Welcome to our Frequently Asked Questions (FAQs) page. We've designed this article to provide immediate answers to common questions you might have about the BigChange Job Management System and BigChange App.
If you can't find the answer you're looking for, feel free to reach out to our dedicated support team for further assistance.
Absences
| How do I add / request an absence? | Navigate to the Fleet & Resources tab -> Resources [side menu] -> select a Resource -> Absences [tab] -> Add -> complete the mandatory fields. If this absence is not to be deducted from the holiday / annual leave entitlement, the number of days requested should be either set to 0 or, the absence type selected should be configured to not deduct days from leave entitlement. |
| How do I change the status of an absence to rejected? | Navigate to the Fleet & Resources tab -> Resources [side menu] -> Absences [Icon] -> select an absence -> Rejected [Status drop-down] -> Save. |
| How do I change the status of an absence to queried? | Navigate to the Fleet & Resources tab -> Resources [side menu] -> Absences [Icon] -> select an absence -> Queried [Status drop-down] -> Save. |
| How do I change the status of an absence to approved? | Navigate to the Fleet & Resources tab -> Resources [side menu] -> Absences [Icon] -> select an absence -> Approved [Status drop-down] -> Save. |
Alerts
| How do create alerts for defects? | Navigate to the Alerts tab -> Create a new alert -> Complete the relevant fields. By selecting "Any Resource" or "Any Vehicle" in the "Who' field, you will be able to select from several options relating to vehicle checks and defects. |
| How do I create an alert? | Navigate to the Alerts tab -> Create a new alert |
Automation
| How can I setup automatic document sending? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job types -> select a job type -> Edit -> Documents [tab] -> Add -> complete the fields -> Save. |
| How can I automate sending an email to customers when the job is completed? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job types -> select a job type -> Edit -> Documents [tab] -> Add -> complete the fields -> None [document type radio button] -> Save. |
| How do I automatically create a job from a job result? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job types -> select a job type -> Edit -> Automations -> Add -> complete mandatory fields. |
| What are the field mappings in job automation? | This is the information you want to copy from the original job to the newly created job. |
BigChange App
| How do I complete a vehicle check on the BigChange app? | Dashboard [home screen] -> Vehicle Check -> complete the questions -> Sign Off [pen icon] -> add your signature -> Send. For mobile phone users, you will need to use the meatball menu. |
| How do I start a job in the BigChange app? | To start a job, you must have accepted a job and driven to the site. From the Dashboard [home screen] -> Jobs -> Start a job |
| How do I suspend a job in the BigChange app? | A job must have been started to allow it be suspended. From the Dashboard [home screen] -> Jobs -> select a job -> Suspend job [pause icon]. |
| How do I complete a job in the BigChange app? | From the Dashboard [home screen] -> Jobs -> select a job -> Complete any worksheets -> Job Result -> Customer Signature or No Touch Signing. |
| How does no-touch signing work? | Selecting "No Touch Signing" will prompt you on the app how you intend to get the signature to the customers device; for example, generating a QR code for scanning. |
| How do I sign-in to the BigChange app? | When opening the BigChange app for the first time, you'll be prompted to enter a serial key. This is one-time entry. This can located by a site administrator within BigChange. Navigate to Account Settings -> Settings -> Account -> App serial keys. Each BigChange app user must be given their own key. After the one-time serial key entry, enter your driver ID. Again, this can be found by your site administrator. Navigate to Account Settings -> Settings -> Resources [side menu] -> Add - edit -> select a resource -> Edit -> Code [field]. Enter you code into the BigChange app, select "Work" and choose your vehicle. If you are fixed to a vehicle, you be logged into the app without needing to select a vehicle. If you are a passenger, do not select a vehicle. |
| How far in advanced can I see jobs on the BigChange app? | 2 weeks. This can be changed by your site administrator. Navigate to My Account > Administration > Account > Account settings > Jobs on device [section] > Number of hours jobs appear on device before their planned start time. |
| How long do completed jobs remain on the BigChange app? | 48 hours. This can be changed by your site administrator. Navigate to My Account > Administration > Account > Account settings > Jobs on device [section] > Number of hours before removing jobs from device after completion. |
| How do I complete a timesheet on the BigChange app? | Immediately after logging into the BigChange app, select Timesheet -> Start Work -> confirm the date and time -> Done. Depending on your system configuration (completed by your site administrator), you may be required to complete a timesheet worksheet before starting work. For example, a start of day checklist. To add an activity to your timesheet, select Timesheet -> Add Activity -> confirm start date and time -> Stop Activity -> confirm end date and time. To end work for the day and submit your timesheet, select Timesheet -> End work -> confirm date and time -> Sign Timesheet -> Sign [signature]-> OK. |
| How do I enter an absence on the BigChange app? | From the Dashboard, select Timesheet -> Absences -> Request Add -> complete the fields -> OK. Please note, the number entered into the "Days Requested" field will be deducted from your holiday allowance. If you are add unpaid or sick leave, you should enter 0 in this field. |
| How do I check if an absence request as been approved? | From the Dashboard, select Timesheet -> Absences. From here, a list of absence requests will be displayed. The coloured flags will indicate their status. White = requested, Green = approved. |
| How do I enter a personal expense on the BigChange app? | From the Dashboard, scroll down to Expenses -> Add Expense -> Add New Expense -> complete the relevant fields -> Save Expense -> Sign and Send -> Sign [signature]-> Sign and Send |
| How do I add an expense to a job? | From the Dashboard, select Jobs -> Add New Expense -> complete the fields -> Save Expense -> Do you want to claim the expense for your own [question] -> Sign [signature] -> Sign and Send. |
| How do I enter a note using the BigChange app? | You need web user permissions to be able to do this. From the Dashboard, select CRM -> Notes -> Create New Note -> complete the fields -> Save. |
| How do I search the CRM using the BigChange app? | You need web user permissions to be able to do this. From the Dashboard, select CRM -> Search. To add a new contact, select "New Contact", complete the fields and select "OK". |
| How do I view a file in the file library from the BigChange app? | From the Dashboard, select Library -> select File Group -> select File -> Open File. You will need to select which application to use on your device to view the file. |
| How do I confirm stock on a job using the BigChange app? | From the Dashboard, select Job Stock -> Confirm |
| How do I search for stock held in other vehicle using the BigChange app? | From the Dashboard, select Stock -> Other Vans Stocks -> Enter vehicle registration |
| How do I search for all stock held by our company using the BigChange app? | From the Dashboard, select Stock -> Search Stock -> Search Make Model or Search Serial. |
| How do I add stock to my vehicle using the BigChange app? | From the Dashboard, select Stock -> Add to Van -> select where the stock is located, either at a contact or on an vehicle -> enter a name or registration number -> type the name of the item or use the barcode function to scan or manually enter a barcode number -> select the item you want to add -> OK. |
| How do I create stock or equipment using the BigChange app? | From the Dashboard, select Stock -> Create New Item -> Stock or Equipment [radio button] -> complete the relevant fields -> Save. |
Blueprints
| What is a blue print? | Blueprints enable you to customise the information that you import or export, to and from BigChange. |
| How do I create an import blueprint? | Navigate to Account Settings -> Settings -> Forms [side menu] -> Import/export blueprints -> Add -> complete the fields -> Import [drop-down] -> complete the column mapping -> Ok. |
| How do I create an export blueprint? | Navigate to Account Settings -> Settings -> Forms [side menu] -> Import/export blueprints -> Add -> complete the fields -> Export [drop-down] -> complete the column mapping -> Ok. |
| How do I create a combined blueprint? | Navigate to Account Settings -> Settings -> Forms [side menu] -> Import/export blueprints -> Add -> complete the fields -> Import/Export [drop-down] -> complete the column mapping -> Ok. |
| How do I use a blueprint to import data? | Select "Import" in the relevant part of BigChange. For example, to import job data, navigate to the Schedule tab. A drop-down box will appear in the pop-up. Select the blueprint you wish to use and then select the file containing the data. The columns should be automatically mapped. Providing they are mapped correctly, select "Import". |
| How do I use a blueprint to export data? | Select "Export" in the relevant part of BigChange. For example, to import job data, navigate to the Schedule tab. A drop-down box will appear in the pop-up. Select the blueprint you wish to use and then select the email address/BigChange user you wish the data to be sent to. The email will contain a link to enable the data to be downloaded. |
| What data can I import using a blueprint? | Jobs, job group templates, stock and equipment, contacts, contact job groups, contact job group rates, contact predefined invoice item price list, contact stock item price list, contact persons, contact rates, resources, vehicles, predefined invoicing items and fuel report. |
| What data can I export using a blueprint? | Jobs, job group templates, stock and equipment, contacts, contact job groups, contact job group rates, contact predefined invoice item price list, contact stock item price list, contact persons, contact rates, contact notes, resources, vehicles, predefined invoicing items, web users, sales opportunities and financial documents. |
| How do I lock a blueprint? | Navigate to Account Settings -> Settings -> Forms [side menu] -> Import/export blueprints -> select your blueprint -> Lock. |
Booking Site
| What is the booking site? | The booking site acts a customer portal, a place where your customers can sign-in and carry our variety of activities including booking jobs, downloading job cards, creating alerts and viewing job progress and history. Access to these activities can be restricted for customers, including at the user level. |
| How do I setup a contact specific booking site? | Navigate to the CRM tab -> Contacts -> select a contact -> Booking site [tab] -> complete the fields using the contact details (e.g. name and logo) -> Save. Now that person has access to the booking site, you need to email their password. To do this, select the person, followed "Email Password". |
| How do I provide access to the booking site? | Navigate to the CRM tab -> Contacts -> select a contact -> Persons [tab] -> select a person -> Edit -> Can access booking site [tickbox] -> select the relevant tickbox options -> Save. |
| How do I setup a generic booking site for all customers? | Navigate to Account Settings -> Settings -> Account -> Booking Site -> Default booking site settings -> complete all relevant fields -> Save -> Ok. |
| How do I make predefined invoicing items available in the booking site? | Navigate to Account Settings -> Settings -> Financial -> Predefined Invoicing Items -> select your item -> Edit -> Available on booking site [tickbox] -> Ok. |
CRM
| How do I add a contact into the CRM? | Navigate to CRM [tab] -> New Contact. To locate the contact, type the address in the search field within the map. You can also search business names and What3Words values. Select the correct address from the map suggestions. Complete all mandatory fields and select Save. |
| How do I add a primary person against a contact? | Navigate to CRM [tab] -> Select Contact -> Edit -> Persons [tab] -> Add. Complete all mandatory fields. When only one person is added to a contact, they will be selected as the primary person by default. If you have more than one person added to contact, select the contact followed by "Make Primary" |
| How do I add other persons against a contact? | Navigate to CRM [tab] -> Select Contact -> Edit -> Persons [tab] -> Add. Complete all mandatory fields. |
| How do I import multiple contacts into the CRM? | Navigate to CRM [tab] -> Contacts [tab] -> Import -> Contacts |
| How do I add contact custom fields? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Contact custom fields -> select Contact group -> Add. |
| How do I add persons custom fields? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Persons custom fields -> Add. |
| How do I update or edit my contact groups? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Contact groups -> select a contact group -> Edit. |
| How do I add a contact groups? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Contact groups -> Add. |
| How do I add a flag to a person? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Persons Flag. |
| Where are the contact custom fields in the CRM? | Contact custom fields can be found in the "Detail" tab of a contact. |
| What information is held in the overview tab of a contact? | The overview tab for a contact contains all recent activity for the contact, including jobs, notes, financial documents and sales opportunities. |
| How do I apply a credit limit to a contact? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Terms [tab]-> Credit limit [field]. |
| How do I change the payment terms for a specific contact? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Terms [tab]-> Default payment terms (number of days) [field]. |
| Where do I set the quote validity period for a specific contact? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Terms [tab]-> Default validity of quotes terms (number of days) [field]. |
| Where do I set the quote validity period? | Navigate to Account Settings -> Settings -> Account [side menu] -> Account settings -> Financial [section] -> Default validity of quotes (number of days) [field]. |
| How do add a file or attachment to a contact? | Navigate to the CRM tab -> Contacts -> select a contact -> Attachments [tab] -> Add. |
| What does "Send All" do in the CRM? | The "Send All" feature allows to you to send an email to all contacts displayed in the current view. If no filters are selected, using the "Send All" feature will sending a communication to all your contacts. |
| How do I create an article in the CRM knowledgebase? | Navigate to the CRM tab -> Knowledge Base [side menu] -> New article -> complete the relevant fields -> Save. |
| How do I tag a knowledgebase article? | When creating or editing a knowledge base article, tags can be created in the "Tags" field. Type name of the tag and press enter on your keyboard. Multiple tags can created. By use the newly created tags, select the relevant tickboxes. |
| How do I search the knowledgebase? | Navigate to the CRM tab -> Knowledge Base [side menu] -> Tags. |
Domestic Reverse Charge
| How do I setup domestic reverse charge? | You must first setup a code for it in the administration section. Once a code has been created, it must be added to all relevant contacts. |
| What is domestic reverse charge? | Domestic reverse charge is a change in the way VAT is collected for certain goods and services. Under this scheme, the customer pays the VAT directly to HMRC instead of the supplier. The customer can then claim back the VAT as input tax, subject to the normal rules. |
| How can I add a domestic reverse charge profile to a contact? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab]-> complete all relevant fields -> Add VAT Profile -> Domestic Reverse Charge [Scheme field] -> complete mandatory fields -> Add Tax Code Replacement -> Standard VAT code e.g. T1 [Original tax code) -> DRC Vat Code e.g. T21 -> Save. |
| How do I specific which items are non-eligible for domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> Item type [radio button] -> Save. |
| How do I setup a domestic reverse charge code? | Navigate to Account Settings -> Settings -> Financial [side menu] -> VAT codes -> Add. Enter a code, VAT % and optional description. T21 is commonly used as the code for domestic reverse charge. Set the % to 0. Give the code the description "Domestic Reverse Charge" and save. Select the T21 code -> Edit -> Profiles [tab] -> Domestic Reverse Charge [tickbox] -> Save. |
| How do I exclude all free text items I've added to a financial document from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> All free text items [Item type radio button] -> Save. |
| How do I exclude all Job type rates from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> All job type rates [Item type radio button] -> Save. |
| How do I exclude all rating tables from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> All rating tables [Item type radio button] -> Save. |
| How do I exclude all predefined invoicing items from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> All predefined invoicing items [Item type radio button] -> Save. |
| How do I exclude all predefined invoice item sets from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> All predefined invoicing items [Item type radio button] -> Save. |
| How do I exclude specific Job type rates from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> Job type rates [Item type radio button] -> Job types [drop-down] -> Save. |
| How do I exclude specific rating tables from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> Specific rating table [Item type radio button] -> Rating tables [drop-down] -> Save. |
| How do I exclude specific predefined invoicing items from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> Predefined invoicing item [Item type radio button] -> Predefined invoicing item [drop-down] -> Save. |
| How do I exclude specific predefined invoice item sets from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> Predefined invoicing item [Item type radio button] -> Predefined invoicing item [drop-down] -> Save. |
| How do I exclude all stock from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> All stock [Item type radio button] -> Save. |
| How do I exclude all specific stock from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> Stock [Item type radio button] -> Model [drop-down] -> Save. |
| How do I exclude product categories from domestic reverse charge? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> VAT [tab] -> select VAT Profile -> Non eligible items -> Add non-eligible items -> Product category [Item type radio button] -> Product category [drop-down] -> Save. |
Entity Data Fix
| What is the entity data fix? | This feature in BigChange allows you to fix data errors for jobs, notes financial documents and contacts within your system. |
| How do I change the contact of a job using entity data fix? | Navigate to Account Settings -> Settings -> Account [side menu] -> Entity data fix -> Jobs [drop-down] -> Job reference -> Contact [Field to change] -> Contact [field] -> select the relevant tickboxes -> Update entity -> Save -> Close. |
| How do I merge contacts? | You can merge contacts using the entity data fix feature. Navigate to Account Settings -> Settings -> Account [side menu] -> Entity data fix -> Contact merge [drop-down] -> use the Reference search box to find your duplicate contact -> From [tickbox] -> To [tickbox] -> select the relevant tickboxes -> Merge entities -> Ok -> you will be prompted to view the contacts before proceeding -> Merge entities -> Save -> Ok. |
| How do I re-assign a financial document using entity data fix? | Navigate to Account Settings -> Settings -> Account [side menu] -> Entity data fix -> Financial document [drop-down] -> Reference [note] -> select the relevant tickboxes -> Contact [Field to change] -> Contact [field] -> Update entity -> Save -> Close. |
| How do I re-assign a note using entity data fix? | Navigate to Account Settings -> Settings -> Account [side menu] -> Entity data fix -> Note [drop-down] -> Reference [note] -> Contact [Field to change] -> Contact [field] -> Notes [tickbox] -> Email recipient [tickbox] -> Update entity -> Save -> Close. |
Expenses
| How do I add an expense? | Expenses can be added to BigChange and the BigChange app. To add an expense to the system, navigate to the Fleet & Resources tab -> Resources [side menu] -> select a Resource -> Expenses [tab] -> Add -> complete the mandatory fields -> Save. |
| How do I change the status of an expense to approved? | Navigate to the Fleet & Resources tab -> Resources [side menu] -> select a Resource -> Expenses [tab] -> select an expense -> Status [field] -> Save. The "Mark all" option allows to select multiple expenses and updating their status at the same time. |
| How do I change the status of an expense to rejected? | Navigate to the Fleet & Resources tab -> Resources [side menu] -> select a Resource -> Expenses [tab] -> select an expense -> Status [field] -> Save. The "Mark all" option allows to select multiple expenses and updating their status at the same time. |
| How do I change the status of an expense to queried? | Navigate to the Fleet & Resources tab -> Resources [side menu] -> select a Resource -> Expenses [tab] -> select an expense -> Status [field] -> Save. The "Mark all" option allows to select multiple expenses and updating their status at the same time. |
| How do I report on expenses? | Navigate to the Analytics & Reports tab -> Finance [section] -> Expenses Report. Set the report parameters using the filters in the side menu and then select "View". You can also schedule a report using the side menu options. |
| How do I create expense categories? | Navigate to Account Settings -> Settings -> Forms [side menu] -> Expense categories -> Add -> complete the relevant fields -> Ok. |
| How do I configure settings for expense types? | Navigate to Account Settings -> Settings -> Forms [side menu] -> Expense categories -> select expense category -> Edit -> Ok. |
File Library
| How do I add files to the file library? | Navigate to Account Settings -> Settings -> Forms [side menu] -> File library -> File group -> Add -> give your file a name -> Ok -> File library [section] -> Add -> Select a file to upload [link] -> complete the fields -> Save. |
| How do I update a file in the file library? | Navigate to Account Settings -> Settings -> Forms [side menu] -> File library -> select file -> Edit -> Upload new version -> complete the fields -> Ok -> Save. Please note, whilst all file versions will remain in BigChange, only the most recent version will be accessible from the BigChange App. |
| How do I set permissions and usuages files in the file library? | Navigate to Account Settings -> Settings -> Forms [side menu] -> File library -> select file -> Edit -> Save. |
Finance
| Where do I add payment terms into BigChange? | Navigate to Account Settings -> Settings -> Account -> Account settings -> Financial [section] -> Default payment terms (number of days) [field]. Enter the relevant number of days into this field. |
| How do I assign automatic references to financial documents? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Financial documents & Sales Ops -> select Document Type -> Automatic Reference |
| How do I add a predefined invoice item? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Predefined Invoicing items -> Add. Complete all the mandatory fields. |
| Where do I add our VAT registration number? | Navigate to Account Settings -> Settings -> Account -> Account settings -> Financial [section] -> VAT registration number [field]. |
| Where do I add our company bank account details? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Bank accounts -> Add [button] |
| Where do I add VAT codes? | Navigate to Account Settings -> Settings -> Financial [side menu] -> VAT Codes -> Add |
| Where can I assign a template to a financial document? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Financial documents & Sales Ops -> select Document Type -> Edit -> Detail [tab] -> Default document template [drop-down] |
| How do I set the default VAT code? | The first VAT code added will be set to default. |
| How do I add flags to financial documents? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Financial documents & Sales Ops -> select Document Type -> Edit -> Flags [tab] -> Add [button] |
| How do create a financial document? | Financial documents can be created in the CRM, either from the Financial side menu or, from a contact. 1. Navigate to CRM [tab] -> Financial Documents [side menu] -> New Financial Document. 2. Navigate to CRM [tab] -> Contacts [side menu] -> select a contact -> Edit -> Financial [tab] -> Add. Complete all mandatory fields and line items. |
| How can I preview financial documents? | When creating a financial document, select the option "Save and view" to preview. |
| How do I download a financial document? | Navigate to CRM -> Financial documents [side menu] -> select your financial document -> File |
| How do I mark a financial document as sent? | Navigate to CRM -> Financial documents [side menu] -> select your financial document -> Mark sent to customer |
| How do I assign a financial document to a job? | Navigate to CRM -> Financial documents [side menu] -> select your financial document -> Assign to job |
| How do I edit a financial document? | Navigate to CRM -> Financial documents [side menu] -> select your financial document -> Edit |
| How do I delete a financial document? | Navigate to CRM -> Financial documents [side menu] -> select your financial document -> Delete |
| How do I cancel a financial document? | Navigate to CRM -> Financial documents [side menu] -> select your financial document -> Edit -> Cancel document |
| How do I create a job from a quote? | Navigate to CRM -> Financial documents [side menu] -> select your quote from the list of financial documents -> Assign to Job -> New job. Complete all mandatory fields and save. |
| How do create an invoice from a job? | Navigate to View job -> Financial [tab] -> Create new financial document -> Invoice [document type radio button] -> Save |
| How do I add nominal codes? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Nominal codes -> Add. |
| How do I department codes? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Department codes -> Add. |
| What are nominal codes? | Nominal Codes are specific codes assigned to each item of income/expenditure within your financial accounts, to help differentiate between their purpose. |
| What are department codes? | Departments are codes that you can add to profit and loss nominal accounts, to help keep track of your income and expenses. |
| How do I group predefined invoice items into a set? | First, you need to create a set. To do this, navigate to Account Settings -> Settings -> Financial -> Predef. Invoice items' set -> Add. Give your set a name and colour. You now need to add your pre-defined invoice items into the set. To do this, navigate to Account Settings -> Settings -> Financial -> Predefined Invoicing items -> Set [field] -> Add -> select Set -> Quantity [field]. Select "Ok" to save. |
| What is a predefined invoice set? | Predefined invoice item sets are collections of predefined invoice items. These can be added to financial documents and jobs, saving you time from adding these individually. |
| What are predefined Invoice Items? | Predefined invoice items pre-saved financial line items containing a reference, description, cost & selling price, along with VAT/Nominal/Department codes (if applicable), which have been set within BigChange. By using pre-defined invoice items, you can save time over using the ‘free text’ line items, and is particularly useful for chargeable items which you do not store (e.g, postage and packaging). Please note that although the pre-defined invoice item values are saved within account settings, they can be changed on a case by case basis when added to the financial document. |
| What are VAT rate periods? | VAT rate periods determine when a VAT rate will be active from. This is a useful feature when you know when VAT rates are due to change and become effective. |
| How do I add a set of predefined invoice items to financial document? | Navigate to the CRM tab -> Financial Documents -> New financial document -> select a contact [field] -> select Document type [radio button] -> Add predefined item -> Set [field] -> Add. |
| How do I setup contact specific pricing? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Price list [tab] -> Add -> Type [radio button] -> complete the mandatory fields -> Save. |
| How do I setup contact specific rates? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Rates [tab] -> Add rate. |
| How do I add discounts to contact rates? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Rates [tab] -> Add discount. |
| How do I add fixed discounts to contact pricing? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Price list [tab] -> Add -> Type [radio button] -> Fixed price [Discount radio button] -> Discounted price [field] -> Save. |
| How do I add percentage discounts to contact pricing? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Price list [tab] -> Add -> Type [radio button] -> Percentage [Discount radio button] -> Percentage [field] -> Save. |
| How do I add fixed markups to contact pricing? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Price list [tab] -> Add -> Type [radio button] -> Fixed price [Discount radio button] -> Discounted price [field] -> enter a minus and markup value -> Save. By using a minus (-) value, BigChange will recognise this as a markup, not a discount. |
| How do I add percentage markups to contact pricing? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Price list [tab] -> Add -> Type [radio button] -> Percentage [Discount radio button] -> Percentage price [field] -> enter a minus and markup percentage -> Save. By using a minus (-) percentage, BigChange will recognise this as a markup, not a discount. |
| How do I contact specific pricing from one contact to another? | Navigate to the CRM tab -> Contacts -> select a contact -> Financial [tab] -> Price list [tab] -> Copy -> Contact [drop-down] -> Copy. |
| How do I setup a contract? | To create a contract, navigate to the CRM tab -> Financial Documents [side menu] -> Contracts [tab] -> New Contract. |
| What is a contract in BigChange? | Contacts act as a virtual folder where you can store financial documents, jobs and attachments for a particular agreement. |
| How do I create recurring invoices using contracts? | Navigate to the CRM tab -> Financial Documents [side menu] -> Contracts [tab] -> New Contract. |
| How do I export the jobs from a contract? | Navigate to the CRM tab -> Financial Documents [side menu] -> Contracts [tab] -> select a contract -> Edit -> Jobs -> Export CSV -> confirm the email address -> Select export blueprint to use [radio button] -> Export. |
| How do I import jobs into a contract? | Navigate to the CRM tab -> Financial Documents [side menu] -> Contracts [tab] -> select a contract -> Edit -> Jobs -> Import. |
| What are rating tables? | Rating tables can help you to quickly calculate the cost of a job and help you to fix the costs of items and work appropriately. There are different types of rates within BigChange, those associated with a specific contact and those which apply to specific Job Types. Both types of rates can be used to create Rating Tables that will automatically calculate pricing for your Financial documents. |
| How do I consolidate financial documents? | Navigate to the CRM tab -> Financial Documents [side menu] -> filter your documents to a single contact -> Not Sent [status filter] -> Not Cancelled [state filter] -> filter a single document type (e.g. Invoice) -> Consolidate -> select the relevant option -> Ok. |
Job Types
| How do I add a job type? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types -> Add [button]. Complete all mandatory fields and select Save. |
| How do I set a default duration time for a job? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types. When adding a new job type, or editing an existing one, enter the number of minutes for the job type in the "Default Job Duration" field. |
| How do I set positive and negative completion statuses? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types. When adding a new job type, or editing an existing one, enter relevant statuses to the "Positive Results" and "Negative Results" fields. |
| How do I setup automatic referencing for my job types? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types -> select Job Type -> Automatic Referencing. Enter a reference prefix, format (number of digits in the reference) and number to commence from. For a installation job type, the reference prefix could be INS, the format 00000, and the next number 00001. |
| How can I create a job flag? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Flags -> Add [button]. Give your job flag a name, colour, and specify. whether it should be visible from with the BigChange app on resources devices. |
| How do I create job categories? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job categories -> Add. Give the category a name and using the tickboxes, determine whether this category applies to individuals jobs (job) or Group jobs (Group), or both. |
| How do I assign job catergories to job types? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types -> select job type -> Edit -> Default Job Category [drop-down] |
| How do I edit job type specfic device options? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types -> select job type -> Edit -> Device [tab]. Select the relevant tickbox options. |
| How so I apply rates to jobs types? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types -> select job type -> Edit -> Financial [tab] -> Rates [tab] Add |
| How so I apply invoice items to jobs types? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types -> select job type -> Edit -> Financial [tab] -> Invoicing [tab] -> Add. Please be aware, if creating a job from a quote, you may have duplicate financial lines against the job. E.g. they may have been included within the quote and setup as default invoice items for that job type. |
| How do I give custom descriptions for job rate line items? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types -> select job type -> Edit -> Templates. |
| How do I add contraints to a job? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types -> select job type -> Edit -> Contraints. Choose from time, resource and vehicle contraints (including a combination of some or all of these). |
Messages
| How do send a message to a BigChange app user? | Navigate to the Messages tab -> Send a message -> enter a resource name [Device icon] into the "to" field and complete all the remaining fields. |
| How do send a message to a resource? | Navigate to the Messages tab -> Send a message -> enter a resource name [Device icon] into the "to" field and complete all the remaining fields. |
| How do send a message to another web users? | Navigate to the Messages tab -> Send a message -> enter a web users name [Web user icon] into the "to" field and complete all the remaining fields. |
| How do I view messages sent? | Navigate to the Messages tab -> Display [side menu]. Use the filters to determine which messages you would like to view. |
MS Outlook Addin
| How do I setup the Microsoft Outlook add-in? | You will need to install the add-in. For an individual PC, navigate to MS Outlook and select "Get Add-Ins". In the search box, type "BigChange" and select "Add" followed by "Continue". The add-in should now be installed and visible in the top menu ribbon with MS Outlook .When using the add-in for the first time, you will be prompted to enter your BigChange sign-in details. From within Outlook, select "Add to Notes". |
| How do I import an email into a note? | From within MS Outlook, select "Add to Notes". When a contact has selected, you can either create a new note, or add the email to an existing note. If the note you wish to add your email to does not appear in the list, you can use the search box to find the relevant note. When all details have been added, select "Import Email to JobWatch". |
| How do I install the Microsoft Outlook add-in? | For an individual PC installation, navigate to MS Outlook and select "Get Add-Ins". In the search box, type "BigChange" and select "Add" followed by "Continue". The add-in should now be installed and visible in the top menu ribbon with MS Outlook |
MS Word Addin
| How do I use MS Word to create a template? | From within MS Word, select "Add Template Keyword". Save your document, upload it into BigChange and set a usage. This template will now be a selectable option when creating documents. |
| How do I install the MS Word add-in? | For an individual PC installation navigate to MS Word and select "Get Add-Ins". In the search box, type "BigChange for templates" and select "Add" followed by "Continue". The add-in should now be installed and visible in the top menu ribbon with MS Outlook. |
| How do I insert a keyword into a MS Word template? | Open your MS Word document -> Insert [menu] -> Add Template Keyword -> Insert Keyword or Formula -> select keyword -> Close. Formatting can be applied to the keyword, such as font type, size and colour. When all keywords have been added, check your template for errors by selecting "Validate Template". Providing there are no errors in the template, save the document. This document is ready to upload and given a usage. |
| How do I upload an MS Word document to be used a template? | Navigate to Account Settings -> Settings -> Account [side menu]-> Templates -> Add -> give your template a name -> Word document [template type radio button] -> Please drag and drop your Word document onto this window to upload -> Save & Close -> select the newly created template -> Edit -> Usage [tab] -> Add -> complete the relevant fields -> Save -> Close. |
My Settings
| How do I add an out of office? | Navigate to My Account -> My Settings -> Out of Office [section]. |
| How do I add my signature? | Navigate to My Account -> My Settings -> Signature [section]. |
| How do I setup white-labeling for my account? | Navigate to My Account -> My Settings -> White-labeling [section]. |
| How do I setup multi-factor authentication for signing in to BigChange? | Navigate to My Account -> My Settings -> Security [section] -> Create. |
| How do I update my web user details? | Navigate to My Account -> My Settings -> My Information [section] -> Edit. |
Notes
| How do I create a note type? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Note types -> Add. Complete the relevant fields and select "Ok" to save. |
| How do I create priorities for notes? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Note priorities -> Add. |
| How do I create priority sets for notes? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Priority set -> Add. |
| How do I add a custom field to a note? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Custom fields -> Note type [drop-down]. Complete the relevant fields and select "Ok" to save. |
| How do I add a workflow to a note? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Note types -> select note type -> Default workflow [field]. |
| How do I create a note workflow? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Note workflows -> Add. Complete the relevant fields and save. Re-open the workflow and select "Add" to start adding questions. A risk answers and conditional branching can be added. |
| How do I add note flags? | Navigate to Account Settings -> Settings -> Contact & Notes [side menu] -> Note flags -> Add. |
| How do I create a note from a contact? | Navigate to the CRM tab -> select a contact -> New note. |
| How do I create a note from CRM notes? | Navigate to the CRM tab -> Notes [side menu] -> New note. |
| How do I create a note from the search anything box? | Select the Search anything box, type a contact name, select "New note" from the relevant drop-down suggestion. |
| How do I create a note from a Sales Opportunity? | Navigate to the CRM tab -> select a sales opportunity -> Notes [tab] -> New note. |
| How do I create a note from a job? | From View job -> Messages & Notes [tab] -> Notes [tab] -> Add. |
| How do I create a note from stock or equipment? | Navigate to the Stock & Equipment tab -> select a stock / equipment -> Notes [tab] -> New note. |
| How do I complete a note? | From Add /edit a note, select "Add" button next to the "Progress" field. Add a comment if applicable, move the completion slider to 100% and save. Complete the note when prompted. |
| How can I add progress to a note? | From Add /edit a note, select "Add" button next to the "Progress" field. Add a comment, adjust the completion slider as required and save. |
| How can I tag a user in a note? | In the notes dialogue box, use the "@" symbol and type the name of the relevant user. |
| How do I add or update a flag to a note? | From Add /edit a note, select the "Note flags" tab. Select "Add", select the flag, enter any relevant comments and save. |
| How do I tag attachments to a note? | In the notes dialogue box, use the "#" symbol and type the name of the attachment. Attachments must be already uploaded to the note to be tagged. |
| How do I react to a note? | By hovering a note in the dialogue box, you will be presented with several actions, including like, dislike, love and celebrate. |
| How do I like, or dislike a note? | By hovering a note in the dialogue box, you will be presented with several actions, including like, dislike, love and celebrate. |
| How do I duplicate a note? | From Add /edit a note, select "Duplicate", complete the relevant fields and save. |
| How do I create an alert for an expiring note? | Navigate to the Alerts tab -> Create a new alert -> select the web user you are logged in as -> Has a note expiring [What field] -> select a note [link] -> Any note [radio button] -> enter 0 days [When field]. Enter the alert recipients and message. |
| Where can I find reports for notes? | Navigate to the Reports & Analytics tab -> Management [section] -> Notes report. |
Quotes
| How do I create a quote acceptance email? | To create the quote acceptance template, navigate to Account Settings -> Settings -> Account -> Templates -> Add -> give your template a name (e.g. Quotation) -> add your body text -> Quote accept link [keyword] -> Save. Select the newly created template -> Edit -> Usage [tab] -> Add usage -> Email [default format radio button] -> Financial document [type drop-down] -> Any time [job type drop-down] -> Quotation [document type drop-down] -> Save. |
| How do I create a quote acceptance link? | Use the "Quote accept link" keyword in templates. To configure the link, navigate to Account Settings -> Settings -> Financial documents & Sales Opps [side menu] -> Quotation -> Edit -> Quote acceptance [tab] -> Acceptance [tab] -> complete the relevant fields -> Acceptance Capture & Receipt [tab] -> Yes [Acceptance Capture & Receipt enabled radio button] -> complete the relevant fields -> Save. |
| How do I create a quote acceptance receipt? | Create an email a template using the online template editor, set the default format as "Email" and type as "Quote acceptance receipt". |
| How do I send a quote? | Once a a quote has been created, from the documents sub-tab within a contact, select File -> Email -> select the recipient -> select your template (e.g. Quotation) -> Send. |
Resources
| How do I create a resource group? | Navigate to Account Settings -> Settings -> Resources [side menu] -> Groups -> Add [button]. Give your resource group a name and then select Ok to save. |
| How do I assign a resource to a resource group? | Navigate to Account Settings -> Settings -> Resources [side menu] -> Add - edit -> select Resource -> Edit. Select a resource group from the Group drop-down box list. |
| How do I add a resource in the system? | Navigate to Account Settings -> Settings -> Resources [side menu] -> Add - edit -> Add [button]. Complete all the mandatory fields and select save. |
| How do I link a resource to a web users? | Navigate to Account Settings -> Settings -> Resources [side menu] -> Add - edit -> select Resource -> Edit. Scroll to the web user section and either select an existing web user or, create a new web user. Enter a contact email address for the resource, select a role, and specify whether the web user is only allowed to view their own details on the BigChange app (using the Web user only allowed to view his own resource tickbox). |
| How do I set the working hours of a resource? | Navigate to Account Settings -> Settings -> Resources [side menu] -> Add - edit -> select Resource -> Edit. Scroll to the Working Hours section and enter the relevant information, including their days of work, start and end times and start location. The start location defaults to the previous job location. Should you wish to set this to the home address of the resource, or your office/depot/warehouse, select the At a Contact option and select the contact. The contact must have been entered into the CRM to be selected as a start location. When all details have been entered, select Add. |
| How do I set the hourly rate of a resource? | Navigate to Account Settings -> Settings -> Resources [side menu] -> Add - edit -> select Resource -> Edit. Enter the monetary hourly rate and special hourly rate (if applicable), followed by the currency. |
| How do I create skills in the system? | Navigate to Account Settings -> Settings -> Resources [side menu] -> Resource Skills -> Add [button]. Give your resource skill a name and then select Ok to save. |
| How do I assign skills to resources? | Navigate to Account Settings -> Settings -> Resources [side menu] -> Add - edit -> select Resource -> Edit. Scroll to the Skills field and select Add. Select a skill from the drop-down box list, enter an expiry date and select Add to save. |
| What are the benefits of adding resource skills in the system? | By adding skills into the system, you can record the skills of resources. These may include qualifications, accreditations, and licences. You can create alerts in the system to notify you when skills are due to expire, ensuring these can be kept up to date. In addition, when using the Scheduling Assistant feature to help you schedule jobs, only resources with the required skills will be assigned to the job. |
| What is the phone book? | Organised at resource group level, this determines the contact details that resources will be able to see in the BigChange App within the phone book tab. You can also manually add phone numbers and specific which web users your resources can message using the BigChange App from their device. Select "Send" to save. |
| How is driver behaviour measured? | Driver behaviour is measured using key performance indicators including idling time, over-speeding, harsh acceleration, harsh breaking and cornering. Using these indicators, a driver score is generated by the system. To make the driver behaviour scores more relevant to your business, you can modify the scoring system by selecting appropriate metrics (such as the number occurrences of a particular behaviour) and it's importance. Scoring systems can be set across your entire business, or at the resource group level. |
| How do I add absence types into the system? | Navigate to Account Settings -> Settings -> Resources [side menu] -> Absence Types -> Add [button]. Give your absence type a name and colour. You will also need to specify whether the absence type should be deducted from a resources holiday allowance. |
| What does resource is tracked mean? | The real-time location of the resource will be displayed on the map. |
| What does can set themselves as a passenger mean? | This relates to driver behaviour scores. When a resource is a passenger rather than the driver, they can set themselves as a passenger so their driver scores are unaffected. |
| What does the resource license not active for JobWatch mean? | The resource has no licence assigned to them, meaning they do not appear on the schedule or have access to BigChange. When a resource leaves your business, this option can be selected to retain any necessary information within the system, but restrict your former employee from accessing BigChange. |
| What does the resource license only visible on schedule mean? | The resource will appear on the schedule and can have jobs assigned to them however, jobs will not transfer to the BigChange App on a device. This can be useful for office or non-field based employees who wish to use the schedule, assign tasks and use worksheets on BigChange. Resources will be able to sign-in to the BigChange App, but they will be restricted to completing timesheets, adding expenses and completing vehicle checks. |
| What does the resource license active for JobWatch mean? | The resource has access to the full functionality of the BigChange app. Jobs scheduled for this resource will appear on the BigChange on their device. This enables the resource to complete jobs on their device. |
| What does the resource license resource is sub-contractor mean? | This license is used when a job is subcontracted out and completed by a third party. This license allows the subcontractor to sign-in to a basic version of the BigChange app to complete the job, and any assigned worksheets questions. Access to app features is restricted to jobs; the subcontractor will not be able to complete vehicle checks, timesheets or add expenses. Licenses are charged on a per job basis. |
| What is tbe benefit of specifying the manager of a resource? | This enables alerts to be setup in BigChange and delivered to the appropriate people. |
Sales Opportunities
| How do I setup sales opportunity stages? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Financial documents & Sales Ops -> Sales Opportunity -> Edit -> Stages [tab] -> Add. |
| How do I setup sales opportunity probabilities? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Financial documents & Sales Ops -> Sales Opportunity -> Edit -> Probabilities [tab] -> Add. |
| How do I setup automatic referencing for sales opportunities? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Financial documents & Sales Ops -> Sales Opportunity -> Automatic Reference. |
| How do I create flags for sales opportunities? | Navigate to Account Settings -> Settings -> Financial [side menu] -> Financial documents & Sales Ops -> Sales Opportunity -> Edit -> Flags [tab] -> Add. |
| How do I create a sales opportunity? | Navigate to the CRM tab -> Sales Opportunities -> New sales opportunity. You can also a sales opportunity from the financial tab within the CRM contact record. |
| How do I update the stage of a sales opportunity? | Navigate to the CRM tab -> Sales Opportunities [side menu] -> select sales opportunity -> Edit -> Stage [field]. |
| How do I update the probability of a sales opportunity? | Navigate to the CRM tab -> Sales Opportunities [side menu] -> select sales opportunity -> Edit -> Probability [field]. |
| How do I update the due date of a sales opportunity? | Navigate to the CRM tab -> Sales Opportunities [side menu] -> select sales opportunity -> Edit -> Due date [field]. |
| How do I complete a sales opportunity? | Navigate to the CRM tab -> Sales Opportunities [side menu] -> select sales opportunity -> Edit -> Detail [tab] -> Status [drop-down]. |
| Where can I report on my sales opportunities? | Navigate to the Reports & Analytics tab -> Sales & Marketing [section] |
| How do I add a financial document to my sales opportunity? | Navigate to the CRM tab -> Sales Opportunities [side menu] -> select sales opportunity -> Edit -> Documents -> Add. |
| How do I create a job from a sales opportunity? | Navigate to the CRM tab -> Sales Opportunities [side menu] -> select sales opportunity -> Edit -> Jobs -> New job. |
| How do I add a flag to sales opportunity? | Navigate to the CRM tab -> Sales Opportunities [side menu] -> select sales opportunity -> Edit -> Flags -> Add. |
Scheduling
| How do I create a job from the Schedule tab? | From the Schedule tab, select "New Job". To create the job, you must complete the mandatory fields, contact - the job location, and job type - the type of job. By entering these details, some of the fields previously blank, will populate with information. You have the option to modify these as required. If you select Save, the job will appear in the "Unscheduled Jobs" side menu. It will remain unscheduled until a resource is assigned and a date and time is specified. You can also create a job by double clicking / tapping on a resources schedule. This will pre-populate the resource and date and time fields. To finish creating the job, you will need to complete the mandatory fields - contact and job type. Finally, you can create a job from the Schedule tab by selecting "Quick Job". Choose a contact, choose a job type, specify a when the job will take place, and assign a resource. |
| How do I create a job from the CRM? | Navigate to the CRM tab -> select a contact -> New Job. By selecting the drop-down, the same options from the Schedule tab will appear - New Job, Quick Job, New Group Job and Job Group Template. |
| How do you assign a resource to a job? | You can either drag an unscheduled job from side menu to the schedule, and drop it onto the relevant resource and date/time or, you can select the job from the unscheduled job side menu, select view and then manually enter this information into the job. |
| How do you set the date and time for a job? | You can either drag an unscheduled job from side menu to the schedule, and drop it onto the relevant resource and date/time or, you can select the job from the unscheduled job side menu, select view and then manually enter this information into the job. |
| How do you cancel all jobs for a resource? | Navigate to the Schedule tab, from the schedule view select the burger menu next to the name of the relevant resource. You can then select the option to cancel all jobs. |
| Why is the job status grey on the schedule? | This means the job as a scheduled status |
| Why is the job status light blue on the schedule? | This means the jobs is scheduled and has been sent to the resource. The job is now visible in the BigChange app on the resources device. |
| Why is the job status black on the schedule? | This means the jobs is currently suspended |
| Why is the job status red on the schedule? | This means the job was not completed |
| Why is the job status purple on the schedule? | This means the job is in progress |
| Why is the job status green on the schedule? | This means the job has been successfully completed |
| How do you use the Scheduling Assistant? | The Scheduling Assistant works on a value-based model, where it will recommend the cheapest resource for the job, based on their hourly rate, distance from the job and the cost of the journey. By using the drop-down filter options, including resource skills and vehicle attributes, the Scheduling Assistant will make suggestions of suitable resources and job start times. By selecting one these suggestions, you can then select "Schedule" and the job will be placed on the schedule with a scheduled status. |
| What is a job at risk? | This is a job that is at risk of not being started on time. For example, it may overlap with a preceding job or, there is insufficient driving time for the resource to arrive and start the job on time. |
| How do I add a recurrence to a job? | Navigate to the Schedule tab -> select a job -> Edit -> Recurrence [field] -> Edit. You will be presented with two options, "Recurrence" and "Recurrence Pattern". Recurrence patterns allow you to select pre-existing recurrence patterns; these are added by site administrators. Recurrence enables you to manually create your own recurrence for the job. Select Recurrence and complete the parameters you require. E.g, when the recurrence is required, how often it will recur and over what time period the recurring jobs will continue to be created for. For "Recur to" it is recommended you select "Unallocated jobs" so you can scheduled the job to a resource with availability. if for "Recur to" you select "Resource, once scheduled", the job will appear on the resources schedule not taking into account absence or availability. Select save to create the recurrence. |
| How can I delete a recurrence? | Navigate to the Schedule tab -> List View -> select Job -> Edit -> Recurrence [field] -> Edit -> Delete |
| What is a recurrence in BigChange? | Recurrences in BigChange generally refers to feature enabling you to create re-occurring jobs. |
| How long before a recurrence due date will the job appear in the system? | 3 months by default however, this setting can be changed by a site administrator in the administration section. |
| How do I create a Group Job? | Navigate to the Schedule tab -> New Group Job. At least one individual job will need to be created before you can save a group job. To add a job, select the Jobs tab -> Add a Job. |
| How do I add an existing job into a Group Job? | Navigate to the Schedule tab -> List -> Group Jobs [radio button] -> select Group Job -> Detail [tab] -> Import job. |
| How do find I Group Jobs? | Navigate to the Schedule tab -> List [tab] -> Columns -> Job group ref [tickbox]. Sort the data by column Job group ref. Alternatively, you can locate group jobs by selecting the "Group jobs" radio button in the Schedule list view filters. |
| How do I create a job group template? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job group template -> Add -> Detail. Complete all relevant fields. |
| How do I add financials to group job templates? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job group template -> select job group template -> Financial [tab]. Choose from "Financials taken from jobs within group" or "Fixed price". The first option will use any rates or invoice setup against the job type to generate the invoice items for the group. Fixed price will allow you to create a specific set of predefined invoice items for this template (replacing those that would have been generated your job types). |
| How do I create a job group template for recurring jobs? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job group template -> Add -> Detail -> Jobs in group are recurring [tickbox] |
| How do I create a recurrence pattern? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Recurrence patterns -> Add |
| How do I setup automatic referencing for job group templates? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job group template -> select job group template -> Automatic Reference. |
| How do I add a flag to a job? | 1. Navigate to the Schedule tab -> List [tab] -> select a job -> View -> Activity [tab] -> Job flags [tab] -> Add. 2. You can also add a flag from the schedule list view. From the Schedule tab, select the list view from filters in the side menu. Select "Columns" followed by the "Flag" tickbox. A job flags column will now be visible. You can add flag to a job by selecting the space in this column on the row that contains the information about the relevant job. |
| How do I create a group job using a job group template? | Navigate to the Schedule tab -> Job group template -> complete the relevant fields -> Create job group |
| How do I add a recurrence to a job using a recurrence pattern? | Navigate to the Schedule tab -> select a job -> Edit -> Recurrence [field] -> Edit -> Recurrence patterns [radio button] -> Recurrence pattern [drop-down]. Complete the relevant fields and select "Ok" to save. |
| How can I manually update the job activity information? | Navigate to the Schedule tab -> List [tab] -> select a job -> View -> Activity [tab] -> Job activity [tab]. |
| How can I manually update the customer activity information for a job? | Navigate to the Schedule tab -> List [tab] -> select a job -> View -> Activity [tab] -> Customer activity [tab]. |
Stock & Equipment
| How do I add stock categories? | Navigate to Account Settings -> Settings -> Stock & Equipment [side menu] -> Product categories -> Add -> give your category a name -> Save. |
| How do I add stock custom fields? | Navigate to Account Settings -> Settings -> Stock & Equipment [side menu] -> Stock item custom fields -> Product category [drop-down] -> Add -> complete the relevant fields -> Ok. |
| How do you add stock make and models? | Navigate to Account Settings -> Settings -> Stock & Equipment [side menu] -> Manage makes & models -> Add -> complete the relevant fields -> Save. |
| How do you add supplier information against stock? | Navigate to Account Settings -> Settings -> Stock & Equipment [side menu] -> Manage makes & models -> select a make and model -> Edit -> Suppliers [tab] -> Add -> complete the fields -> Save -> Detail [tab] -> Save. |
| How do I set non-serialised stock items as consumables? | Navigate to Account Settings -> Settings -> Stock & Equipment [side menu] -> Manage makes & models -> select a make and model -> Edit -> Detail [tab] -> Consumable [tickbox]. |
| How do I add stock items? | Navigate to the Stock & Equipment tab -> Add stock or equipment -> complete the fields -> Save. |
| How do I add equipment? | Navigate to the Stock & Equipment tab -> Add stock or equipment -> complete the fields -> Save. |
| How do I move stock to a location? | Navigate to the Stock & Equipment tab -> select Stock -> Move -> Location [radio button] -> Move. Please note, for consumable items, you will need specify a quantity too. |
| How do I move equipment to a location? | Navigate to the Stock & Equipment tab -> select Stock -> Move -> Location [radio button] -> Move. |
| How do I add stock to a job? | Navigate to the Schedule tab -> select job -> Edit -> Stock & Equipment [tab] -> Add a stock item -> complete the fields -> Save. |
| How do I add equipment to a job? | Navigate to the Schedule tab -> select job -> Edit -> Stock & Equipment [tab] -> Add a stock item -> complete the fields -> Save. |
| How do add a system? | To create a system, navigate to the Stock & Equipment tab -> Systems -> Create a system -> give your system a name -> Save -> Add equipment -> Serial number [drop-down] -> Add. To add the system to a job type, navigate to Account Settings -> Settings -> Schedule -> Job types -> select job type -> Edit -> Detail [tab] -> Use systems with equipment [tickbox] -> Save. To add a system to a job, create a new job, selecting the job type which has a system created against it. A new field "Systems" will now be visible. Select "+" and choose your system. |
| How do I add a consignment? | Stock & Equipment tab -> Consignments -> Create a consignment -> Add -> give your consignment a name -> Save -> Add stock or equipment -> Serial number -> Add -> Close. To add a consignment to a job, create a new job -> Stock & Equipment [tab] -> Add a stock item -> Consignment [radio button] -> complete the remaining fields -> Add. |
Templates
| How do I create a template? | Navigate to Account Settings -> Settings -> Account -> Templates -> Add. You can create a template using either the online template editor, or a word document. Please note, to use a template, you must give the template a usage. |
| How do I create a template using the online template editor? | Navigate to Account Settings -> Settings -> Account -> Templates -> Add -> Online editor. Complete the relevant fields and save. Please note, to use a template, you must give the template a usage. |
| How do I create a template using a word document? | Navigate to Account Settings -> Settings -> Account -> Templates -> Add -> Word document. Complete the relevant fields and save. Please note, to use a template, you must give the template a usage. |
| How do I set a usage for a template? | Navigate to Account Settings -> Settings -> Account -> Templates -> select your template -> Usage [tab] -> Default format [radio button] -> Type [drop-down]-> Job type [drop-down] -> Save. |
| How do I add a job confirmation link into a template? | From the online text editor, Insert Keyword -> Jobs [tab] -> Job [keyword list] -> Confirmation Link -> Add. |
| How do I create a job card email template? | Create your template and set the usage "Default format" as "Email" and "Type" as "Job card". |
| How do I create an alert email template? | Create your template and set the usage "Default format" as "Email" and "Type" as "Alert email". |
| How do I create a job confirmation email template? | Create your template including a job confirmation link, and set the usage "Default format" as "Email" and "Type" as "Job confirmation". |
The Map
| How do I view resources on the map? | Navigate to the Map tab -> Resources [icon]. |
| How do I view vehicles on the map? | Navigate to the Map tab -> Vehicles [icon]. |
| How do I add territories to the map? | Firstly, you need to create a territory group . To do this, navigate to Account Settings -> Settings -> Contacts & Notes -> Territory groups -> Add -> give your territory a name -> OK. Navigate to the Map tab -> View icon -> Territories -> Manage -> Create -> Group [drop-down -> Name -> Colour -> Shape [icon] -> Save. |
| How do I use the map to view contacts? | Navigate to the Map tab -> View icon -> Contacts [tickbox] -> complete the filter options. |
| How do I use the map to view stock and equipment? | Navigate to the Map tab -> View icon -> Stock items [tickbox] -> complete the filter options. |
| How do I use the map to view upcoming jobs? | Navigate to the Map tab -> View icon -> Jobs [tickbox] -> complete the filter options. |
Timesheets
| How can I add a timesheet activity? | Navigate to Account Settings -> Settings -> Forms -> Timesheet activities -> Resource group -> Add. Once created, select an activity to link it to a worksheet. When all changes have been made, select "Send". |
| How do I add timesheet worksheets? | Navigate to Account Settings -> Settings -> Forms -> Timesheet worksheets -> Add. Complete the relevant fields and save. |
| How can I view timesheet worksheets? | Navigate to Fleet & Resources tab -> Resources [side menu] -> select Resource -> Timesheet [tab] -> select an activity to view the worksheet -> |
| How do I run a timesheet activities report? | Navigate to the Analytics & Reports tab -> Timesheets [section] -> Timesheet Report. Set the report parameters using the filters in the side menu and then select "View". |
Vehicles / Fleet
| How do I add a vehicle group? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Groups -> Add [button]. Give your vehicle a name and select Ok to save. |
| How do I add a vehicle? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Add - edit -> Add Vehicle. Complete all mandatory fields and select Ok to save. |
| How do I fix a vehicle to a resource? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Add - edit. When adding a new vehicle, or editing an existing one, select the "Yes" radio button option for the "Fixed Resource" field. This option should only be set to yes if a vehicle is only ever used by the same person. |
| How do I setup vehicle check ticksheets? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Vehicle checks -> Ticksheets [tab] . Select the relevant vehicle type in the filter section. To add a new vehicle check, select Add in the vehicle check section. Select the vehicle type and enter a defect name (e.g. brakes). Select the "At Risk" tickbox if the defect makes the vehicle dangerous to drive. Select the "Requires a photo if defect" tickbox if the defect requires a photo to be taken e.g. bodywork damage. Select Ok to save all the information you've entered. To update the BigChange app on the devices of all resources driving vehicles in that particular vehicle group, select "Send". |
| How do I change the frequency of vehicle checks? | Navigate to Account Settings -> Settings -> Account [side menu] -> Account Settings -> Other Device Settings. Enter a number in the field "Delay (in days) before a vehicle check expires and prevents a job to be started until a new check is done". By default, this is set to 0, meaning it never expires. It is recommended you set this to 1, making completing a daily vehicle check mandatory. |
| What are vehicle attributes? | These are the characteristics of your vehicles; in BigChange they are the vehicle equivalent to skills for resources. Attributes can be permanent, or given an expiry date. Expiry dates are added when adding or editing individual vehicles. Attributes can be specified as being required to particular job types; they can also be used as a filter field when using the Scheduling Assistant feature. |
| How do I create a vehicle attribute? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Vehicle attributes -> Add [button]. Give your attribute a name and select Ok to save. |
| How do I create a vehicle defect flag? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Vehicle Defect Flags -> Add [button]. |
| How do I create severities? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Severities -> Add [button]. |
| How do I manage defects? | Navigate to the Fleet & Resource tab -> Defects [tab] -> Ticksheet defects or Worksheet defects [radio button] -> select your vehicle. |
| How do I consolidate defects? | Navigate to the Fleet & Resources tab -> Defects -> Select your vehicle -> Open defects [tab] -> select defect -> Consolidate -> Choose the original defect you wish the duplicate defect to be consolidated with -> Consolidate. |
| What do I do if the same defect has been reported more than once? | You can consolidate the defects. To do this, select to view your vehicle from the Fleet & Resources tab -> Open defects [tab] -> select defect -> Consolidate -> Choose the original defect you wish the duplicate defect to be consolidated with -> Consolidate. |
Web Users
| How do I create a web user? | Navigate to Account Settings -> Settings -> Web Users [side menu] -> Add - edit -> Add [button] |
| How do I edit a web user password? | Navigate to Account Settings -> Settings -> Web Users [side menu] -> Add - edit -> select Web User -> Edit. You can manually enter a password into the password fields or you can leave them blank. If you choose to leave them blank, upon saving, an invite email will be sent to the user prompting them to generate a password. |
| How do I assign groups to web users? | Navigate to Account Settings -> Settings -> Web Users [side menu] -> Add - edit -> select Web User -> Edit. Select a Group from the drop-down list |
| How do I create web user groups? | Navigate to Account Settings -> Settings -> Web Users [side menu] -> User groups -> Add [button] |
| What does inactive user mean? | The user cannot login or access BigChange. |
| What does active user mean? | The user can login and access BigChange using their email and password. |
| What does user linked to a resource mean? | This user can be granted access permissions or set restrictions set against your resources. This doesn’t take up any licenses. |
| What does user for integration mean? | This is used to create automations within the system and setup integrations between BigChange and financial packages, Sage or Xero. |
| What can an administrator do in the system? | This gives the user full administrative access to the system without any restrictions. |
| What can a basic user do in the system? | This gives the user view-only access to the system; they will not be able to create, edit, delete or cancel anything. |
| What can a basic JobWatch user do in the system? | This gives resources basic BigChange App functionality. |
| What can a manager user type do in the system? | This gives the user access to all the features of BigChange. They will be able to create, edit, delete and cancel entities however, they will not have administrative access to the administration section of the system. |
| How do I set restrictions against web users? | To create or edit restrictions, navigate to Account Settings -> Settings -> Web Users [side menu] -> Restrictions. You set restrictions against an individual web user or a user group. By selecting the tickboxes, you can set the specific restrictions you wish to impose. |
| How do I create custom roles? | Navigate to Account Settings -> Settings -> Web Users [side menu] -> Roles -> Add [button]. Give your custom role a name and select the permission you wish to grant the user using the tickboxes. |
White-labeling
| What is white-labeling? | White labelling is used to customise the identity of outgoing communications from the system, including email and SMS. |
| How to edit white-labeling? | Navigate to Account Settings -> Settings -> Account [side menu] -> Account Settings -> White labeling |
Worksheets
| How do I create a worksheet? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Worksheets -> Add |
| How do I lock a worksheet? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Worksheets -> select Worksheet -> Lock |
| How do I set a default worksheet for a job type? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Job Types -> select Job Type -> Edit -> Default Worksheet [field]. To save time, it is recommended you either select the option "First worksheet appears as soon as the job is started" (if you only have one worksheet), or you select "Display worksheet list appears as soon as the job is started" if you have multiple worksheets. |
| What does completion time for back office mean? | This the time when a web user (with sufficient access) can add information onto a worksheet. It is recommended this is set to "At any time". Selecting "N/A" will restrict the web user from editing this worksheets answers at any time. |
| What does completion time for resource mean? | This the time when a resource completes the worksheet on the BigChange app from their device. Selecting "N/A" will not allow the worksheet to be completed on the app. "At any time" means the worksheet can be completed by a resource before, during and after the job. It is recommended you select "Before completing the job" to ensure all mandatory questions are answered by the job is marked as complete. |
| What does completion time for booking site mean? | This is for worksheets to be sent out to customers, such as satisfaction surveys. |
| What does share with job contractors mean? | By selecting this tickbox, the worksheet will be accessible to subcontractors. |
| How do I use conditional branching for worksheets? | Conditional branching allows you to trigger additional questions or actions within a worksheet from the answers given for a previous question. Navigate to Account Settings -> Settings -> Schedule [side menu] -> Worksheet Types -> select Worksheet -> Edit -> select a question -> Conditional branching. |
| How so I add a worksheet to a job using conditional branching? | When creating conditional branching for a worksheet, you can add a worksheet to a job using the "Go to worksheet" or "View worksheet" options |
| How do use the force result option? | The force result option can be added within conditional branching. It forces the job to be completed with a specific result. The result must be available for the job type the worksheet is applied to). |
| How can I test a worksheet? | Navigate to the Schedule tab and create a new job. Select your worksheet from the "Worksheet" drop-down field. Select the "Worksheets" tab. Answer your worksheet questions to test. Do not save the new job. |
| How do I setup vehicle check worksheets? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Vehicle checks -> Worksheets [tab] -> Add -> complete the relevant fields -> Save. Re-open the worksheet and start adding questions. |
| How do I add a vehicle check worksheet to a vehicle? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Add - edit -> select a vehicle -> Worksheets for vehicle checks [drop-down]. To copy these vehicle worksheets to other vehicles, or vehicle groups, select "Copy worksheets". |
| How do I convert my vehicle ticksheets into worksheets? | Navigate to Account Settings -> Settings -> Vehicles [side menu] -> Vehicle checks -> Ticksheets [tab] -> select your vehicle type -> Convert to worksheet -> complete the relevant fields -> Add. |
| What is a 3rd party worksheets? | A 3rd party worksheet is a worksheet that is sent to a customer. |
| How do I configure a worksheet to be completed by a customer? | Navigate to Account Settings -> Settings -> Schedule [side menu] -> Worksheets -> Add -> N/A [Completion time for back office drop-down] -> N/A [Completion time for resource drop-down] -> After job completion [Completion tome for booking site drop-down] -> Save. Select newly created worksheet -> Edit -> add your questions -> Save. For the customer to access the worksheet, an email template must be created with keyword "Worksheet link". Save the template and set a usage. Finally, the worksheet must be added to a job before it's started. The easiest way to do this is to set the worksheet as default against job type. |
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