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Navigation Overview

Learn how to get around the System

Logging In

BROWSER RECOMMENDATIONS

  • PC:
    • Chrome is recommended
    • IE is an alternative
    • FireFox is an alternative
  • Mac:
    • Chrome is recommended
      • For features that require a right click:  right click = ctrl + mouse click
      • Scrolling can sometimes be an issue. Some tips on settings can be found here. 

Where do I begin? (Logging in to ServiceMonster 6)

GETTING TO SERVICEMONSTER 6 VIA THE HELP SITE:

  • Go to www.servicemonster.net/help
  • Click “Login” button (top right corner)
  • Select ServiceMonster 6
  • Input your personal credentials

SAVING SERVICEMONSTER 6 LINK ON YOUR DESKTOP:

  • Highlight URL to your ServiceMonster 6
  • Drag and drop the link to your desktop
  • Double click on the new link to open again

SAVING SERVICEMONSTER 6 LINK TO FAVORITES IN GOOGLE CHROME:

  • Select the star icon in the URL bar (far right hand side)
  • A box will open, click DONE
  • A quick link to ServiceMonster 6 will appear underneath the URL
  • Click on the quick link anytime you want to access your ServiceMonster 6

Navigating the System

Navigating ServiceMonster 6

Navigating ServiceMonster 6

I. ServiceMonster 6 Title Bar includes the following….

  • When selected, the “i” icon provides information including ServiceMonster hours of operation, ServiceMonster support contact information, the “?” directs you to our help site, the “person” icon is a shortcut to password
  • reset, and the “key” logs you out
  • The clock with the downward facing arrow is the recent activity drop down
  • “Go To” allows you to search and go to anywhere in ServiceMonster 6
  • “Yellow lightening bolt” is access to the Quick Add
  • “Square with the arrow” opens another scheduling window in another tab
  • “Search” is a global search option (search anything from order number to an account name, etc…)
  • Your subscription number
  • Your business name
  • ServiceMonster support’s phone number

II. The Navigator (located on the left hand side of your home screen)

  • Home – contains home dashboards with helpful business information
  • Leads – contains leads, opportunities, activities, campaigns, drip campaigns, and promotions
  • Accounts – contains all of your account information (notice ServiceMonster refers to customers and clients as accounts)
  • Orders – contains all orders, estimates, work orders, pre-completed jobs, invoices, recurring jobs, billing, payments, print settings, accounting, commissions
  • Scheduling – contains your schedule, job list, reminder list, reminder batch, routes, and notifications
  • Marketing – contains campaigns and templates
  • FMS (FillMySchedule) – contains pertinent information regarding your FMS activities
  • Reports – contains ServiceMonster reports under 5 different categories: financial, marketing, management, miscellaneous, and custom
  • Dashboards – contains additional dashboards with helpful business information
  • Marketplace – contains additional applications offered by ServiceMonster 6 (Stripe, Twilio, Webforms, etc.)
  • Settings – contains company info, picklists, tax rates, products, services, and much more

II. The Light Blue Bar with the Arrow next to the Navigator is another sidecar available in any of the Navigator tabs

 

Explaining Dashboards

Explaining Dashboards

Two drop-down menus at the top of the Dashboards deck (homepage):

  • (Left) Comparing THIS choice to…
  • (Right) THIS choice (Ex: Current Month vs. Previous Month)

Current Month (Left Drop-Down) are the BIG green or red numbers (center of each tile).

  • Green means “in the positive” and Red means “in the negative”

The [+number] is TODAY’s total.

The number and percentage below is the comparison (Ex: +4 = 4 more Active Accounts than previous month!)

Definitions of each Dashboard tile:

  • Active Accounts = the number of active accounts currently [and previously]
  • Invoices Count = the total number of active invoices currently [and previously]
  • Total Income = the total income from those active invoices currently [and previously]
  • Average Income = the average income from active invoices currently [and previously]
  • Residential Repeat Rate = accounts for all repeat residential customers currently [and previously]
  • Commercial Repeat Rate = accounts for all repeat commercial customers currently [and previously]
  • Leads Count = accounts for all leads in system currently [and previously]
  • Opportunities Count = accounts for all opportunities in system currently [and previously]

Exploring the Newsfeed

Exploring the Newsfeed

What IS the newsfeed? What does it include?

  • Located on the ServiceMonster 6 home screen
  • An easily accessible, simple-to-use overview of your business’ job, order, activity, and payment updates
  • Includes ServiceMonster news and posts by the users

Searching Accounts

Searching Accounts

Start off in Accounts > Account List

  • Search First or Last Name of any customer in the general search (top)
  • Click Enter
  • To narrow results, select the small Funnel button next to the Account column
  • Type in First or Last Name of same customer
  • Click Enter
  • Funnel searches are available next to each of the column headers, use as needed or desired!

Setup: Basics

The first steps in getting started is doing some basic setup. Start by entering your employees and users. We discuss Data and get your Logo uploaded.

Self Importing Accounts

Self-Importing Accounts

Make sure your logged into your ServiceMonster 6 account.

  • Click on Settings (Navigator) > Import Accounts

Create a CSV file (a basic Excel file) of ALL your current and/or prospect customer data.

  • Save the file on your computer somewhere easy to find (Example: Desktop)
  • For an example CSV file, please see the ‘Self-Importing Accounts’ training video at 1:06
  • Feel free to copy our headers for clean data import
  • ‘Account Name’ = customer name (residential) or company name (commercial)
  • ‘Account Type’ = customer OR prospect (nothing else!)
  • ‘Commercial’ = true OR false
  • ‘Lead Source’ = where did this customer come from?
  • ‘Account Memo’ = any important notes you want saved to the account?
  • See training video for full list of column headers!

Return to your ServiceMonster 6 account, Settings > Import Accounts.

  • Select ‘Choose File’
  • Find your CSV file and upload
  • In the e-mail field, input any e-mail you wish to be notified when the import is complete

Go to Accounts (Navigator) > Accounts List to view imported information.

Importing Data, Uploading Your Logo, Adding New Employees

Importing Data, Uploading Your Logo, and Adding New Employees

TO IMPORT YOUR DATA INTO SERVICEMONSTER 6:

E-MAIL or CALL our Support Team. We will discuss the best way to get your business’ data to us and into your ServiceMonster 6!

1. E-mail: support@servicemonster.net
2. Phone: 888-901-3300

Once you’ve imported your data…

UPLOADING YOUR BUSINESS LOGO INTO SERVICEMONSTER 6:

Click on SETTINGS (Navigator, left hand side).

4. Click on COMPANY INFO.

5. Click on the Blank “Logo Not Set” Box (upper left corner).

  • Select CHOOSE FILE to find your logo file on your computer and upload
  • Files MUST be in a recognizable format (.jpg, .gif, etc…) and 800 X 800 pixels MAX
  • Once uploaded, your logo will appear instead of the Blank “Logo Not Set” Box

6. Input your business information.

  • Please include your COMPANY NAME, BUSINESS PHONE NUMBER, E-MAIL ADDRESS, and BILLING ADDRESS
  • Please keep in mind that this is customer facing information, so don’t input any info that you DON’T want customers to see

7. Other company settings.

MOST IMPORTANT: set the correct TIME ZONE, (please see the “SETTING UP TAXES” training video for more info), check REQUIRE LEAD SOURCE and REQUIRE E-MAIL

8. Once everything is done, click SAVE (upper left corner).

ADDING NEW EMPLOYEES:

9. Go back to SETTINGS (Navigator) > EMPLOYEES > NEW EMPLOYEE (top left).

  • Fill out new Employee information
  • REQUIRED: First name, OPTIONAL: Last name, phone numbers, title, and address, etc.
  • Assign NOTIFICATION PREFERENCES (Does your employee want notifications about work via E-MAIL or PHONE?)
  • If notifying by phone, make sure the correct phone number is assigned from the drop down
  • We do NOT recommend enabling both e-mail and phone, but you can if you want to
  • Assign this new employee to specific routes
  • Add a picture of the employee if desired

10. Be sure to SAVE at the end (top left).

 

Adding Users & Assigning User Roles

Adding New Users and Assigning User Roles

1. Click SETTINGS (Navigator, left hand side).

  • Under Security, click USERS

2. Click NEW USER (top left).

  • Select the desired employee from the Employee drop-down menu.
  • Input their e-mail address
  • Create a User Name, Password, Confirm Password
  • Make sure there are NO special characters in the User Name

3. Assign a SECURITY ROLE to the employee.

MORE ABOUT SECURITY ROLES:

  • Administrator: the role with all access to everything in ServiceMonster 6. No limitations.
  • Manager: like Administrator, only they CANNOT add or delete users.
  • Super Technician: like field managers, they can see everyone’s schedules and make changes if necessary.
  • Technician: very limited access. Techs can only see their own schedule and schedule changes.

Securety Roles Key

ServiceMonster 6 Security Roles

The administrator and manager security roles have access to ServiceMonster 6*:

  • Administrator – uninhibited access to the system.
  • Manager – same as Administrator, except for the ability to create/delete user accounts.

 Technician Security Roles (access via Mobile 2 or the Android/iOS app) Tech – View ONLY Assigned Accounts, Orders, and Schedule Items. Edit Assigned Only. SuperTech – View ALL Accounts, Orders, and Scheduled Items. Edit Assigned Only. Download the ServiceMonster Mobile App: For Android: https://play.google.com/store/apps/details?id=com.principalfocus.smm For iOS: https://itunes.apple.com/in/app/servicemonster-mobile/id986935076 

*Additional roles can be used for your other employees, however, they will not be able to log into ServiceMonster 6 with the credentials.

Setup: Additional

Before you can create an order in the system, you will need products and services and taxes set up.

Adding Products & Services

Adding Products & Services

TO EDIT PRODUCTS & SERVICES THAT ARE ALREADY IMPORTED:

1. Go to SETTINGS (Navigator) > PRODUCTS or SERVICES

  • A list of already-imported products or services
  • Click on any to edit if necessary

TO ADD NEW PRODUCTS & SERVICES:

2. Go to SETTINGS (Navigator) > PRODUCTS or SERVICES

> NEW SERVICE

  • NAME = what is the name of your service?
  • QUICK CODE = create a “code word” for your product or service (Example: “Family Room” = “FAMRM”)
  • GROUP = same as “income accounts in QuickBooks, it classifies and categorizes your product or service
  • SUBGROUP = further categorizes your product or service
  • UNIT = refers to the unit amount of your product or service (Example: Square foot? Gallon? Etc.?)
  • ACTIVE = is this product or service active in your ServiceMonster 6?
  • COMMISSION = is this product or service always commissionable?
  • ADD TO FAVORITES = do you want this product or service listed at the top? (Like top 5)
  • AVG TIME = what’s the average time it takes to complete this service?

LINE ITEM DEFAULT

  • QTY = usually listed at 1, the amount of the product or service in relation to the price per quantity
  • PRICE = how much does that 1 item cost? (Example: $10 for 1 bottle of cleaner? .47 for 1 square foot?)
  • UPSALE = check if you want this to always be an upsale product or service
  • LOCKED = check if you want to lock the price on this product or service
  • TAXED = check if this is always a taxable product or service

Click SAVE or SAVE AND NEW

  • SAVE = save product or service and close
  • SAVE AND NEW = save and create another new product or service

CREATING NEW PRODUCTS OR SERVICES IN AN ORDER:

3. Go to ORDERS > ALL ORDERS > NEW ORDER (bypass Quick Add in ORDER tab by clicking DONE)

  • On the ORDER page…
  • As you add new LINE ITEMS, select the (+ Service) and (+ Product) buttons at top to create new products or services

Setting up Taxes

Setting Up Taxes

IMPORTANT NOTES:

1. When you first signed up for ServiceMonster 6, your old tax information might have been imported. (Go to SETTINGS (Navigator) > TAX RATES > to view list of previously imported tax information and to edit)
2. If you edit a tax rate in ServiceMonster 6, it won’t effect your tax histories elsewhere.
3. Know your area’s tax laws.

ADDING NEW TAX RATES IN SERVICEMONSTER 6:

4. Go to SETTINGS (Navigator) > TAX RATES

  • Select + NEW TAX RATE (top left)
  • NAME = given name of the tax rate (be sure it’s the same name you have in whatever accounting system you use!)
  • RATE = the tax rate percentage
  • TAX AGENCY = use if desired (optional)
  • ZIP/CITY/COUNTY/STATE = use if desired (optional)
  • ACTIVE = is this tax rate active in your ServiceMonster 6?
  • TAX COMPONENTS:
  • The “smaller” tax rates that make up the total tax rate (2% [your city tax] + 6% [your state tax] = 8% TOTAL TAX RATE)
  • Ask, “Do you pay taxes to several different places?” If so, use components
  • Click SAVE.

APPLYING TAX RATES IN SERVICEMONSTER 6:

5. Click on SETTINGS > COMPANY INFO

  • Assign a DEFAULT TAX from the drop down menu
  • Assign a DEFAULT TAX LOCATION – where taxes are being pulled from
  • SHOP ADDRESS = your shop
  • ACCOUNT BILLING ADDRESS = who you are billing
  • ACCOUNT SITE ADDRESS = where the work is being performed
  • TAX LOCATION can vary based on your area’s tax laws

ASSIGNING TAX RATES TO SPECIFIC ACCOUNTS AND ORDERS:

6. Go to ACCOUNTS or ORDERS (Navigator) > ALL ORDERS or ACCOUNT LIST

  • Select your ACCOUNT or ORDER
  • Choose a tax rate from the TAX RATE drop down menu
  • Check TAX EXEMPT if your customer is tax exempt
 

Schedule Settings

Make sure to set up your Schedule to meet your companies routing needs.

Setting Up Your Schedule

Setting Up Your Schedule

1. Go to SCHEDULING (Navigator) > SCHEDULE

  • There are 2 ways to view the schedule:
  • MAP VIEW (see Using the Map View in Scheduling training video)
  • WEEK VIEW
  • Select WEEK VIEW
  • Click on little, blue gear icon (top middle left)
  • SCHEDULE SETTINGS (Company tab)
  • DISPATCH LOCATION – where are your tech(s) taking off from? 1 location? Multiple locations (see video for explanation)?
  • BUSINESS HOURS START – when do you open?
  • BUSINESS HOURS END – when do you close?
  • MAX DRIVING RANGE – what is the farthest you are willing to do a job? (See video for more details)
  • SCHEDULE SETTINGS (User tab)
  • Check or uncheck any desired JOB DETAIL SETTINGS (What information do you want to show in the job cells in the schedule?)
  • SCHEDULE SETTINGS (Display tab)
  • TIME CELL HEIGHT – how big do you want the schedule cells?
  • FIRST DAY OF WEEK – when does your work week start?
  • NUMBER OF DAYS TO SHOW – how many days do you want to show on the schedule?
  • SCHEDULE SETTINGS (Colors tab)

EXPLAINING THE COLOR WHEEL:

1. The center, white spot is like your dispatch location.
2. The colors represent directions on a map (green = north, yellow = east, red = south, blue = west).
3. To alter what colors represent what directions, select the color drop-down menu.
4. You also have the option to change the appearance of the color wheel by clicking on the other drop down menu (4 = most basic, Gradient = most detailed)

  • Once you’re all set, click SAVE.

Setting Up Routes

Setting Up Routes

WHAT ARE ROUTES?

  • Routes refer to the vehicle, person (s), or combination of both being sent out on the job.

ADDING AND EDITING ROUTES:

1. Go to SETTINGS (Navigator) > ROUTES.

  • To EDIT a route – click on a route name in the list
  • To create a NEW route – click (+ NEW ROUTE) button (top left)
  • Alter ICON and COLOR if desired by clicking on the icon (top left)
  • Assign default TECHNICIANS for the route
  • Check ACTIVE box if you want the route to be active and show up on the schedule
  • Give the route a NAME
  • Assign a technician PHONE NUMBER to the route
  • Assign the POSITION you want this route to have (Ex: If you have 3 routes, do you want this one to be 1, 2, or 3?)
  • Assign the DEFAULT JOB DURATION (does this job typically take 1 hour? 2 hours? Etc.?)
  • SERVICES = like “tagging” in social media. Type your desired “tags” and press ENTER to add
  • Click SAVE

CHANGING ROUTE APPEARANCES IN SCHEDULING:

2. Go to SCHEDULING (Navigator) > SCHEDULE.

  • Click on small, blue gear icon (top middle left) > DISPLAY
  • Check or uncheck whatever route icons you want or don’t want
  • Click SAVE

Blocking Time on the Schedule

Blocking Time on the Schedule

Example 1: Blocking off time for a weekly meeting.

  • Go to Scheduling > Recurring Jobs > New Recurring Job
  • *CREATE A NEW ACCOUNT FOR BLOCKING OFF TIME ONLY! Do so by selecting the magnifying glass next to Account (Call it something like “Block Time” or other)
  • Name the Recurring Job (Ex: Weekly Meeting)
  • Assign it to the new Account (Ex: “Block Time”)
  • Give it a Start Time and Duration
  • Assign a Route to the recurrence (it’s necessary to create a recurrence for EACH route on the schedule, unless you just want to assign it to 1)
  • Choose any Lead Source
  • Select a Start Date
  • Check Run Forever (since this meeting will run indefinitely)
  • Select Weekly
  • Check Wednesday (or whatever day of the week you desire!)
  • Click SAVE
  • Check on your blocked time under Reminders tab (top) or take a look at the Schedule

Example 2: Blocking off time for a week-long vacation.

  • Follow the same steps above with a few variations
  • Name it Vacation
  • Assign “Block Time” as the Account
  • Start Time should be whenever you open shop
  • Duration (Ex: 10 hours)
  • Assign it a Start Date AND End Date (don’t check Run Forever)
  • Select Daily
  • Click SAVE