Contents
Product catalog
Creating a new supplier
Creating a new item
Importing a price list
Settings for the entire company
Settings per department
Handyman Mobile - General
Handyman Mobile - Automatic connections
Creating users
Official in charge
Mobile users
Checklists
Cost elements
Order categories
Groups for employees
Trade group
Cost element group
E-mail sender
This document is intended as a simple user manual to help you get started easily. The document complements the product documentation and training provided by Handyman consultants.
The purpose of the document is to summarize the most important steps in the basic configuration and to recommend an order for the individual configurations.
Setting up complex systems requires a more sophisticated configuration. A Handyman consultant is happy to assist with this.
The Handyman system mainly consists of 3 components.
- Handyman Office – the workplace for planners and service/project managers.
- Handyman Mobile – the app for the service technician.
- Handyman Connect – customer portal for your customers.
To use this quick start guide, you need a Handyman Office user with system administrator rights.
Reference to elements in the Handyman user interface is shown in this way:
Product catalogue
An important part of Handyman is to record the consumption of materials/goods on orders.
In Handyman, the terms product and material are used interchangeably.
All goods belong to one supplier, with the exception of miscellaneous goods. In order to be able to register material consumption , at least 1 supplier must therefore be created. The goods are then entered into the supplier's price list. The same item can be found in several price lists, for example at different prices from different suppliers.
Warehouse management with inventory and counting is not described in this document.
Create a new supplier
Logistics - Supplier - New
Enter the supplier's number and name.
Later, the supplier is made available to the individual employee via the trade groups.
Create a new item
Logistics – Supplier – Price list – Price list items - New
Complete at least the marked mandatory fields for each item.
Import a price list
Logistics – Import price list
You can use a CSV file to import a price list with cost and customer prices. To do this, follow the instructions in Handyman Office help: Importing a CSV price list
Settings for the entire company
Configuration - Company - Company
Here you enter the most important data for your company. This data is mainly required for the company information in Handyman's standard reports.
Settings per department
Larger service organizations are often divided into different professional areas, regions, areas of expertise, etc. Such structures can be created in Handyman via departments.
By default, Handyman always has 1 department. This is sufficient for simple service organizations.
With several departments, it is possible to:
- Print various company information in the report (for example, the address of the department)
- Department-specific settings for automatic report generation
- Restrict access to:
- Orders
- Order categories
- Various basic data in the service module (service forms, contract types, equipment types, etc.)
- Department-specific naming of individual fields in Handyman (terminology)
- Use of different configurations of Handyman in different departments (e.g. for creation of new orders in Handyman Mobile or automatic synchronization)
The use of many departments makes it possible to have adapted routines for workflow and documentation requirements for different areas of the company. At the same time, the complexity increases somewhat. We therefore recommend using several departments only if it comes naturally and separating this.
Handyman allows a variety of configuration options for departments. The following chapters point to the most important ones and show a typical configuration.
Handyman Mobile - General
Configuration - Department: Edit - Settings - Handyman Mobile
The settings above are the most common to start with.
Handyman Mobile - Automatic connections
Configuration - Department: Edit - Settings - Automatic connections
The Handyman Mobile app works without a direct connection to the office so that the service technician can always register his work as soon as desired, even without mobile coverage. These settings ensure that data is sent as quickly as possible to the office where it is natural in a normal workflow.
Create users
Configuration - User: New
Official in charge
Enter at least these values for the employee:
- Name
- User ID: Used to log in to Handyman Office
- Employee number
- Department
To use Handyman Office, the user must be assigned a license for Handyman Office and a role corresponding to the function.
Mobile users
For the new service technician, enter at least these values:
- Name
- Employee no .
- Department
In order to use Handyman Mobile, a license must be assigned to the user.
The configuration of the groups for the employees is done later.
Checklists
Checklists are used for documentation, as part of a practical execution of an order in Handyman, e.g. for completing test reports, measurement protocols , maintenance checklists , final checks, etc.
Help for creating your own checklists is described and shown below. A more detailed description can be found here Checklists – Handyman Support (gsgroup.no) .
- Create a new checklist.
Configuration - Checklist: New
- How to add new checklist items to a new checklist
- In the upper left corner, select the New Checklist icon
- Select the type of checklist item in the drop-down menu on the right, this will in turn determine the answer options and options that will be available in Handyman Mobile.
- Enter the description you want to display on the checklist item. This is what Handyman Mobile users will see when they go through the checklist.
- Under Definition, select the rules you want to use when users register and complete a checklist.
- Use the Group tab to add which groups should have access to the checklist.
- When the checklist is finished, finish and save by pressing the OK button.
Cost elements
Cost elements are used to record hourly consumption and other costs that are carried out by employees. Typical examples are wage types for normal wages, travel time, kilometres, travel allowance, but can also be registration of non-billable time, absence or holiday.
Configuration - Cost element: New
A typical wage type for registering hourly consumption has the following configuration:
- Salary type number
- Description
- Unit: Hours
- Type of time: Normal time
- Registration of time (which contains registration of start time and end time where required )
Handyman Mobile can also use a timer to record time as an alternative to manual registration. In order for this wage type to be used in that way, you select this here:
The "Adjustment is allowed" option allows users to adjust the end time that was automatically recorded by the timer function.
Order categories
Order categories are used to distinguish between different types of orders/assignments your company carries out. In Handyman, the categories can be used to determine rules for planning, implementation and requirements for documentation. This means that the desired quality is automatically achieved in the execution of the orders.
Among other things, you can decide:
- Option to choose whether a customer signature is required for a specific order category.
- Determine which checklists should automatically be included when a new order is created.
- Competence requirements can also be stated
- Limit the types of wages that can be used
- How long before the planned start the order is displayed for the service technician in Handyman Mobile
The most common order category configuration is described below:
Configuration - Category - Order category: New
In the upper part you can configure:
- Name and number of a category.
- Ability to decide whether an order category should be available to specific departments.
- Not available to create new orders on Handyman Mobile.
- Set an order category as default when a new order is created.
Under the "Standard checklists" tab, you specify which checklists you want Handyman to automatically add when an order is created with this order category. New orders will automatically receive all necessary checklists required for the requested documentation.
Groups for employees
Groups are used to determine which employees have access to which basic data. Handyman is delivered as standard with 1 trade group and 1 cost element group.
Several groups can be created to provide each individual employee with more relevant basic data.
For each group, you define which employees are members and which basic data is available. An employee can be a member of several groups.
Configuration - Group - New
Trade group
In a trade group, it is decided, among other things, which price lists and checklists should be available to the members of the group.
Select Trade group, give it a name and possibly a description.
Once the group has been created, price lists/checklists and employees are selected from the right side and "dragged" over to the left side. You can also use the arrows in the middle of the image.
Cost element group
Cost element groups determine which pay types each individual employee can use.
Select Salary type group, give it a name and possibly a description
Once the group has been created, wage types and employees are selected from the right-hand side and "dragged" over to the left-hand side.
Sending Emails
If you want to send reports and messages to employees and customers via email from Handyman, an email server must be defined.
This is done here: System - Settings - Email
The mail account must be without Two-factor authentication.
Email from Handyman Mobile is sent via the mobile's standard e-mail setup or another configured e-mail server in Handyman Mobile.