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About Formitize

Formitize is a mobile business solution to help you improve operational efficiencies and get paperless! We work in more than 250 industries all over the world. The solution includes a mobile app for mobile environments and a secure web based management portal for desktop environments.

The Formitize product is an all in one solution that includes CRM, Job Management, Scheduling, Document Management, Sales Pipeline, Quote and Invoicing Solutions together with flexible forms that can be adapted to any industry or business process.

Our goal is to help you get your business paperless and operating as efficiently as possible.
Every client is different and is looking for different functionality so we have a range of solutions available.
The Solution Modules work beautifully together as a total business solution or you can select just the modules that you need.

Features include:

Smart Mobile Forms
CRM - Customer Database
Job Scheduling, Dispatch and Management
Sales Pipeline & Lead Management
Workflows & Automation
Quoting, Invoicing & Purchasing
Task Management
Work Safety Solutions
Document Management
Franchise Solutions

Let us know what you are looking for and how we can help.

Although Formitize works with Government Agencies and many of the world’s largest corporations we also have a real passion for helping small business and have helped thousands of very small businesses all over the world.

Formitize are in more than 250 industries globally including Aeronautical, Audit Survey, Chemical, Call Centers, Construction, Communication, Education, Environmental, Facility Management, Field Sales and Service, Financial Services, Food and Hygiene, Health and Safety, Healthcare, Hospitality, Inspections, Manufacturing, Merchandising, Mining, Pest Control, Production, Professional Services, Property, Retail, Transport, Utilities, Agriculture, Councils and Government.

In a nutshell, Formitize can help any business that uses paper away from their office desks.

We have more than 250 industry solutions covering most major sectors, especially those that have field based activities, inspections, audits and reports generated away from the office. We adapt the solution for both the industry and the countries that are using it.

Our general solutions include:


Smart Mobile Forms
CRM - Customer Database
Job Scheduling, Dispatch and Management
Sales Pipeline & Lead Management
Workflows & Automation
Quoting, Invoicing & Purchasing
Task Management
Work Safety Solutions
Document Management
Franchise Solutions

We want to make sure you understand and love Formitize before you invest any money, so we offer a proof of concept free trial. There is no cost, no obligation and no credit card details are requested, we just want you to see for yourself how we can help. If you have a particular paperwork pain point in your business, we will happily Formitize your form for you and convert it into a smart mobile form with awesome features and workflows to show you what it can do and how it will help. If you would like more help with your Formitize Free Trial please contact us at info@formitize.com
 

There are two parts to Formitize:

1. The App, which is all about collecting information in the field as efficiently as possible.

 
2. The Management Portal, which has lots of features but it’s core functions are to build forms, create jobs to send to the App users and then to receive the completed forms back from the App and process the information.​


It is really important to us to prove that we are the right solution for you. So we offer a Free Trial period to test Formitize and see how it will work for you. To help with this trial, we also offer to build one of your forms for you for free as a proof of concept.

Formitize includes a Form Wizard and a DIY Form Builder so you can create your own forms, but let us help you get your Free Trial off to a great start by building your form for you.

If you would like help with your forms please contact info@formitize.com

Getting Setup

Each user will be sent a confirmation email with their own Login details when an account is created and users are added. The Administrator of your account within your business is able to update and change your log in details. If you have any troubles logging in please contact us at support@formitize.com

Your username will identify you as a user in Formitize. As a user you will be able to receive jobs and tasks assigned to you. Your welcome email will provide you with your username and password, which you can change or customize once logged in. You require your Company, Username and Password in order to login to Formitize.

If you are experiencing troubles logging into as Users accouint please contact support@formitize.com
 

If you are a User with the permission to edit User profiles you will be able to update yours and others User Details, if you do not have this permission you will only be ablet o update your own user information.

To change a password and username you will need to be logged into the Management Portal,

  1. Select Settings from the top menu bar.
  2. The Select User Profile from the drop down menu.


If you have the permissions and would like to update and change another users details from the Management Portal
  1. Select User from the top menu bar.
  2. Select View Users from the drop down menu.
  3. You will then be able to select Edit on the user whos details you would like to update.
  4. You can then update the Users Username and Password by selecting the Blue Pencil on the user profile screen.

If you are receiving an Invalid details message please make sure that the login details are correctly entered. Please note that they are case sensitive with no spaces. Often your device spell check will adjust your entry so please check that also.

For login details, check first if you still have your welcome email with your login details.

Or an administrator can change your log in details for you (Please see: How do I change my password or username?)


 Alternatively, we can resend you your log in details ny emailing support@formitize.com .

Once you log into the app you will find the Help section in the App is located on the home page. When you click on the Help section, you will also find the User Guide and Support Ticket buttons.

To log into the Management Portal go to https://service.formitize.com.au, you will need your Log in details, these were sent to you when you created your Formitize account, the emails subject is "Your Formitize Account Details" to log in you will need:

Company
Username
Password

 

Users

A User is anyone that is accessing the Formitize solution at any time in any way. Some Users will only use the secure web-based Management Portal, others will use the mobile app and some will use both.

There are 3 User types:

  • Administrator - has full account authority

  • Portal User - has access to both the App and the Management Portal. The Administrator can decide what access, visibility and permissions the Portal User has.

  • Field User - has access to the mobile App only. The Administrator can decide what access, visibility and permissions the App User has.

New Users can be added, edited and made Inactive via the Users menu




To add new Users via the Management Portal, 

  1. Select Users from the top menu bar.
  2. From the drop down select New Users.


 

User permissions allow you to control what different users can access withing the Management Portal and the App. To edit a Users Permissions fro the Management Portal,

  1. Select Users from the top menu bar.
  2. Select View Users from the drop down.
  3. Click on the Users name you would like to edit
  4. This will tak you into the users Profile where you can add and remove User Persmissions
  5. Select Save at the bottom to save any changes that have been made to the Users profile.


Users can be added, edited and made inactive (removed) via the Users menu.

To edit a User from the Management Portal

 

  1. Select Users from the top menu bar.
  2. Select View Users from the drop down.
  3. Select the User from the list which will take you into the User's profile where you can edit the details as required.

To make a User Inactive (Remove the user)
  1. Select Users from the top menu bar.
  2. Select View Users from the drop down.
  3. Select the Check box to the right hand side of the Users name you would like to Deactivate.
  4. Click the Select Action drop down at the bottom of the screen.
  5. Choose Deactive from the drop down.
  6. Press Go.

User groups enable you to segment your users into different categories. You can create different User Groups and then assign individual Users to one or more Groups. Groups are a useful way to assign different Forms and Resources to different user types.

For example you may have a Technical Team and a Sales Team that use different forms and resources.

To avoid confusion you can create a Technical Group and a Sales Group, assign the Users to the relevant Group and then assign the Forms and Resources to the relevant Group so that Users can only view items relevant to their job role. You can also filter the scheduler to show different User Groups.

Please note, when you create a New User, you must assign them to at least one User Group.

Every User needs to be assigned to atleast 1 group, for this reason Formitize has created you a default group called "Main" If you have not created any additional groups, all Users can simply be added to the Main Group.

Each User needs to be allocated to atleast 1 user and this can be the default Group "Main", there is no need to create more groups if you choose not to. 

You can create new groups in the Management Portal, 
 

  1. Select Users from the top menu bar.
  2. Select Groups from the drop.
  3. Click the +New Group button on the top right hand corner.

To edit a group in your Management Portal, 
 

  1. Select Users from the top menu bar.
  2. Select Groups from the drop down.
  3. click edit on the group you would like to change.


To delete a User Group
 
  1. Select Users from the top menu bar.
  2. Select Groups from the drop down.
  3. Check the box to the right hand side of the Group you would like to delete.
  4. Scroll to the bottom and Select Action.
  5. Select Delete from the drop down.
  6. Press Go.

App

The name of the app is Formitize.

The App is designed to be used out in the field. It has most of the same functionality as the Management Portal but is optimized to work on your mobile phone or tablet.

To Get Started, download the Formitize App from the:

Apple App Store if you use apple devices

Or Google Play Store if you use Android devices.
 

You will be sent your Login Details (Username and Password) when your account is set up.

The App is optimized for tablets but will work beautifully on smartphones too. You can use Apple, Android or Windows 10 devices.

If you lose your phone or tablet, don’t worry, your submitted data is saved in the cloud and backed up so you will not lose any of that data. If you have unsubmitted forms on the device (that have been started but not saved or submitted, they may be lost). When the device is replaced, simply login and your account will setup with all saved data restored.

If the device has been set to remember the password, then you will need to access your Management Portal and change your password to ensure the account's security.

In the App, log in page, the current version number displays in the bottom right corner.

The App automatically backs up and saves your work to the mobile device every 15 seconds. To update the app itself, go to your app store and select update. We regularly release new version updates so we encourage you to tag Formitize as an app you would like to auto-update so that it automatically updated every time we release a new version.

Syncing ensures all information stored in the App is up to date. The App will sync automatically however you can enable a Forced Sync to ensure the app is up to date.

Force Syncing is an action in the App to ensure the syncing process is up to date.

To force sync the app:

    1. Go to the Main Menu page shown below.

    2. Drag the whole screen down with your finger until you see the grey arrow (above the Jobs icon) change direction and point to the top of the screen.

    3. Then release your finger, the arrow will return to the top of the screen pointing down - this forces the sync. You will see the update notifications triggering at the bottom of the page.

You can use the app on multiple devices. Simply use the same login details in your devices.
 

To make sure that your App has the latest Update you need to open the Devices App Store>Search Formitize>If the App is due for Updating it will have the Word "Update" if there is an update that needs to be done. 

To view what version of the Formitize App that you currently have on you device you will need to open up the App to the Login screen and the Version Number can be found in the Bottom Right hand Corner.

The Management Portal

The Management Portal is the main control centre for your account. The Portal is where you manage your account details, settings and user permissions. It is a secure website which means you can access it anywhere in the world with an internet connection. Please note the Management Portal is optimised for the Google Chrome browser and whilst other browsers will essentially work, the experience is enhanced for Google Chrome.

There are a number of elements that are only available in the Management Portal like the Full Scheduler, a number of the account customizations and User Settings.

You can access the Portal from the www.formitize.com website. In the top right hand corner, click on the Login button.

You can access the Management Portal on different devices although it is best viewed on a larger screen like your desktop or laptop and is optimised for the Google Chrome browser.

Yes, the Management Portal is an SSL secure website. The Portal is where you manage your account details, settings and user permissions.

To log into the Management Portal go to https://service.formitize.com.au to Log in, you will need your Log in details, these were sent to you when you created your Formitize account, the emails subject is "Your Formitize Account Details" to log in you will need:
Company
Username
Password

Customizing



In the Management Portal, you have the option of changing your:

1. App Logos and Colours

2. Form Headers and Logos

3. PDF Reports & Invoices

4. Management Portal logo and colours.

To do this go to Settings in the menu and then select the Customize option.

On your Management Portal, Settings>Customize. From there you may upload your logo (in jpeg or png format). Please note there are two logo options, one is your regular logo that will appear on your Portal and on your PDF reports. The other is a square logo that will appear on the Home Screen of your App, we encourage you to use a square version of your logo for this.


You can customize the App logo and colors. Go to Settings>Customize in your Management Portal then simply select your color theme.

 

Go to Settings>Customize in your Management Portal and choose from the color picker or select your own color. Formitize will automatically select your color based on the colors in your logo, or, you can select your own from the logo color palette or you can use the picker to select an alternate color that is not part of your logo.

You can turn sections of the App off so users can’t see them. In each users profile there are checkboxes to deny or add access for certain features and data. In your Management Portal, Users>View Users then click on the User that you would like to edit. That User’s Permissions & Records will appear and that is where you can edit user permissions or turn sections of the app so that user can’t see them.

Getting Help

In the top right hand corner of your Management Portal you will find the Help Menu.

You can contact Technical Support directly using the App, Help>Support Ticket. Fill out the form and send. It’s automatically forwarded to our Technical Support team and will be directed to the correct team based on the details in your request.

In the Management Portal, Help>Support Ticket. This opens up the Support Wizard, where you can fill out a form to help you get your issues resolved ASAP. Clicking send forwards the form directly to our Technical Support team.

You can also email our Technical Support team via support@formitize.com

For speed of service, please contact our Support Team through the Help Menu either in your App or Management Portal. This will ensure that your request is managed in the fastest possible way. Based on your country, the device you are using and the nature of your support ticket, we can direct your request to the best responder and ensure help is provided as soon as possible.
 

Here are our main Formitize numbers:

USA & Canada: 1800 785 7508

Australia: 1 300 552 008

United Kingdom: 0808 234 4230

New Zealand: 0800 466 186

Singapore: 800 852 3084

Account Details

You can view and edit company account details under the Settings section of the Management Portal. Simply open the user profile or company settings on the Portal by clicking Settings > Company Settings where you can view and edit your company account details.

Your login details are also sent via email together with the welcome email as soon as you have registered with Formitize.  Your login details are case and space sensitive.

You can change all of the following items:

Company / Business Number

Company Name

Company Address

Website

Phone Number

Suburb

Post Code

State

Country

Email From (email address)

Email From (name)

Email Reply to

Name

Address

Website

Company Fax

Company Mobile

The Management Portal is where you manage your account details, settings and user permissions. Go to Settings > User Profile in your management portal and make the necessary changes from there.

To add and edit other User details go to the Users > View Users

We would hate to see you go! If you would like to discuss your account and the reasons why you are thinking of leaving, so that we can help you and your business, please contact your local Formitize office for a chat.

USA and Canada: 1800 785 7508

Australia: 1300 552 008

United Kingdom: 0808 234 4230

New Zealand: 0800 466 186

Singapore: 800 852 3084

To close your account, please deactivate your users in your Management Portal,Users>Select User>Select Action>Deactivate.  

CRM

The Formitize CRM is a fully integrated, cloud based Customer Relationship Management System. It is basically your customer database designed to store your customer and supplier contact information and to record all communications, transactions, job details, sales leads, quoted invoices and history with those contacts.

Whist the CRM works beautifully as a stand-alone solution for any business, it is perfect for field based teams with job management, job scheduling and automated reminder solutions integrated.

You don’t have to use the CRM however it is a useful tool to keep all of your client details in one place and has many time saving and automated tools to help with business efficiency.

The Formitize CRM also includes an efficient internal Task Management system, a Lead Follow Up solution and a Job Quoting solution to ensure maximum conversions and efficient, professional client communication.

You will find CRM in the upper left corner of your Management Portal next to Home.

The Mobile App splits the elements of the CRM into different modules including Contacts, Accounts, Diary, Jobs and Leads so that modules can be turned on and off for different users. The Contacts Module is the central hub for all customer details and activity in the App and includes links to other modules.
 

To add a Location to an existing contact in the Management Portal, CRM>Contacts >Select the contact that you would like to add the Location to >Locations >Select the Drop down box >+Add New Location.


 

Invoices

Your invoice can include a remittance payment details section. This is a section at the bottom of invoices that is designed for your customer to manually cut off, complete and send back with payment. Many businesses no longer require this section so it is an option for you to choose. This can be done, Settings>CRM Settings>Invoices>Invoice PDF Options.

Your invoice can include a remittance payment details section. This is a section at the bottom of invoices that is designed for your customer to manually cut off, complete and send back with payment. Many businesses no longer require this section so it is an option for you to choose. This can be done, Settings>CRM Settings>Invoices>Invoice PDF Options.

Invoice Prefix is the information positioned in-front of the Invoice Number, we use “INV -” as your default, you can change this to whatever your company would prefer. We can automatically increase the Invoice number sequentially for you. You may want us to start doing this from a particular Invoice number, please enter those details in the invoice settings otherwise we’ll start from INV-00001. To Customize these settings, Settings>CRM Settings>Invoices>Invoice Prefix and Automatic Sequential Numbering.

This sets the default Payment terms of when an invoice is expected to be paid. To customize these settings Settings>CRM Settings>Invoice>Default Invoice Payment Terms.


 

Invoices are located in the Accounts Section of the App and the Management Portal.

To create a new invoice using the app, go to Accounts>Invoice and then select the + button

To create Invoices using the Management Portal, CRM>Accounts>Invoices. From there you can create new Invoices. In the Management Portal you can also go into the Contact page in the CRM>Contacts>Activity>Invoices.

To edit an invoice using the App, go to Accounts>Invoices> then click the invoice you wish to edit.

When you open the Invoice you will see all related details.

To edit an invoice using your Management Portal, CRM>Accounts>Invoices then click the invoice you want to edit.

 

In the Management Portal, CRM > Accounts, you can Archive invoices by checking the box on the right and selecting the “Archive” action in the action dropdown in the bottom right hand on the page.


 

To view the invoice PDF using the App, Accounts>Invoices>Swipe to the left then Open the Invoice. Scroll down to the bottom of the Invoice then Click the PDF option to view the Invoice.

To view the Invoice PDF using the Management Portal, CRM>Accounts>Invoices and click View PDF.

When you open the Invoice you will see all related details. Your Invoice Line Items are added in the CRM Settings. You can add multiple line Items in your Invoice. You can enter or adjust the amount any time by clicking the EDIT button. You can edit your Invoices via the Contacts section in your CRM.

In your Management Portal, CRM>Contacts>Activity>Invoices then add new Line Items.

 

You can add a code to your Line Items if you’re using an accounting program like Xero.

In your Management Portal, you can customize the wording of your Invoice and add comments. CRM>Accounts>Invoice>Edit>Add Notes or Comments and Save.

In the App, Accounts>Invoices>Select an Invoice>Add Note and Save.


 

To add photos to an Invoice using the Management Portal, the invoice form must have the Camera Tool included when building the Invoice Form.This is done by going to your Management Portal, then go to Forms, choose an invoice and click edit. When you reach the Form builder section, you can find the Camera tool under the Advanced section in your toolbox. Just drag the Camera to your form and then save. You can then take photos or add images to your invoice form. This will then reflect on your invoice form both in the Portal and in the App.

In adding a photo or an image to an invoice using the Management Portal, CRM>Accounts>Invoice and select the invoice that you would like to add the photo to, select Edit>Attachments and here you can either upload Documents or Photos.



To add photos to an Invoice in the App, Accounts>Invoice>Attachments. Under Attachments, you will have the option of Uploading a photo or image from the Library or taking a photo.

 

When taking payment in the app, you record all payment details in the Invoice page. If you would like to take immediate card payment through the App, you will need to set up an account with Stripe.com, when you select “Take Payment” the card gateway will open. If you are using an existing card payment gateway, just select “Record Payment”.

In taking payments using the Management Portal, CRM>Accounts, you can then choose which Invoice was the payment made and then go to Invoice. Just click on the edit button to open the invoice and then record or take payments from there.



 

You can view all payments received by going to your Management Portal, CRM>Accounts>Payments.

In the App, you can view Payments when you open an Invoice. Just go to Accounts>Invoice and then choose which invoice you would like to view. You can then see View Payments from here.

 

Yes. You can take payments through Formitize. If you would like to take immediate card payment, you will need to set up an account with Stripe.com, when you select “Take Payment” the card gateway will open. If you are using an existing card payment gateway, just select “Record Payment”.

To take card payments throught the Management Portal, CRM>Accounts>Invoice. You will have several payments options which includes card payments.



To make card payments using the App, go to Accounts>Invoice and when you click on an invoice, the payment options selections can be found there as well.




 

Formitize CRM has a complete two-way integration with XERO. Select Xero from the Dropdown under CRM Settings>Invoices.

This will auto-populate your CRM with all Xero data including Customers, Suppliers, Invoices, Purchases, Line Items and Tax Rates. It is a very comprehensive integration that syncs all data between the two systems.

Formitize also has a limited Integration with both Quickbooks and MYOB Essentials. These are restricted integrations and currently only push Formitize Invoice information into Quickbooks and MYOB to create new invoices. 

The Invoice Status prevents Tax Invoices for future jobs to be automatically issued as they are being created. Invoices issued to future jobs will default to a Draft Status first.  To set your Invoice Status, go to Settings>CRM Settings>Invoices

At the top of the Page you can filter your Invoices by their Status:

ALL

UNPAID

OVERDUE

PAID

The Status of the Invoices automatically adjust based on their Due Date.




 


 

You will have the options of sending Draft Invoices to Xero and the default Tax Invoice Status when sending it to Xero under the Xero Settings. Just go to Settings>CRM Settings>Invoices>Xero Settings.

Formitize CRM has a complete two-way integration with XERO. Select Xero from the Dropdown Menu of your Management Portal.

This will auto-populate your CRM with all Xero data including Customers, Suppliers, Invoices, Purchases, Line Items and Tax Rates. It is a very comprehensive integration that syncs all data between the two systems.



 

The Invoice PDF Options will let you have the option of what items or information will appear when you generate a PDF file for your invoice. This will give you several options such as: Invoice Item Code, Remittance Payment details, Job Address, Invoice Prefix and Default Payment Terms.

The Invoice PDF Options is found under Settings>CRM Settings>Invoice>Invoice PDF Options


 

The Invoice Email is the default text or template when you are sending an Invoice via Email. You can set this up by going to your Management Portal, Settings>CRM Settings>Invoice Email.

In the app swipe to the right then click the EMAIL action to send the Invoice.

You can customize the wording of your Invoice Email in the CRM Settings.

Tick the checkbox to be emailed a copy of the Invoice at the same time.


 

The Default Email Attachments lets you add an attachment such as Terms & Conditions or another Resource Document to your Invoice Email. This can be set by going to your Management Portal, Settings>CRM Settings>Invoices>Default Email Attachments you will search the name of the Document as it is saved in your Resources section of the Management Portal.

This sets the default Payment terms of when an invoice is expected to be paid.

Your business Bank Account details can be added together with your Invoice Payment Terms & Conditions.

To add your Bank Account details and any other payments terms and conditions that you would like to appear on your invoice.

 

  1. Select Settings from the top menu bar.
  2. Select CRM Settings from the drop down.
  3. Select the Invoices tab.
  4. Scroll down on this page until you come to Invoice Payment Terms & Conditions.



 

The Invoice Reminders creates a reminder using several options such as always sending a reminder when an invoice draft is made or opened, only when an invoice status is open or to never send a reminder.

The outstanding invoice reminders enables you to set up your own customised emails, SMS, letters and tasks to trigger automatically whenever an invoice becomes X number of hours, days or months either before the due date or after the invoice is due. Once they're set up, they will automatically chase those outstanding invoices for you.

To add a One-off Attachment to an invoice. Once you have saved the Invoice you can edit it and add one-off attachments. Management Portal, CRM>Accounts> +Quotes tab, click on edit next to the quote you would like to add the attachment to. Click on the Attachments tab and add the attachments and description then save.

 

In the App, when the invoice is opened, click on the attachment tab to add the one-off attachment. Attachments added on the app can only be photos taken with the camera or your photo library.

In the App you can now easily add Photos to your Invoices. You can take a photo using the camera on your device or choose a photo from your photo library. Once you have created the Invoice, click save. Re-open the invoice and click on the attachment tab at the top of the screen. Use the + at the bottom and load your image.

The Management Portal will also show you when an invoice was last emailed. CRM>Accounts>Invoices tab, you will see when each invoice was last emailed. You can also view the Email and Bounce log on the home screen of your Management Portal.




You can view when an invoice was last emailed by looking at the invoice on the app. Accounts>Invoices and you will see when each invoice was last emailed.

 

When taking invoice payments, the Payment Account will present all different bank account options. In order to speed this process up, you can select the default Payment Account that will appear so that you don’t need to select the desired account each time. The other accounts will remain available to select from the dropdown, your selection will just appear by default. To customize this field Settings>CRM Settings>Invoices>Invoice Defaults

You can set your default Tax Type for all Invoices with the option to select alternative options via the dropdown for individual invoices. Once set in the Default Options, all Invoices will default to the selected choice. To Customize this settings, Settings>CRM Settings>Invoices>Invoice Defaults

Yes, you can Convert a Formitize Invoice to a Job in both the Management Portal and the App

In the Management Portal, CRM>Accounts>Invoices>select Edit on the invoice you would like to Convert to a Job>Select Convert to Job at the bottom of the screen.



In the App, Accounts>Invoices>Select the Job you would like to convert to a Job>Scroll to the bottom and select Convert to Job.

Quotes

Quotes are pricing for the job using the App (under Accounts) or under the CRM Module in the Management Portal. Some Clients will ask for a Quotation or Estimate to be sent before doing the job. Quotes are managed through the Accounts Module.

An estimate can be useful if you just want a rough idea of cost. Once you get an estimate and decide to use that trader you should then get a proper quote in writing. A quote is an offer to do a job at a certain price, if you accept a quote than the trader can't charge you more than the quoted price.

There are a number of ways to create a Quote:

1. Using your App, Accounts>Quotes

Within the App you can also create create new Quotes by swiping right on a the contact you would like the new Quote to be for or you can go into any Job nad select Quote at the bottom of the screen.

2. Using your Management Portal, CRM>Accounts>Quotes +New Quote

Within the Management Portal you can also add a new quote when creating a new job, select the drop down menu for Invoice and you will see +Quote, this will attach the quote to the Job being created.

3. By going into the Contact and creating a New Quote (Covered Later)

You can add attachments to Quotes under Settings>CRM Settings>Quotes>Default Email Attachments

You can add one off notes and comments to Quotes via CRM>Accounts>Quotes>+New Quote and on the bottom of the Quote you can enter any notes that are specific to that clients Quote Please Note: These are Visible to the client in this section.

Quote settings are found under Settings>CRM Settings>Quotes

To add a One-off Attachment to a quote. Once you have saved the Quote you can edit it and add one-off attachments. Management Portal, CRM>Accounts> +Quotes tab, click on edit next to the quote you would like to add the attachment to. Click on the Attachments tab and add the attachments and description then save. When you send the Quote to the customer you will nee to ensure to select + Add in Attchments to ensure that any attachments are sent along with the Quote.

 


 

In the App, when the quote is opened, click on the attachment tab to add the one-off attachment. Attachments added on the app can only be photos taken with the camera or your photo library.

Quote Prefix is the information positioned in-front of the Quote Number, we use “QU -” as your default but you can change this to whatever would suit your business needs. We can automatically increase the Quote number sequentially for you. You may want us to start doing this from a particular Quote number otherwise our system defaults to start from 0001. To change the Quote Prefix and Automatic Sequential numbering Settings>CRM Settings>Quotes.

Quote title is Title of the Quote given to identify what product or services a quote is intended for.

In the App you can now easily add Photos to your Quotes. You can take a photo using the camera on your device or choose a photo from your photo library. Once you have created the Quote, click save. Re-open the quote and click on the attachment tab at the top of the screen. Use the + at the bottom and load your image.

Under Quote Terms & Conditions, you can add any terms and conditions relevant to your Quote here as default. You can adjust the terms and conditions on each individual Quote when creating a new Quote, in the Terms Section.

Quote Summary is the default summary used when creating new quotes. This is a general summary of services offered in the quotation.

Quote Email is a copy of your Quote that you can send to your Customer. Once you have checked your Quote, hit EMAIL at the bottom of the page. The Quote will be automatically sent to the Customer. You can customize the wording of the Email in the Setting>CRM Settings>Quotes>Quote Email . Check the box at the bottom and it will email you a copy at the same time.

 

The Default Email Attachments lets you add an attachment such as Terms & Conditions or another Resource Document to your Invoice Email. This can be set by going to your Management Portal and then go to Settings>CRM Settings>Invoices>Default Email Attachments you will search the name of the Document as it is saved in your Resources section of the Management Portal.



 

Quote Expiry refers to the period when the quote will remain valid. A quotation is normally valid for a set period of time. You can add your default quotation expiry period and also adjust the Quote Expiry period on each individual Quote. In your Management Portal, Settings>CRM Settings>Quotes>Quote Expiry.

Quote Reminders allow you to add multiple follow ups to a quote that you have created. Reminders can be sent to clients via Email, Text message and it can create a PDF letter that will email to a particular User to be posted out to the client. Reminders can also create an internal Task to a User to prompt them to take action on Quotes that have been created. 

You can see if a Quote has been accepted by going to your Management Portal, CRM>Accounts>Quotes>Quote Status.

You can see the list of quotes and their corresponding status whether they are Open, Accepted, Lost or Won. You can also filter to search for specific quotes based on their status.

In the App, you can show if a Quote has been accepted by going to Accounts>Quotes. At the top of the page, all quotes which are open, lost or won. Also you can view the status of the Quote on the right side of the Client’s name.

 

To convert a Quote to an Invoice or Job using the Management Portal, you can go to CRM>Accounts>Quotes. Choose which Quote you want to Convert to an Invoice or a Job and click Edit. This will direct you to the Quote and on the bottom of the page, you will have the option of converting a Quote to an Invoice or a Job.


In the App, when the Customer Agrees to the Quote, simply go to Accounts>Quotes and then choose which Quote you want to convert from an invoice or job. After you have selected the Quote, just slide it towards the left and you will have the options of converting the Quote to an invoice or a job. You can also tap on the Quote and on the bottom of the page, you can also find the convert to invoice or job options.

To view your Quotes in the Management Portal, you can go to CRM>Accounts>Quotes. If you want to view the PDF Format of your quote, just select a Quote and click PDF. After the PDF copy is generated, you will have several options as well. This includes, downloading your PDF File, sending it as email or having it printed.


To view your Quote using the App, Accounts>Quotes then tap on the Quote which you would like to view. If you would like to view this in PDF Format, just go to the bottom of the page and you will have view in PDF format option available.


To edit or delete a Quote using the Management Portal, CRM>Accounts>Quotes. Pick the Quote which you would like to edit and just click on the Edit column. To delete a quote, just edit the Quote and change the status to Lost.


To Edit a quote using the App, you will select the Accounts>Quotes>Quote and at the bottom of the screen you will select the Green Edit Button and this will take you into the Quote you would like to Edit.



To Delete a Quote using the App, you will find the specific quote in Accounts>Quotes, once you have found the quote you would like to delete you will need to swipe left and select Lost Quote.

 

Yes, You can Convert a Quote to a Job in the Management Portal and the App.

In the Management Portal, CRM>Accounts>Quotes>Select Edit on the quote you would like to Convert to a Job>Select Convert to Job.


In the App, Accounts>Quotes>swipe right on the quote you would like to convert to a Job>Select Convert to Job.

 

Purchases

To create a new Purchase in the App, go to Accounts<Expenses and then add your New Purchase.

 

To add photo to Purchases in the App, just go to Expenses<Attachments + Take Photo

Purchases refer to the cost of buying inventory for the purpose of sale in the ordinary course of the business. Purchases may include buying of raw materials in the case of a manufacturing concern or finished goods in the case of a retail business.

Purchase means purchase of goods or services (stock, capital goods, etc) to accomplish the goal of enterprise. Expenses are costs that help to complete the enterprise process up to the last point eg. Electricity and Phones Bills. Those expenses fall under trading and profit and loss account.

To create a new Purchase in the Management Portal, CRM>Accounts>Purchases> +New Purchase

To create a new Purchase in the App, go to Accounts>Expenses and then add your New Purchase

 

In the Management Portal, you will find Purchases Settings in Settings>CRM Settings>Purchases.

In the App, you will find Purchases Settings in Settings>Purchases.

 

Purchase Prefix is the information positioned in-front of the Purchase Order, we use “PO-” as your default, you can change this below.

We can automatically increase the Purchase Order number sequentially for you. You may want us to start doing this from a particular number, you can do this in Settings>CRM settings Purchases>Purchase Prefix and Automatic Sequence Numbering, otherwise it is set to start start from PO-00001.

Purchase Order Email is the default text for when you are sending a purchase order via email. To set the template for your Purchase email Settings>CRM Settings>Purchases>Purchase order Email

To find your default email attachments for Purchases in your Management Portal, Settings>CRM Settings>Purchases.

Accounts

The Account Settings in the Management Portal, CRM>Settings>Accounts

The Accounts Module tracks the list and status of all Leads, Quotes, Invoices and Payments.

The Account Types are Financial Accounts category, they could be: Bank Accounts, Current Asset Account, Current Liability Account, Depreciation Account, Direct Costs Account, Equity Account, Expense Account, Fixed Asset Account, Inventory Asset Account, Liability Account, Non-current Asset Account, Other Income Account, Overhead Account, Prepayment Account, Revenue Account, Sale Account, Non-current Liability Account, PAYG Liability Account, Superannuation Expense Account, Superannuation Liability Account, Wages Expense Account and Wages Payable Liability Account.

Account Code is a unique code or description of your account.

 

Account Name is a short title for your account.

Account Description is a description of how the account should be used.

Account Tax Treatment determines whether you add new tax or existing tax on sales at 10%.

To add new accounts, go to CRM>Click Accounts> +New Account. Fill out the required fields then save.

To edit Accounts, CRM>Accounts then click the Account you wish to edit. Make the necessary changes then Save the Account.

Tax

You will find Tax Settings under CRM>Settings>Tax

To Set up Tax Rates, go to CRM>Settings>Tax and then Edit

To edit Tax Rates, go to CRM>Accounts>Tax>Edit

 

To delete Tax Rates, go to CRM>Accounts>Tax then select which tax rate you want to delete then check the box of the particular tax. Then go to select action and select Delete.

Items

Items are a product or services being issued by a seller to a buyer.

To add Items, just go to the Management Portal, CRM>Accounts>Items>New Item

You can edit Items in the Management Portal by going to CRM>Accounts>Items. Then pick the Item which you want to edit and click Edit.

You can delete Items by going to CRM>Accounts>Items then choose the item you wish to remove and click on the checkbox and then select action then Delete.

Pipeline

You can see the example Sales Stages in the image below > ALL, LOST, WARM, HOT, COLD and CONVERTED. You can have as many stages as you like and call them whatever you choose to suit your business process. NOTE - if you have a lot of stages, the filters below will scroll so that you have access to all of them. When you select on one of the Stages, it will reveal the leads currently set to that Stage.

A Sales Pipeline is a visual representation of your leads and where they are in the purchasing process. The Sales Pipeline assists users in managing new enquiries and making sure a lead is never lost or forgotten.

The Sales Pipeline assists users in managing new enquiries and making sure a lead is never lost or forgotten. The lead can form part of a Sales Pipeline to track where all your Leads are up to.

You may or may not use the Sales Pipeline. If you do choose to use the Sales Pipeline, when you create Leads you are able to assign different stages to that Lead from Cold to Warm to Hot or from Lost to Converted.

A sales lead can also be nurtured through a sales pipeline based on different stages that you can customize for your business.You can customize the Pipeline in Settings>CRM Settings>Pipeline Stages.

You can set up your stages and the respective % Success Rate in the Management Portal, Settings>CRM Settings>Pipeline Stages +Add Another Stage

To change the Lead Stage, select the grey “Change Stage” option as above and a dropdown of available stages will appear as below. Simply then select the new Stage and press Save.

Expected Value is the monetary value of the Lead should it be successfully converted to business.
Pipeline Value is the stages and respective % Success Rate of your Leads in the Management Portal.

In the Sales Pipeline, Converted to means converting Leads or sales opportunities to business.

SMS

A time restriction can be set for the hours that SMS messages are sent to recipients to avoid very early or very late messages being sent.

Access this setting: Settings>CRM Settings>SMS>Automated SMS Reminder

Inline images 1

Any SMS scheduled to be sent before the "No Earlier than" time will be held until that time.
Any SMS scheduled to be sent after the "No Later than" time will be held until the next day.

 

To stop your SMS messages being sent late at night or early in the morning you can Schedule Automated SMS reminders to fall within a certain time-frame during a day. 
To set these times, Settings>CRM Settings>SMS>Automated SMS reminder Hours.

Short Message Service is a text messaging service component of most telephone, World Wide Web, and mobile device systems. It uses standardized communication protocols to enable mobile devices to exchange short text messages.

You can use SMS messaging to inform your customers about your business, schedules, changes, etc. You can access this feature in your Management Portal, Settings>CRM Settings>SMS

Formitize CRM includes the ability to use automated SMS text messages for Updates, Reminders, notification which allows for a more efficient and smooth workflow. Using the SMS feature is not compulsory although if you would like to connect your workflow with the Automated messaging features it must be done through the Formitize provider.

You need to set up an SMS account so you can take full advantage of the direct-to-customers SMS feature that Formitize CRM offers.

To set up SMS Messages in your management portal, go to Settings>CRM Settings>SMS, fill out the form and Process Payment.

Formitize offers SMS top ups to your account in increments of $10 credit consumable for each user. The Cost per Message is approx $0.065 USD.

To top up your SMS balance, go to Settings>CRM Settings>SMS>Auto-Topup where you can also set up automated topping up of the account to ensure your service is never interrupted.

To check your SMS Account Balance, go to Settings>CRM Settings>SMS>Current Balance.

To create an SMS template, simply open your CRM>Communication>Send>SMS Icon>Template>Create New SMS Template below then click Add to Templates.

To create an SMS template, Management Portal Settings>CRM Settings>Templates and using the drop down box Template you can view each template you have created.

To edit an SMS Template, Management Portal, Settings>CRM Settings>Templates and choose the template you would like to edit using the Template drop down box, you will then be able to edit all fields in the Template.

The sent SMS messages will show up in the Timeline, This can be found, Management Portal CRM>Home>Timeline.

 

You have to use the Formitize SMS gateway to automatically send texts to your customers. You can use your own mobile to text using your existing phone carrier; however, this will not run through your Formitize account.

Email

Yes, you can send emails through Formitize. In your management portal, go to CRM>Contacts then click on the contact to whom you would like to send the email. Under Communications, choose Send>Email. You can create your own templates or populate the email with your stored contact/billing/business details stored in your CRM.

All emails generated through Formitize are logged to ensure accurate delivery. The Home Dashboard on the Management Portal shows recent emails sent and their status.

To customize your email footer in the management portal, go to Settings>CRM Settings>Emails>Email Footer.

To adjust the "Email sent from" address, go to Settings>Company Settings>Email from.

To set up email templates in your management portal, go to Settings>CRM Settings>Templates and select Email in the Template Type Drop down box.

You can view your email templates by go to, Settings>CRM Settings>Templates and select the  template you would like to view from the template drop down box.

You can check if the email has been sent by going to the Management Portal, Tools>View Email Logs and checking the CRM Related email log.

You can also check if the email has been sent by checking the Timeline on you CRM Dashboard.

You will find the Sent Email Log under Tools>View Email Logs where you will see the Submitted Forms and CRM-related items where you can track and view email log.

Formitize currently does not support integration with Gmail and other email packages. The email log in the Management Portal provides all email history of submitted PDF reports with a bounce log also.

The automated emails being sent from Formitize will have a reply address of forms@formitize.com. This is intended to be a no-reply email address. To adjust the "Email sent from" address, go to Settings> Company Settings>Email From.

Email Templates are pre-set email templates that you can use for future correspondence with your clients.

Custom Variables

Custom Variables are your own fields names that are specific to your business.

To set up Custom Variables in your Management Portal, go to Settings>CRM Settings>Custom Variables.

 

You don’t have to have Custom Variables but they are of great help, especially when you’re building your database in your Management Portal. Custom Variables make it easier for you to record, monitor and update your database.

To set up Custom Variables in your management portal, go to Settings>CRM Settings>Custom Variables > +Add Another Variable.

You can have as many Custom Variables as you want. There’s no limit to what you can add in your Management Portal.

To edit or delete Custom Variables,Management Portal, Settings>CRM Settings>Custom Variables and when you hover over the end of the line of the Custom Variable it will have a Red Remove Button, by selecting this it will remove the individual Custom Variable chosen.

Templates

A template is a file that serves as a starting point for a new document. When you open a template, it is pre-formatted so you can simply add new data.

To add new templates in your Management Portal, Settings>CRM Settings>Templates>New Template. Fill out the form with your desired data and Save.

To edit/delete templates in your Management Portal, Settings>CRM Settings>Templates and select the template from the drop down box that you would like to Edit.

To add Placeholder information to your Templates, press Ctrl + Space to view Placeholder options then choose the ones you wish to add to your templates. You will see the *Press Ctrl + Space to View Placeholder Options message at the bottom on each screen that this function is available.

Contacts

To add a custom field, Management Portal, Settings>CRM Settings>Custom Variables>+Add Another Variable and scroll down to the bottom page where you can add custom fields that suit your business requirements, for example you may wish to capture a customer’s birthday.

In the App, swipe Left on a Contact that you would like to call, this also applies to sending an SMS or email. The same function is available through the jobs tab also, again by swiping left.

To export information from your Contacts, CRM>Reports>Contacts and add your Filters using the +Filters Button. Once you have the Filters that you would like to Export, select the Download CSV Button which will automatically convert your selected Contact imformation into an Excel Worksheet.

 

To create a CSV File of your contacts using the Management Portal, CRM>Reports>Contacts>Download CSV. You can add other filters using the + Add Filters button to filter the Contacts who will be sent to the report.

To add Multiple Locations for a Contact in the Management Portal, CRM>Contacts>Select the client you would like to add the Location to, Locations>select drop down box> +Add New Location.


 

In your contacts you can have your main Billing contact and you can also have other contacts for the same organisation this can be done in the Management Portal and in the App. To add a new person to an existing Contact in the Management Portal, CRM>Contacts>Select the contact you would like to add the person to> Select "People">Select the Drop down Box>+ Add New Contact.

Documents can be added to a contact using the Management Portal, CRM>Contacts>Select the contact that you would like to add the Document to>Scroll down the the activity section of the Contact>Document>+New Document. When uploading the Document you can, Name the Document, Add it to a folder or create a New Folder, create a version for the document and even add an expiry that will allow the system to automatically remind you when the Document is ready to be reviewed or updated.



 

Yes, you can use the App to view documents that have been added to a Contact. On the App home screen, select Contacts Icon>Select the Contact with the Document you would to view>Select the Document Icon at the top of the screen>Documents>Open the Document you would like to view. If you haven't dowloaded the Document previously the App will ask you if you would like to download the Document.


You can add a Photo to a Customer using the Management Portal, CRM>Contacts>Select the contact you would like to add the Photo to>scroll down to the Activity section of the Contact>Photo>either clock to upload or drag and drop image.

You can add a note either using the Management Portal or the App.

On the Management Portal, CRM>Contacts>Select Contact>Select Notes in Contacts Communication section>+New Note



In the App,Contacts>Select the contact>Select the menu button in the top right hand corner>New Note.



 

The Contacts Module is the heart of the CRM.

Contacts are customers / clients and dealers whose details you can store in the Management Portal and the App.

There are 2 ways to get into a Contacts section. You either click on the Contacts button at the top of the CRM page or you can go directly to a contact from the Timeline notes on the left hand side.

To create a New Contact, Management Portal, CRM>Contacts> +New Contact or +New Lead.

To create a new Contact, App, Contacts> + button at the bottom of the screen.

A lead represents an individual of interest to your qualification and selling efforts. Contacts are non-volatile, longstanding representations of individuals you have done or will likely do business with. Unlike leads, a given individual should be reflected in a single contact record.

The Lead can form part of a Sales Pipeline to track where all your leads are up to.

Yes, creating a new Lead also creates a New Contact.

Customers are individuals or businesses that purchase the goods or services produced by a business. Suppliers are persons or organizations that provide something needed such as a product or service.

To upload existing contact databases, Management Portal, Contacts> +Import where you will find two examples of how the CSV file format needs to be structured. If you are using an Excel spreadsheet, you need to follow the same structure and prepare the format as required. Once you have the correct format, you can convert your Excel file to CSV ready for import by following the steps below:

In Excel, Click "File"

Click the drop-down arrow next to "Save as type."

Select "CSV (Comma delimited) (*.csv)" from the list of potential file types.

Choose the folder where you would like to save the file from the small Explorer area at the top of the window.

Click "Save" to save your file.

Select the new CSV after you push "Choose file" at the bottom of this page.

 

To edit a contact in the Management Portal, CRM>Contacts Select the client you would like to edit and click the Edit Pencil in the top right hand corner of the Contacts details.

To Edit a Contact in the App, Contact>Select Contact and then select the Action Button ... in the top right hand of the screen, edit Billing Details.

 

To delete a contact, Management Portal go to CRM>Contacts check the box next to the Contact you want to delete then scroll down to the dropdown menu Select Action(Make Inactive)>Go.

Custom Variables / Fields are your own field names that are specific to your business.

Importing Existing Data

You can import an extensive range of information from your existing systems, files and build files to gather information. This information includes:

  • Jobs
  • Contacts / customers
  • Items
  • Databases

Jobs can be automatically imported through your existing Xero data and through your Management Portal, Jobs>Import Jobs.

 

Your existing contact / customer records can be automatically linked through your Xero or you can upload an CSV or excel file. Management Portal, CRM>Contacts> +Import Here you will find detailed instructions on how to import your customer details from various formats.


 

Items can be automatically imported through your existing Xero data and through your Management Portal, CRM>Accounts>Items>+Import.


 

Databases can be imported through, Management Portal, Databases>New Database.


Leads

Leads are potential clients or sales opportunities waiting to be converted to sales.

A sales lead can be nurtured through a sales pipeline based on different stages that you can customize for your business. You will receive a Notification when a new lead has arrived. The number on the Leads icon will indicate how many leads you have.

Leads can be added at any time to enable tracking of potential sales or jobs. Management Portal, Pipeline> +New Lead. Leads can be viewed through the pipeline and also through contacts.

To add Leads through the App, Leads>New


 

To edit Lead details on the Management Portal, CRM>Pipeline>Edit, on the lead that you wish to edit, make the necessary changes then Save.



To edit Lead details on the app, Lead, click the lead that you wish to edit, make the necessary changes then Save.

To delete a Lead on the Management Portal, CRM>Pipeline click the checkbox next to the Lead you want to delete then select action and click Delete from the dropdown box. Leads cannot be deleted in the App, although Leads can be converted to a Lost status.

 

In the Management Portal, CRM>Pipeline>Green Action Button and select the action you would like to make.


In the App, SWIPE FROM RIGHT

> NEW QUOTE

> NEW JOB

> NEW INVOICE

> CHANGE STAGE (if using Sales Pipeline)

 

 

All the Actions are also available at the bottom of the lead: SAVE JOB | QUOTE | INVOICE

To communicate with the new lead, Swipe from the Left.

SWIPE FROM LEFT TO:

> CALL

> SMS

> EMAIL

 

To change the Pipeline Stage of a Lead on the app, swipe left on the Lead that you wish to update then click on Change Lead Stage. Choose the Pipeline Stage that you want then Save the Lead.

The Lead can form part of a Sales Pipeline to track where all your leads are up to. We suggest you get the basic functionality working first and then take a look at the Pipeline later.

To add Notes to a Lead, simply open the App>Leads and then click on the Lead that you want to add notes to. Add Note is under History, add your notes, then hit Save.

The voice to text icon appears beside the space bar on the device keyboard. If this is not displaying, refer to your device settings help guide for your mobile provider.

Jobs

Job value is a field in the job creation page that enables a value to be assigned against the job. This may or may not be equivalent to the job invoice value.

You can see the value of Future job in the Job Screen using the Due Date (From) and Due Date (To) to view any past or future Jobs.

Yes, you can add additional Job Details in your Management Portal. Jobs>Job Types +New Job Type which will auto populate in forms.

Queuing a Job means that anyone (or the Respective groups assigned) can see the job on their device, and the first one to accept the job will be assigned to the Job. To run this feature requires you to have Formitize 2.0.20.2+ app.

To Queue a Job Select Job>New Job> and in the Assign To field>select Queue.

To assign/dispatch a Job to an App user using the Management Portal is the same as assigning a Job to any other user, Job>New Job>Assign To and Select the User from the Drop Down Box. If it is an existing job you can Edit the Job and Assign the User.

Each user can have permissions Customized to what the Administrator would like them to see. In the User Settings on the Management Portal you can Turn Permissions off to things like Invoices, Quotes, the ability to Edit Job and lots more. To CUstomize these settings,  Users>View Users> and Select Edit on the User you would like to Customize. As well as this you can also turn off the Value being visible on each Job on the check box at the bottom of the screen when creating the Job.

To Set the User’s Restrictions and permissions in the Management Portal, Users>View Users and Select Edit on the User you would like to Customize.

To use this feature, Jobs>View Jobs once you are in this screen you can view all jobs and the total value of the Jobs will display at the bottom of the screen, If you would like to Filter report view of this screen you can +Add Filter>Select Value from the Drop down Box and select the Value amount you would like to report on, you can also add other filters to this report eg. Job Types, Location, assigned to ect.

In The Management Portal, Jobs>Recurring>Search for the Jobs that you would like to reschedule the Recurring information on>Select the check box on the Jobss you would like to change> Select the action you would like to make on the recurring Job, make the changes>Select GO.





 

Yes you can assign a Job to a Group. When creating a Job you will assign the Job to the Group in the same way that you would assign the Job to an Individual User. When the Job is created all the members of that group will receive an individual job for them to complete, each Job for the Individual users will be given its own Job Id no.

You can complete a Job in the App and the Management Portal. To Complete the Job in the Managment Portal, Jobs>Scheduler>Click on the Job that you would like to mark complete and select Complete on the Drop drown Box.



Or through the Job itself in the Management Portal,

In the App, Jobs>Select the Job that you would like to mark complete, Select "Complete" at the bottom of the screen.


 

The Sales Person field provides the ability to tag a salesperson to the job being created. A dropdown list of all users is available in order to select the relevant salesperson. You can then use the filters in the View Job screen to search Jobs that have been obtained by a specific sales person.

The Sales Source is a method of tagging the source or reference of the job sale in the same way you can tag the source of a new contact. The different sources will be presented as a drop down and new sales Sources options can be added to the dropdown at any time by simply adding the new source.

To edit a Job in the App you will need to go to the Jobs > Search the Job you are wanting to Edit > Swipe to the left > select the Edit option. This option will only appear for those who have the permission to edit Jobs.

Jobs let you create and assign one or more forms to an agent in the field.

You can create a NEW job in the App by either selecting NEW in the top right hand corner or by selecting the round Plus button ( + ) in the bottom right hand corner.

To create a NEW job in your Management Portal, CRM>Jobs> +New Jobs.

Or, you can create a new job through the Scheduler in your Management Portal, CRM>Scheduler> +New Job.

 

As is common throughout the App, to communicate with the Contact linked to the Job, swipe from the left. Note the Call, SMS and Email features will only work if the required details are available.

You will then have access to any Jobs that have been assigned to your User account.

There’s no need to fill in all details although some areas auto generate like the Job Number.

To edit a job, Management Portal,Jobs>View Jobs>Edit.

To delete a job, go to Jobs>View Jobs>Check the box next to the job that you want to delete then scroll down to select action>Delete.

 

You can upload/Import your existing jobs into Formitized, Jobs>Import Jobs

Under Job Details in your management portal, you can add:

 

Billing Name

Contact Name

Job Type

Invoice

Location

Job Title

Job Number

Order Number

Notes

Assign To

Priority

Due Date

Due Time

Job Duration

Job Value

Yes, you can add a new invoice to Jobs. In your Management Portal, Jobs>New Job>Job Details>Invoice> +Add New Invoice.


In the app, Jobs> + button for a new job >Add quote or invoice and select from the dropdown box.


 

Yes, you can assign a job to an existing invoice. If your business creates the invoice first, waits for payment and then does the job, then you can assign the job to an invoice that’s already been generated.

To do this, Management Portal, Jobs>New Job>Job Details>Invoice then choose an invoice from the dropdown menu.

To do this through the App, Jobs> + for new job>Add Quote or Invoice and select Add existing job to invoice from the drop down menu.

Job Types

Job Types are like templates for the different types of jobs you perform. You can save a lot of time creating new jobs when you have set up the Job Type templates first.

Job Type templates include Job Details, Forms to Attach, Safety Rules, Assignable Users, Job Status Updates and Future Reminders.

Job Types enable different Safety First forms to be added for the different Job Types and the completion rules can also be customized on a Job Type basis.

Job types are like templates and very powerful. You can save time by creating templates for the different types of jobs you perform.

We encourage you to use Job Types because they are a great way to save time by presetting template information for each different type of job you undertake.

To create a new job type in your management portal, go to Jobs>Job Type>+New Job Type.

To edit a Job Type in your management portal, CRM>Jobs>Job Types> select edit on the Job that you would like to edit.


or delete a Job Type in your management portal, CRM>Jobs>Job Types> select the Box on the Job you would like to Delete and then using the “Select Action” Drop down box select Delete.

Job Status Updates is an awesome tool as it enables you to communicate effectively with your customers and team. Keep your clients and team informed with automated Job Updates based on the status of the job.

You can have as many Job Status Updates for each job type as you like.

Automatically send emails, SMS, Letters or create new Tasks triggered by the change in job status. You can customize the content of the Updates using placeholders to pull CRM information into your updates.

 

You can Add multiple Job Updates just by clicking the + button in your management portal under Jobs>Job Type>Job Status Updates.


To remove a Job Status Update, click Delete in your management portal under Jobs>Job Type> (Create new Job Type or Edit an existing Job Type) Job Status Updates and click the Red Delete button.

Future Reminders lets you maximize the value of future business by setting up automated Job Reminders for each different Job Type to ensure both your customers and internal team are reminded about future appointments.
 

You can have as many Future Reminders for each job type as you wish.

Future Reminders can be sent as Emails, SMS, Letters or internal Tasks can be created. You can customize the content of the Reminders using placeholders to pull CRM information into your reminders.

You can Add multiple Future Reminders just by clicking the + button in your Management Portal, CRM>Jobs>Job Type>(Either Create a new Job Type or Edit an Existing Job Type) and select the Future Reminders tab at the top of the screen.

To delete a Future Reminder, in your Management Portal, CRM>Jobs>Job Type>(Either Create a new Job Type or Edit an existing Job Type) select the Future Reminder tab>Delete

No, you do not need to add line items to a Job Type,  but by adding the line items it will allow you to generate an invoice for that Job Type quickly and easily from the Line Items.

Recurring Jobs

Recurring Jobs are jobs that you do on a regular or repeating basis.

Examples include mowing a clients lawn once a fortnight or performing an Annual Termite Inspection.

For seasonal businesses such as Lawn Mowing or Pool Care, the frequency of the recurring job may change through the year due to seasonal changes. Formitize has the ability to filter your recurring jobs and then adjust them.

To view Recurring Jobs, go to Jobs in the Main Menu.

Then select Recurring from the dropdown.

This will take you to the Recurring page displaying all of your Recurring Jobs

To set up Recurring Jobs, Management Portal, Jobs>Select recurring from the dropdown +New Recurring Job, this will create a new job and you select recurring rules under the recurring tab.


In the App, Jobs> + for New Job> Select the recurring tick box at the bottom of the page to create the recurring rules.

 

To edit a Recurring Job, Jobs>Recurring>Select Edit on the job you would like to change.

 

To Delete a Recurring Job, Jobs>Recurring>check the box on the Job you would like to Delete and then select Delete in the in the Select Action Box and press Go.

 

Importing Jobs

Yes, you can. The Jobs Menu includes an Import Jobs option. Management Portal, Jobs>Import Jobs.
 


The Import Jobs feature enables you to upload a CSV or Excel file from another solution into the Job Dispatch system. The Jobs can then be managed via the Scheduler. Data from imported files can be used to populate all Job Details and the related fields to Forms attached to the Job. Management Portal, Jobs>Import Jobs.

 

You can view and manage imported Jobs via the Jobs Screen or the Scheduler.


 

The Scheduler

A new user group can be added through the Scheduler by clicking on the + symbol at the bottom left hand corner of the Scheduler screen and selecting User Group, this will re-direct you to the New User group screen where a new Group can be created.

Jobs will automatically convert to overdue if they are not completed within the expected timeframe.

You can view overdue jobs, Management Portal, Jobs>Scheduler>Overdue jobs can be seen on the right of the screen.

You can view and create both single (one-off) and recurring jobs in Scheduler, List or Map view.

The Scheduler is a calendar style view of all Jobs. You can manage both your People and your Assets via the Scheduler.

The Scheduler is an integrated calendar-based Job Management system that you can access via the CRM>Scheduler menu.

 

The Full Scheduler in the Management Portal is available for viewing/updates only to the account holder whereas the Diary in the App can be accessed by field agents and other users who are given access to the app.

No, the Scheduler is a live calendar that dispatches jobs to all users for each business.

Create a New Job in the Scheduler by selecting the green New Job button or by holding and dragging over the desired date and times on the Scheduler grid.

You can Drag and Drop new and Unassigned Jobs in the scheduler.

You can edit a Job in the scheduler by going to Jobs>Scheduler and then on the right side of the page, the list of jobs can be seen. Just click on a job and the edit job option will appear.

When clicking on a job under the scheduler, several options will appear. This includes the edit job, edit recurring, complete or delete a job.

You can re-assign a job from one person to another by dragging the jobs on the right to the user where the job will be assigned.

Multiple Users can be assigned to a Job by dragging and dropping additional Users onto the created Job.


 

An Unassigned Job is a job where it is not assigned to a particular User, this could be because it is a Quede Job or it has been been assigned to a User.

You can view the Unassigned Jobs on right side of your Scheduler.

You can assign an Unassigned Jobs by editing the Job and assigning it to a User or by simply dragging the job to a User. To edit the Job in the Scheduler simply click on the Job>Edit job and Assign the User.

 

To view a list of Jobs in the Scheduler, Select the List button in the top right hand corner of the screen and this will direct you to your View Jobs Screen.

The Map View is where you can see the location of a Users job in a map.

Hybrid view is where both the Scheduler and the Map view are available on one screen.

The layout of the scheduler can be edited through the view options: Day / Week / Month view. You can also edit the Date/TIme Format, Filters and job status colours using the tools in the bottom left hand corner.

The different colors indicate the job status. These colours can be edited through, Management Portal, Jobs>Scheduler>bullet point menu at the bottom of the page.

Job type colors can be edited through, Management Portal, Jobs>Job Types> Color

Each Job type can be allocated a different display color, so that at a glance you can see what types of jobs you have.

These colours can be edited through, Management Portal, Jobs>Scheduler>bullet point menu at the bottom of the page.

A new Job Type can be added through Management Portal, CRM>Scheduler>+New Job>Job Type>New Job Type

A new User can be added user the Scheduler in the Management Portal, Select the + Button at the bottom of the Scheduler screen and select User, this will take you to the New User Set up screen.

The App Diary

The Diary is in the home page of the App.

Forms

Yes, you have the option to upload your form and the Formitize team will build it for you. You may not be interested or have time to build your own forms so we have a very experienced Form Building Team who would be delighted to build your form for you.

 

As part of the Free Trial, we may be able to build your first form as a proof of concept for free. Subsequent work may incur a charge so please upload your form and we will be in touch to discuss and where appropriate, provide quotation.

Yes, you can fill out forms in the Management Portal.

You can also cover off your Work Safety Requirements by adding Safety First Forms to Jobs. Safety First Forms can range from simple safety equipment checklists through to a full Safe Work Method Statements. You can set Job Rules to force Safety Form completion before allowing Job Form access.

Kiosk mode is a fast processing option with auto-refresh to clear form for instant re-entry. Normally used for public facing, repetitive testing and measurement type environments.

Yes, there are options that you can check in the Form Builder that limits the users who can view the forms: you can mark the form as app and portal form, visible to all app and management portal users; or portal form, visible only to management portal admin.

Form Actions are events that trigger automatically when a form is submitted. As soon as someone in the field submits the form, this Actions page will determine what happens next. Actions can also be triggered by certain answers being given in a form, for example if no is an answer on a certain question more questions will be asked but if the original answer was yes then the additional questions would not be required.

Form Options allow you to set items such as:
Form Count Number: This allows you to put letters before the Form count
Add Geo Coordinates to the footer of the Default PDF Report
Default submission status
and more
 

Once a form has been submitted, it goes into the Submitted Forms page where you can make further changes to your forms.

There are 2 ways to access Submitted Forms in the Management Portal:

  1. Forms>Submitted Forms; or

  2. Use the Quicknav button > View Submitted Forms on the Management Portal Home Dashboard (at the bottom of the page).

In the App, Forms> +Submitted Tab

Submitted forms can be viewed, edited and sent as a PDF.

To change the status of a Submitted Form, Management Portal, Forms>Submitted Forms>Check box on the line of the submitted for you wish to edit>Select Action at the bottom of the screen>Change Status, where you can choose from all of the status options. Choose your status then hit Go and the status will be updated. If you’d like your own status, just let us know and we’ll add it for you.
 

You can separate the different Submitted Forms by type. For example, you have your Invoices, Incident Reporting, Near Miss Reports etc. You can use the existing types or you can Press the +New button then add a new type for whatever market and sector you want. You can also customize the column headings when you do it.

To automatically create a new task from a Submitted Form, you will either edit an existing form or Create a New Form. To add this to an existing form select Forms>View Forms, select Edit on the Form you would like to add the Action to >Edit Form>Actions>+New Actions, Select Create CRM Task from the Action Type Drop down Box and fill in the details for the specific Task that you would like to be completed once the Form has been Submitted. Once you are happy with the Action, ensure that you Save and Deploy your Form so that the Action can start taking effort in your Workflow.




One of the benefits of Formitize is that all form field responses can be extracted and reported enabling businesses to gain insights that are not normally available from a PDF, Word or other type of saved form.

Metadata represents the form field data enabling every single form field to be available for reporting purposes via the CSV Report Building Tool.

You can extract the data from Submitted Forms via the CSV Report Builder. Management Portal, Tools>CSV Report Builder.

You can submit a form either through the Management Portal or the App.

To submit the form through the Management Portal, open the form you would like to complete and when you have completed the form you select Submit in the top right hand corner.


To submit a form in the App, select the form that you would like to complete, once you have finished filling in the form select Submit at the top right hand corner of the screen.

 

Forms are paperless copies of your existing forms. Formitize replicates the old paper forms you’re currently using and converts them into smart Mobile Forms that work with or without internet connection - via your App or secure website.

On the Dashboard menu, by selecting Forms, you can:

• View and edit all forms in your Management Portal.

• Create new forms.

• Start a new form or resume an unfinished form.

• Review all submitted forms, change the status, or delete any submitted form.

You can use forms in your business, office or out in the field. You can use all sorts of forms - from safety checklists to comprehensive Risk Assessments, Pre-Starts, Toolbox Talks, and Safe Work Method Statements.

You need to use forms for various requirements in your business. Using paperless forms ensures efficiency and speeds up your business processes and systems.

You can view your forms directly from the Management Portal dashboard. Just click on the Forms Menu in your dashboard.

You can view your forms directly from the Management Portal dashboard. Just click on the Forms Menu in your dashboard.

We want to help you build your forms so we have 3 options for you:

You can use our Form Builder, or the Wizard (which can build a range of standard business forms automatically for you), or you can upload your form and our team will build it for you!

Option 1 - Use the Form Builder to create and edit your own forms using the drag and drop tools

Option 2 - Create Form Using Wizard

Option 3 - Upload your form here and we will build your first form for free for you.

The Video Link below will demonstrate some of the amazing features that are available for you to utilize in the Form Builder.

When you have completed the New Form in your Management Portal, simply click Save and you’re done.

Once you have added a new Form and deployed it, it will be visible in your Forms list in the App.

Yes, you can use the Form Building Wizard to create forms. At any time, by answering some simple questions, the Wizard will build customized forms for you. The forms available in the Wizard are general business forms such as Invoice, Quotation, Work Order, Time Sheet, Purchase Order, Incident Report. We are always adding to the list of forms available in the Wizard.

CSV Report Builder

The CSV Report Building Tool is a very useful way to generate reports based on information being collected in any of your forms. To locate the Report Builder, Management Portal, Tools>CSV Report Builder.

 

To generate a report in your management portal, Tools>CSV Report Builder. Select your Form and the date range you wish to report on. (Note, if you leave the date fields blank, the report will be based on all forms submitted).

You can then add and remove columns as required and filter the data until you have created the desired report.

Pre-Set Templates are templates that you can create then use again in the future.

Saving a Preset Template is quick and easy. In your Management Portal, Tools>CSV Report Builder. If you think you will use the Report you have created again, please save it as a Template. The next time you want to generate the report, just select the form, the date range and the template and your report will auto-generate.

Tasks

Tasks are work that you need to do, such as calling your clients, sending quotes, etc. Tasks are for internal teams only.

Jobs are work involving your client like actual inspections. Tasks are work that you, as the user, need to do like schedule inspections or calling your clients.

You will find the Tasks in the CRM section in your Management Portal dashboard.

Tasks are not available in the app as they are for internal use by portal users only.

To create a task, Management Portal, CRM>Tasks> + New Task, fill out the task details and save.

To edit a task, Management Portal, CRM>Tasks>Edit. Make changes >Save.

To complete a task, Management Portal, CRM>Tasks>Edit>Complete Task.

To delete a task in your Management Portal dashboard, CRM>Tasks>Checkbox next to job you would like to delete>Select Action>Delete.

A task can be assigned to any users when creating a new task, Management Portal, CRM>Tasks> + New task, fill out the task details and save.

 

A task can also be re-assigned once it has been created. Management Portal dashboard, CRM>Tasks>Checkbox next to job you would like to re-assign>Select Action>Assign. Just above the Select Action tab you will be able to select the user that you want the task to be assigned to.

Xero

Xero is an online accounting system designed for small businesses and their advisors. It’s simple, smart and secure.

Xero would be used as your accounting solution you can manage your payroll, HR, billing expenses, cash flow tracking, GST, etc. Xero has incredible integration capabilities with Formitize.

Formitize CRM has a complete two-way integration with XERO. Settings>CRM Settings>Invoices> Integrate CRM invoicing with Accounting Software

This will auto-populate your CRM with all Xero data including Customers, Suppliers, Invoices, Purchases, Line Items and Tax Rates. It is a very comprehensive integration that syncs all data between the two systems.

It takes around 10 minutes to sync all information between Xero and the Formitize CRM.


 

Formitize will pull in all of your Xero invoices, your customer history, your line items, tax rates and everything else will automatically be pulled in from Xero into the CRM.

If there is a break in your Xero integration, Management Portal, Forms>Integrate>Profiles tab> +New Profile>Renew tab. This will restore your integration.


 

In the Management Portal, Help>Support Ticket.This opens up the Support Wizard, where you can fill out a form to help you get your issues resolved ASAP. Clicking send forwards the form directly to our Technical Support team.

If you need assistance with your Xero integration, you can contact Technical Support directly using the App by going to Help>Support Ticket. Fill out the form and send. It’s automatically forwarded to our Technical Support Team.

You can also email our Technical Support team via support@formitize.com.

Formitize also has a limited Integration with both Quickbooks and MYOB Essentials. These are restricted integrations and currently only push Formitize Invoice information into Quickbooks and MYOB to create new invoices. These integrations are nowhere near as powerful as the Xero integration but deliver invoicing and will be developed further.

To remove your Xero integration from you Formitize Account in the Management Portal,Forms>Integrate>Profile> select the check box and Select Delete in the Select Action Box>Go.

 

Paying your Formitize Account

Yes, we accept Paypal and Credit Card services so you know that your payment information is safe and secure. We accept PayPal, Mastercard and Visa. Account payments can be arranged for enterprise clients. Monthly billing amount is based on the number of registered users on your account.

Formitize does not charge a fee for card payments.

To view the Invoices for your Formitize account in the Management Portal, Settings>Transactions>Invoices.

Card Payments Using Stripe

Yes. You can take payment through your Formitize app. If you would like to take immediate card payment through the App, you will need to set up an account with Stripe.com, when you select “Take Payment the card gateway will open. If you are using an existing card payment gateway, just select “Record Payment

To take card payment CRM>Accounts>Invoice. You can select out which invoice and then you will have several payment options which includes card payment.

Stripe is an online payment processing for Internet businesses. Stripe is a suite of payment APIs that powers commerce for businesses of all sizes.

Stripe is an integrated way to accept payments through the Formitize App already processing billions of dollars a year for thousands of companies of all sizes.

Transaction and service fees. Rates vary from country to country, please visit www.stripe.com to view current rates.

To get started with Stripe you will first need to set up a free account. The great thing about Stripe is that you will be able to test out the gateway on your Create website before you activate your Stripe account.

Click here to create your Stripe account: https://dashboard.stripe.com/register

 

How do I link my Stripe account to Formitize?

 

In your Formitize Portal:

 
  • Select Forms>Transactions>Add Payment Source and enter your Stripe keys in the relevant sections

  • Select Save.
  • If you are using your invoices etc through the Formitize CRM (Accounts in App) you are now integrated to take live payments. No further action required.

     

Resources

The Resources section is like a Document Library. You can upload documents like Safety Documents, Licences, Certificates, Insurance Policies and have them available at all times.

Resources is is an like an e-Library. If you upload a document here in the Resources section, it can then be visible to field users. You can add your own folders and call them whatever you like. Then you can add your files and documents into those folders and they will sync to the app users.

Resources are perfect for things like Safety Documents and Procedures. You can upload documents to the portal and everyone has access to view them. All of your documents can be found in one centrally managed location. Resources is perfect for Safety, MSDS, Procedures, Policies, Catalogs & more. With Resources, you have Full Version Control with integrated Document Expiry Notifications.


This Resources feature is very useful for corporation manuals. If changes are made to your documents, all you do is update the document in Resources and it automatically syncs to everyone’s devices. Once new resources are uploaded they are available to all users that they are relevant to according to User Groups.

You will find Resources in the home page of your Management Portal.


Or you can Management Portal, Resources Dropdown menu: View Resources / New Resources / Folders / History.

You will find Resources in the home page of your App.

You can view your Resources by clicking View Resources in your Management Portal home page, Resources Dropdown Menu: View Resources / New Resources / Folders / History

You can view your Resources in the App by clicking the Resources icon in your app’s home page.

You add a new Resource by opening Management Portal. Resources>New Resource. Your new Resource is automatically synced In the App.

You can store your Resources in Folders. In your Management Portal, create new folders or use existing ones to organize your Resources, making them easy to locate.

In your Management Portal, you have the option to create a New Folder when adding your new Resource.

To Customize Folders, You Upload the Resource Documents in the Resources Section of the Management Portal. You can create your own Folders and name them whatever you want.

To delete a Resource in your Management Portal, tick the checkbox in the bottom left corner then select action in the drop down menu and delete the resource.

Yes, you can set Resources to only be available to select group / groups of Users.

The Expiry Date will notify the users when the Resources needs to be updated. When you add a document to Resources, you can set the expiry date for the document. Amin will be notified of upcoming expiry on resources, when they are due and also when they expire if they have not been actioned.

In your Management Portal dashboard, you will see details about your Resources both expiring or expired. The administrator will receive an email reminder 30 days and 7 days before expiry and then again when it actually expires, if it has not been actioned already. Resource expiry reminders are perfect for managing licenses, registrations or MSDS’s, agreements and contracts or any document that has an expiry date.

 

Resource documents whose expiry dates are in blue are ok; anything in orange is within 30 days of expiry and you will receive notification about it; and when it does expire it will turn red. You can see the status of your documents at View Resources.

To print a resource, Management Portal, Resources>View Resources>Select the Resource - this opens the document in your browser where you can select Print.

API

An Application Program Interface (API) is a set of routines, protocols, and tools for building software applications. Basically, an API specifies how software components should interact. Additionally, APIs are used when programming Graphical User Interface (GUI) components.

Data

All of your data is stored in the cloud. Formitize uses Global Cloud Storage to optimize speed and performance for clients.

The Cloud is simply a modern way of storing data and information in centralised data storage facilities so that you don’t have to maintain your own servers and network or save information to your own hard drive - we do it for you! This provides you with secure, expandable storage that is all included in your Formitize monthly fee.

Every effort is made to ensure that your data is safe and secure. We work with government agencies and many of the world’s largest corporations where data security is paramount and we treat your data with the same priority.

Yes, Formitize will back up your data regularly. Our app is a powerful, super fast application with an app style menu system that is simple and intuitive. We offer auto 15-second backup during form entry; Auto caching and syncing; Manual Save option; and Automatic version update.

Only you and other users to whom you grant user permissions can access your data.

Feature Requests

Our Technical Team are constantly looking at ways to improve the Formitize experience. We regularly update our system and detailed update information is available through the Management Portal, Help>Updates.

You can influence the Feature Roadmap by adding a Feature Request Help>Feature Request. This also enables you to see other suggestions made by other users and vote for them. The Feature Request voting plays an important role in determining the future development roadmap.

Go to Help>Feature Request to add suggestions for new features - we really love to hear your ideas and listen carefully to suggestions from our Users.

Reports

To create your Income and Expenditure Report, CRM>Reports>Income and Expenditure. On the report screen you will see your date ranges that you can customize depending on what date range you would like to capture in your report.

Yes you can create reports in Formitize, to Report on your CRM, CRM>Reports.

Yes you can export your CRM information into a CSV Report using the Report Function in the CRM. CRM>Reports>Download CSV

To create a report on your contacts in the Management Portal, CRM>Reports>Download CSV. You can filter the information to only show what information you require in the your report using the +New FIlter Button

To Create a Report on a Users Task in the Management Portal, CRM>Reports>Task Log. You can filter this information in the drop down menu's and also add new filters using the +New Filters button.

To create a report on your Automated Reminders in the Management Portal, CRM>Reports>Task Log. You can filter the information using the +Filter Button.

To create a Report on your Quotes using the Management Portal, CRM>Report>Quotes. You can filter this infomation using the +New Filter Button

To create a report on your Invoices in the Management Portal, CRM>Reports>Invoice. To filter your report use the +New Filter.

 

To create a report on your Purchases in the Management Portal, CRM>Reports>Purchases. You can filter this information by using the +New Filter button.

Safety First

The Safety First solution can incorporate all safety related forms such as Job Safety Analysis (JSA’s), Toolbox Talks, Take 5’s, Pre-Start Vehicle, Equipment and General Safety Checks, Working at Heights, Confined Spaces and Hot Work Permits, Incident, Near Miss and Non-Compliance Reporting. All required safety forms are customizable and can all be managed beautifully through the one powerful, yet super simple to use, Safety First solution.

The Safety First solution can either work as a stand alone mobile safety solution or as an integrated part of the current Formitize Job Management and Mobile Forms system.

Different Job Types can be automatically allocated different Safety First forms to ensure the correct safety requirements are matching the related task, every time.

When a User receives a Job in the App or the Managment Portal, a separate Safety First section will appear containing the relevant safety forms for that job. The mobile forms include smart features such as integrated tagged photos, sign on glass signatures, time and date stamping, GPS location and more to provide higher levels of information, more efficiently. If desired, a permission can be set that prevents the Job Forms being accessible until the Safety First section has been completed.

The user completes the Safety First section, the Job Forms then become accessible and the remainder of the job can be completed safely with management confident in the knowledge that all safety components have been assessed, checked and completed in a consistent, compliant format.

The Safety First forms can be separately submitted so that management have full visibility of the safety information completed from the field before the actual job has even started. Dedicated actions and notifications can be triggered based on the status of the submitted Safety First forms or even any answers contained in the forms.

The Time, Date and GPS co-ordinates of all Safety First form submissions are recorded - providing management with enhanced visibility and ensuring accountability through all safety processes. All safety related forms are securely stored with unique ID, time, date, location and user details. All elements are fully searchable thereby providing a comprehensive audit trail and archive.

All Safety First forms are automatically document managed,  a documents expiry details, descriptions, version control management and author details are managed withing your account.  Even better - the solution automatically monitors the form expiry dates for you and notifies you when documents are approaching their expiry dates with multiple reminders automated from 30 days prior.

Also included with the Formitize solution is the powerful Resource management solution. Read-only resource documents can be added to the Resource Library such as Operating Procedures, Licences, Registrations, Certificates, Safety Policies and MSDS’s (Material Safety Data Sheets). The same automated document control and notification system will also monitor the expiry dates of these resource documents to ensure that all documents being used are current and valid.
Resource documents are uploaded once in the secure web-based Management Portal and sync automatically to all mobile user devices. This ensures that everyone has constant access to only the latest document versions. Documents can be stored in custom named folders to suit your business.

 

To create a Safety First form in the Management Portal you will either create a New Form or you can edit the settings of an existing form. When creting a new Safety First Form you will be asked if the Form you are creating is a Safety First Form. If you would like to edit an existing form to be a Safety First Form you will go to, Forms>View Forms>Edit on the form you would like to change to a Safety First Form and select the Safety First Check Box.

To add a Safety First Form to a Job using the Management Portal, Jobs>New Jobs>Forms>Select Safety Forms to attach.
(Please note that if you have not created any Safety First Forms the list will be empty)


To add a Safety First Form to a Job using the App Jobs>New>Safety FIrst Forms>Add


 

To add a Safety First Form to a Job Type in the Management Portal, Jobs>Job Type>+New Job Type>Safety First Form, this is also where you will set the Rule that runs with the Safety First Form.






 

Diary in the App

In the app you will find the Diary on your Home Page

To adjust the settings for the Diary in the App, select the menu button in the top left hand corner of the screen.

In the setting of the App Diary you can view in Day, Week, Month and List. You can View in 5 Minute, 15 Minute, 30 Minute and 1 Hr Intervals, you can also show and hide Specific days, for example if you don't work Saturday and Sunday you can hide these days so they don't appear on your Diary Calendar.

Administrators and Users with permissions are able to view other Users Diaries in the App.

In the App Diary, select the User Icon in the top right corner. This will bring up the list of Users that you can select and view.

To create a New Job in the App you simply touch and hold the date you would like to create the Job for and the New Job Screen will appear.

To move a Job in the Diary you simply drag and drop the Job you would like to move to the date you would like to change it to. You can also click into the job and select the red "Edit" button to edit the job date, time and duration.

To extend and reduce the time assigned to a Job you will need to be in Week or Day View, you can then touch and drag the Job down or up to extend or reduce the time as needed.

To edit a Job in the Diary you simply touch the Job you would like to edit and select Edit at the bottom of the screen.

Yes, you can Re-assign a Job to another User simply select the Job you would like to re-Assign, select edit at the bottom of the Job View and you can then re-assign the Job under the Assigned To: field.

The permission settings for the diary can be found in the Management Portal, Users>View Users>select the user you would like to view/edit>Permissions. Here you can set if you would like the User to be able to Edit Jobs, View Other Users and lots more.

Tutorial Videos

Submitted Forms

Yes, You can Convert a Submitted form to a Job in the Management Portal, Forms>Submitted Forms>View Submitted Forms>Select Edit on the Form that you would like to convert to a Job> Select Actions>Convert to Job.




You can create customized submitted forms tabs in the Management Portal allowing you to see any information from within the form at a glance, creating a custom submitted forms tab alsp makes it easy to search your forms.

To create the custom tab in the Management Portal, Forms>Submitted Forms>+ New. In the settings of the Custom Tab you can create a name for your tab, choose what forms you will see, choose which groups will be able to view the Tab and you will then set your columns and connect any new columns to the fields within the form.

 

You can delete a custom Submitted Form tab in the Management Portal, Forms>Submitted Forms>+New>select the tab you would like to delete>scroll to the bottom>Delete


 

To edit a custom Submitted Forms tab in the Management Portal, Forms>Submitted Forms>+New>Select Tab you would like to Edit>Make changes>Save.



 

Webforms

Webforms are going through a final stage of Beta testing, if you would like Webforms to be available for you to use please email support@formitize.com with your Account and User Name.

Webforms are electronic forms that can be completed by anyone from a web-browser on their computer, tablet or smartphone. Formitize forms can be custom built using the drag and drop form builder and importantly, all the automated form actions and integrations are included such as CRM updates, sales pipeline management, automated emails, notifications and so much more.

Two Webform Types:

There are two clear webform application types available:

  1. iFrame Webforms

  2. eLink Webforms

1. iFrame Webforms

iFrame webforms are designed to be embedded into your website. You can use the drag and drop form builder to design the form to collect exactly the information required. The size of the form can be adjusted to suit the available dimensions available on your website. The most common iFrame webform would be the Contact Us form added to your website as in the example below:


2. eLink Webforms
eLink webforms are a powerful way to collect information. Again, the forms can be built using the drag and drop form builder. The eLink forms can be partially completed by you before being sent to your client (details such as name, address, pricing etc) The client can open the form on their desktop, tablet or smart phone, complete the required information, sign on screen and submit. When the form is submitted, a whole range of automated actions can trigger.

eLink webforms are the perfect solution for Pre-Inspection Agreements, Terms & Conditions, Orders, Variations, Vendor Applications, Employee Applications, General Agreements, Contractor Submissions and so much more.
 

iFrame Webforms


iFrame webforms are designed to be embedded into your website. You can use the drag and drop form builder to design the form to collect exactly the information required. The size of the form can be adjusted to suit the available dimensions available on your website. The most common iFrame webform would be the Contact Us form added to your website as in the example below:

 

NOTE - Be careful with CRM links in Webforms!

eLink webforms are a powerful way to collect information. Again, the forms can be built using the drag and drop form builder. The eLink forms can be partially completed by you before being sent to your client (details such as name, address, pricing etc) The client can open the form on their desktop, tablet or smart phone, complete the required information, sign on screen and submit. When the form is submitted, a whole range of automated actions can trigger.

eLink webforms are the perfect solution for Pre-Inspection Agreements, Terms & Conditions, Orders, Variations, Vendor Applications, Employee Applications, General Agreements, Contractor Submissions and so much more.


 

Converting a form to a Webform needs to be done in the Management Portal, Forms>Start Resume Form>Select the form that you would like to Convert to a Webform and select the “Convert to Webform” checkbox.

To allow the Webform functionality to be available on a form in your Formitize account, Forms>View Forms>Edit on the form you would like to enable as a Webform and select the “Webform Enabled” Check box>Save.

To email an eLink Webform from the Management Portal, Forms>Start/Resume Form, +Start New Form >Select the form from the Drop down Box>Start. The form will open and you can check the “Convert to Webform? Check Box. You can now Pre-fill any information that you would like to appear in the eLink form when the recipient receives it, once you are ready to email the form select Save, the link actions will appear, select Email Link, the email screen will appear and you can then enter the Mandatory information and Send Email. Once you have sent the email you can close the screen, all saved Webforms that you have emailed will stay in your saved forms until your Recipient Submits the form and it will then appear in your Submitted forms.





 

Yes, you can pre-populate any information that you would like into the form before pressing Save.

Yes, Once you Select “Email Link” the email screen will appear allowing you to completely customise the wording of the email that the recipient receives.

Email Placeholders allow you to select information you would like to insert into the email without having to type the information in. To insert a Placeholder select Ctrl + Space Bar and this will bring up your available options.

No, Once a recipient has submitted a Webform they will no longer be able to access the form.

Yes, you can send a submitted form back out as a Webform. Forms>Submitted Forms> Select Edit on the form you would like to send. The form will open and you can check the “Convert to Webform? Check Box. You can now Pre-fill any extra information that you would like to appear in the eLink form when the recipient receives it, once you are ready to email the form select Save, the link actions will appear, select Email Link, the email screen will appear and you can then enter the Mandatory information and Send Email.




 

All the same actions can trigger from a Submitted Webform

Yes, Recipients can added Images into the forms where the Photo Capability has been built into the form Template.


https://www.youtube.com/watch?v=vYTWHb5od8k&t=3s

A powerful new feature allowing you to receive fast and accurate information from your current or future customers. Webforms are electronic forms that can be completed by anyone from a web-browser on their computer, tablet or smartphone. Formitize forms can be custom built using the drag and drop form builder and importantly, all the automated form actions and integrations are included such as CRM updates, sales pipeline management, automated emails, notifications and so much more. Come visit us at www.formitize.com/ to get more information on our amazing features and to start your free trial today.