The “Today for Me” section of the office screen details any tasks or correspondences assigned to the users which are relevant for today. This section details both internal and customer events you may need to complete or reschedule. Each item in the section has multiple options available, which is detailed below.
Creating Correspondences
Correspondence records allow users to create and schedule phone calls, make notes for important emails, and much more. The following correspondence types can be created by office users and optionally attached to the customer, location, or job records.
You can create all types of correspondence records by opening any customer, location, or job and visiting the correspondence folder. From there, click the “Add Correspondence” button and select the type of correspondence you’d like to create.
My Text Messages
This feature is part of the Text Messaging Add-on for Smart Service, which you can learn more about here. This section of “Today for Me” displays the total number of unread text messages sent by customers.
My To-Do's
You can create, assign, and complete to-do’s using this option. A to-do is assigned to a specific user, given a priority, and assign a due date for the task You can complete a to-do by marking the ‘Complete’ box.
To-Do’s, unlike reminders, are not scheduled events. They can be completed at any time and aren’t found on the schedule.
Use To-Do’s to delegate internal tasks to other office users. You can also set a priority level for the task and a general due date for when the task should be completed.
You can create and assign new To-Do’s by clicking “Add To-Do” at the top right-hand corner of the screen. Please remember that since To-Do’s aren’t scheduled events, they will not appear in iFleet, the schedule, or Google Calendar.
My Phone Calls
A phone call is one of several correspondences that can be attached to a customer, location, or job. You can click here to create or view phone calls assigned to you.
Phone call correspondences will be listed with the oldest incomplete call first. You can click on a phone call record to see additional features and details about the customer or job the phone call is attached to. Phone call correspondences will make an appearance on the schedule and Google Calendar, and iFleet with the proper permissions.
There are several options for phone call correspondences. As mentioned earlier, phone calls can be attached to a customer, location, job or nothing at all. To attach a phone call to a specific record, select the record type by clicking the binoculars icon.
You can customize the options available in the “Call Results” dropdown via Smart Service Settings, which you can learn more about here.
My Reminders
Reminders are another form of correspondence that can be scheduled to an office user. Its purpose is to remind the user to complete a task; the results of that task can also be noted within the reminder. Restock reminders will also appear here.
Reminders can be used for various things such as restock reminders, sick days, and scheduled tasks. These reminders will appear on the Smart Service and Google calendars, and in iFleet with the proper permissions. Notes can be added to the reminder to keep track of what progress was made.
You can also create reminders by right-clicking on the calendar in the same way you create jobs.
My Jobs
Any jobs assigned to you which have yet to be posted will appear here. You also have the option to create jobs using the option in the top right-hand corner.
Although most office users may not have jobs assigned specifically to them. Those who are both scheduling and performing services will find this section useful. You can click on any job assigned to yourself here to open, edit, and complete them.
My PM's
If any assets are coming due for service, you will receive a PM notification here. You can set these notifications up for vehicles or other company-owned equipment.
This feature will see great use by those working with iFleet, as once you set up your assets in Smart Service Settings, you will receive preventative maintenance reminders when your vehicles and equipment pass the maintenance threshold set.