ‘closed’ status.

Warehouse inventory
 
In the event that you may want to create a new one, you will find right below the table a green button called ‘new inventory’.

New inventory

When beginning the process, you may filter results in order to obtain products belonging to a specific line of business or all of them.

Create inventory

In this instance, we will select a specific LoB and click on the blue button called ‘select only some products for the inventory’.

Selecty only some products for the inventory

Thus, the list will only contain those products linked to that line of business.

Product list

In this case, we will carry out the inventory of only some products shown on the list; hence, we will check the boxes to the left of their pictures. When you are done, you will have to click on the green button called ‘add products selected to stock’.

Add products selected to stock

Before recording the amount of those products, you will obtain a table in order to preview these.

 In order to start entering the quantities, you will need to click on ‘create inventory’.

Products selected to create inventory

Next, a list will be displayed with the selected products, and its columns will classify the information based on their lot number, expiry date, and stock existing at the moment in the warehouse. Right beside them, you will find a box to enter each product’s quantity stored in the warehouse.

Product amounts

In case you want to add more products, you must click on the blue button called so. Once you have indicated the stock number, you must click on ‘enter’ so that all that information is successfully saved.

To finish, you will need to click on the green button called ‘close inventory’. Right then, iGEO will show you the summary of the products’ entry/exit regularisation movement. Please be aware of the fact that entry movements will correspond to inventories containing greater amounts of products, whereas exit ones will contain smaller stock quantities.

Summary of the inventory

By clicking on ‘continue’, your inventory’s status will change to ‘closed’.

Closed status

Thus, you will have the chance to create all inventories you want in an easy way. As you have seen, generating them is quite simple.

To remain up to date about all the features developed by us, please check our blog.

Direct access to an alert’s location on a work order

Direct access to an alert's location on a work order

This feature will allow technicians to have direct access to an alert’s location, so that they may open Google Maps with a single click and arrive at the service address as soon as possible. If you receive an alert of ‘incidence’ type, you may assign a map location to it.

Location

When managing it, you will have the chance to select the option ‘place alert in an existing work order’ and to link it to a technician’s service. 

Place an alert in an existing WO

When a technician goes to the work order on their portal, a message stating the WO has alerts will pop up on the upper part. The address assigned to it previously will be displayed in blue.

Work order on the Technician Portal

If the technician clicks on the alert’s address, it will be opened directly on Google Maps so that it can be previewed.

This feature is aimed at them been able to easily access the alert’s address. Thus, they will do so with a single click, so that they may perform the service as quickly as possible.

Now you know how to use the direct access to an alert’s location on a work order. To remain up to date about all the features developed by us, please check our blog.

Reports on products’ estimated consumption

Reports on products' estimated consumption

In this blog post, we will explain how to create reports on products’ estimated consumption. This will allow you to obtain the financial value of those used on a specific date range.

In the ‘Catalogue’ module, in the ‘reports’ section, a new option called ‘estimated consumption’ is now available. To obtain the aforementioned report, you will find a set of filters there, as shown in the following image:

Search estimated consumption - Reports on products' estimated consumption

When all necessary filters have been selected, you will have to click on the ‘search’ button, which you may find in the bottom right corner. Right afterwards, the results of the search performed will be displayed.

Advanced search results

As you may see at the bottom, you will be able to see at a glance the sum’s total of each product. 

Sum total

Also, you will have the chance to export the report to Excel. This option is located in the upper right corner of the page.

Export to excel - Reports on products' estimated consumption

Now you know all necessary aspects about creating reports on products’ estimated consumption. To remain up to date about all the features developed by us, please check our blog.

New technology in iGEO: route optimisation in real time

Route optimisation in real time with iGEO's new technology

iGEO is immersed in a new project that will see the light of day in early 2020: route optimisation in real time. Our goal is to implement a new technology allowing to calculate routes in an optimised, automatic way.

In order to perform a route’s calculation, the algorithm will take into consideration all data that you have entered in the software, such as venue’s schedule, technicians working in the area, road traffic, and many additional aspects. Thus, you will only need to modify a route in extraordinary circumstances.

The economic gains derived from route optimisation in real time will contribute to increasing your company’s profitability substantially.

To remain up to date about all the functionalities developed by us, please check our blog.

Signing documents on the Customer Portal

signing documents on the Customer Portal

Thanks to this new improvement in iGEO, now your customers will have the option to sign documents on the Customer Portal in a quick, direct, trustworthy way.

The documents that may be signed are the following:

-Quotes
-Contracts
-Service certificates
-Biocide use alerts

To enable this option, you will need to check the box ‘signable on Customer Portal’ in an existing work order, or when generating a quote or a contract.

Enabling this option in a contract
Enabling this option in a contract

Thus, when your customer logs in to their portal, they will see the sections ‘pending signature’ and ‘signed’ within the documents’ menu. If they go to the former, they will find quotes, contracts, certificates, and biocide use alerts to sign in a quick way with a single click.

Documents pending signature
After checking the box and clicking on the orange button, the document may be signed

If, instead of a quote or contract, you want a service certificate to be signed on the Customer Portal, you will need to enable the option that appears on the bottom of the document itself.

Service certificate

Therefore, when emailing any of these documents, we recommend letting your customer know that, in order to sign them, they need to access their Portal with the login credentials provided to them.