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Setting up the basics for your new Synchroteam Trial

This post provides guidance on how to do the initial configuration for your Synchroteam Field Service Management application after registering for a free trial.

Synchroteam is a Field Service Management solution that helps you manage your mobile workers efficiently, simplify business processes and optimize costs. Functionality includes schedule and dispatch, online booking, job management, custom forms, and more.

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After completing the short free trial registration process you will receive an email to confirm your account and configure your administrator password.

After signing in to your new Synchroteam portal you will notice some sample jobs have already been added to the job and schedule view. You can delete these jobs before launching your application but initially they will help to get you familiar with the functionality.

Synchroteam schedule

To start using your new application you need to perform some basic configuration. To access the configuration you need to click on the gear icon in the top-right corner of the page and select the "...more" option.

Synchroteam menu

This will present the settings page with all the configuration options. We will just discuss some of the key components to start using the application in this article.

Synchroteam configuration

The first thing you would want to do is configure the email address that will be used to send out email notifications. To do this you need to click on "Emails" under the "Configuration" section. This will present a page where you can configure the email templates for each type of notification. The templates allow you to define the email subject and body using a combination of free text and placeholders to include various field values.

There are tabs to configure the email template for the Job Report, Invoice and Quotation emails. You can construct free text sentences and use the arrows on the left to add the required field placeholders.

Synchroteam email configuration

The final tab allows you to set the outgoing email settings. Here you set the email that will be used to send the notifications and indicate the recipients.

Synchroteam email sender

The next step in the configuration is to configure your job report templates and job types. In Synchroteam jobs are categorized by job types which are associated to job reports. Job reports are the custom forms technicians complete on their mobile app when they complete the jobs.

The first item to configure will be the Job Report Templates. On the settings page select the "Job Reports Templates" option under the "Job and Projects" section. You will notice that a "Standard Job report Template" already exists by default. You can edit this report or delete it. Additional reports can be added as well. Usually you will have different job reports depending on the type of work that was completed but you might also only have one that will work for all job types.

Synchroteam job report

To create a new job report enter a name in the provided "Name" field and click the "Add" button on the right. The job report page will be displayed. First you will add a category or Shared Block (a Shared Block is a predefined set of fields that can be reused on multiple Job reports) by clicking the "Add Category" option.

Synchroteam job report category

Now give the category a name by renaming "New Category" to something else like "Job Report".

Synchroteam job report fields

You can choose from a number of field types and add all the custom fields you want your technician to complete. You can indicate whether the field is mandatory, private (field value will be captured but not included on the report shared with the customer) and you can specify any conditional logic i.e. only show the field based on another field's value.

Synchroteam field options

Click the "Add" button to the right to add the field to the report.

Add additional fields as needed. You can include fields that require photos to be uploaded or signatures to be obtained as well.

Synchroteam field types

Select the "Publish" button at the top of the page when you are ready to publish the job report.

Next you need to configure your job types. Go back to the Settings page and select "Job Types" under the "Job and Projects" section.

Create job types to categorize the different types of jobs you have. Some examples include types like Installation, Maintenance, Estimate, Warranty, etc.

Create the job type by adding a name in the "Name" field, setting the default job duration time, select the related job report, select a job priority for scheduling, and specify any special skills required (only technicians with these same skills added to their profile can be scheduled for this job). Selecting the "Add" button on the right.

Synchroteam job types

The next step is to create your Teams and Users. Technicians and Managers can be allocated to Teams which allow you to assign jobs to Teams and have Managers that only have access to jobs assigned to their team assign technicians from their team to those jobs. This is a great feature if you work with various teams and want to restrict access and visibility of jobs by team.

Start by adding your Technicians and Managers by going to the configuration page and selecting "Users" under the "Your Team" section. Fill in the user details, select the correct profile and set their username and password. You can define any skilled trades which will be used to match the skills defined on jobs when scheduling work. Teams can be associated if they already exist.

Synchroteam user

Next you can create your teams by going to the configuration page and selecting "Teams" under  the "Your Team" section. Here you can specify a team name and select the technicians and managers that belong to this team.

Synchroteam team

You should have the basic configuration done that will allow you to start using the system. There is a lot more that can be configured like parts and services, tools and resources, notifications, API integrations, projects, activities, taxes and invoicing, and much more.

Here is a video that gives and overview of the free trial registration, basic functionality, and initial configuration as documented in this blog post.

Feel free to reach out to us if you have any questions.

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