Working with Leads

SquidWeb Leads feature is designed to help generate new potential clients by listing all current leads, their communication status, assigned manager and current “temperature”.

New leads can be added individually or in bulk via an xlsx file upload- this makes it possible to upload all leads that may previously be stored in spreadsheets or Excel files.
The current status of all leads can be viewed and edited so all team members know which stage of communication the lead is in – as well as this a Temperature system is displayed to show if the lead has responded to attempted outreach or if they have refused any further chance of working together. Once a Lead is Hot it can be turned directly into a system contact, so projects can begin to be made for them.
The temperature system is scaled as follows:

  • Dead: Lead has refused any cooperation – Gray
  • Cold: Lead has not responded to outreach – Blue
  • Warm: Lead has responded to outreach but is not yet a paying client – Yellow
  • Hot: Lead is ready to become a client and be made into a contact – Red

Each lead is also assigned a manager, a team member that is responsible for overseeing the communication with the specific lead.

Bulk mail can be sent to all leads in a specific status at once, allowing for large scale outreach with only one action – The status of all leads will be automatically updated once communication has been made, keeping all team members informed at a glance.

When uploading leads in bulk, the file must be formatted in a specific way to be read correctly by SquidWeb during the import, to help with this we have provided an example file that can be used as a template.
Click here to access the file

The full wiki page can be found here https://wiki.squidweb.info/index.php?title=Leads

Check out our tutorial for further details:

How to set mailbox autoresponder

The mailbox autoresponder can be set when you are on vacation of absent for any reason. Once set up all incoming emails to the chosen mailbox will be automatically replied to with a preset response.

To set the autoresponder navigate to the mailbox settings and set the Autoresponder section to active. Once active you may select a timezone, this is important as specific times may be chosen for the autoresponder to be active for each day of the week and if you client are in other parts of the world an incorrect timezone may cause your autoresponder not to be sent. A template can be used or a custom message my be added to an autoresponder email, in either case variables are available to be added.

{{date}} – representing the current date

{{nextAvailableDate}} – represent the next a date in the crew planner your user account is not booked for.

These variables will be replaced when with the corresponding value when the email is triggered. Adding these two variables to your autoresponder message template allows the same template to be used multiple times without the need to manually change the dates you are out of the office.

Finally, as mentioned, the exact time of day the autoresponder is active can also be defined. Each day of the week may be customized to allow for inconsistent absences (9am-1pm on Tuesday and Wednesday for example), however adding “0” to a day will automatically set the responder as active for the entire day. Details on this and more are explained in the tutorial below:

Request documents

A document can be request from a contact in SquidWeb, if a crew members passport is out of data or a staff member’s driving license needs to be updated, a request can be sent to thier mobile device so they may upload a new copy.
The request can be made automatically be SquidWeb Robots when a validation date is reached, or it may be sent manually from Personal Documents container. Once the crew member submits a new copy in the mobile app, the document can be reviewed and confirmed by and office member:

SquidWeb Mobile: Update your Profile Picture

mobiYou can update your profile picture at anytime from the profile section on your mobile app. Your profile picture must adhere to a certain guideline- similar to a passport photo its purpose is only to identify you to colleagues and teammates, so no sunglasses, group pictures or reveling poses please!

Any new upload you add will first be approved by the office before it becomes live on your profile, check out this video to show you exactly how to do it!

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Approve a crew member profile picture

Crew members may update their profile picture at any time from their mobile app. Any new image that is uploaded must first be approved by an office staff member before it is live on their profile, this should help with any inappropriate uploads.

This tutorial will show you how to upload a new picture and approve any changes made from SquidWeb. Dont forget we also have a video for the crew members that will not include the approval function.

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Upload Company Documents

Company documents, such as terms of trade, can be uploaded via the Company Settings page in SquidWeb. Once uploaded SquidWeb will create a unique URL for the document that can be added to emails for clients to download when they please, even if the document is updated the URL will always be the same, so you will never need to send a new link.

To upload new company document:

  • Navigate to Settings from the SquidWeb Dashboard main menu
  • Select Company Settings
  • Scroll down to the “Company documents” section
  • Select the upload icon
  • Select the PDF from your device

Updating a document can be done at any time by simply uploading a new PDF to Company Documents.
To upload a new version of a document, use the Action menu on the right of the section and select Upload before choosing your file.
The version counter will indicate which version is currently uploaded to the system:

The URL does not change when the document is updated – This is because it may be used as a download link for the document. Clicking the hyperlink icon in the Company Documents action menu, located on the right of the upload, will copy the URL to your clipboard. Pasting this, into an email for example, will produce a link to the document that will automatically download when clicked. The latest version of the document will always be assigned to this URL. Even if you have updated the document multiple times, when a user clicks this link, they will always be directed to download the most recent upload:

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Digital signed crew documents

Crew trainings and documents that require a crew signature can be created in SquidWeb and sent to crew members to complete via the mobile app.

Documentation provided by a client that must be completed before a project start may be signed using this feature –  all crew will receive a notification on their mobile device, access and view the document, sign it and returning it to the office, all from the app.


Once signed and return, the crew members also receive and email with their own copy of the signed document as an attachment.

Clients may also access all signed crew member documents that relate to their project. By logging into their account and accessing their project documents they are able to download individual crew member documents or all documents as a ZIP file.

Downloaded project documents will arrive as a download link to the clients personal email address. Following this link will download a ZIP file to your devices (mobile or desktop).
The ZIP file will contain all the individual crew members as a folder – each with the crew members personal documents included.

Robots can be set up to send crew training or documents automatically according to set parameters. If for example a document requires all crew members to sign every 6 months, the robot will check through all crew members in the database and automatically send a renewal request to any crew that have exceeded the deadline.

↓↓ Check out our tutorial for a better look! ↓↓

 

 

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Digital CrewCheck

The CrewCheck instruction form is an occupational safety training document that must be read and signed by all new crew members, and then renewed periodically throughout their employment. This process is now entirely digital and can be completed using only the SquidWeb mobile app!

SquidWeb’s robots do the work for you by sending out automatic renewal invites to the crew members, as well as reminder to HR to follow up.
Once completed by the crew member the newly signed PDF is saved directly to their Personal Documents and a copy of the PDF is sent to them via email.

Check out the video for details:

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Recruitment – Vacancies

This feature is currently only supports websites built using wordpress.

The Vacancies feature allow you to create a job posting and post it directly on to your company website. Job vacancies created in SquidWeb will be displayed on a page of your website of your via our SquidWen wordpres plugin.

Creating vacancies is quick and easy with SquidWeb vacancies. Much like filling in a questionnaire, all required fields are provided by SquidWeb and all you need to do is enter the relevant information, the job post will then be formatted and posted to your website with a single click. Vacancies can also be deactivated once the position has been filled, or re activated should the position become available again, so there is no need to create the same job advert again and again.

Getting started

The Vacancies feature can be found in the main menu as part of the Recruitment suite. The Vacancies page is split into 2 parts, the MainPanel and the SidePanel, like many features in SquidWeb, the MainPanel will display the information of the item selected in the SidePanel. In the example below, selecting a vacancy from the Vacancies List container (SidePanel) will display all the details of that vacancy in the Vacancy Details container (MainPanel):

Adding a Vacancy

To create a new vacancy, select “add new vacancy” from the Vacancies list container menu.

This will trigger the new vacancy dialog that will prompt you to add caption (title) of the vacancy, the company in your tenancy it belongs to and, optional start and end dates. Selecting “Create” will generate a new, empty vacancy.
All the details of the vacancy can now be entered to the vacancy details container header:

Caption – Title of the vacancy (already completed in vacancy creation)
Link – Once the vacancy has been published the URL will be available to post in any other platform.
Category – The group the vacancy will be displayed under. The category will usually be a location so all “London” jobs will be displayed together for example.
Company – Company posting the job.
Contact – Contact group responsible for the job posting.
Person – Contact person responsible for the job posting. This name will appear on the website as the contact name.
Region/Location – Area the applicants will be expected to work in.
Description – Editable text field to add information about the job for the applicants to read.

Status – There are 2 status options, Design and Released, a vacancy should remain in design until it is ready to be published so other users know it is not ready.
From/To – The date the vacancy is available for (may already be filled from vacancy creation)
User – The user that created the vacancy should be selected from the drop menu.
Email – The email application will be sent to. This address will appear on the website alongside the contact person.
is Active – If this box is not checked the vacancy will not appear online. Mark as active when it is ready.
is Template – If this is marked the vacancy will be available to use as a template when creating future vacancies.

Assign documents

Applicants will be required to upload specific documents when apply for a job vacancy, these documents can be defined in SquidWeb when creating the vacancy.
In the lower section of the SidePanel you will find the “Assigned document types” container. The documents assigned to the vacancy will depend on the job being advertised and can be turned on or off as needed.

A document can be marked as “required” or “active”, if a document is marked as required, it will be automatically set to active, but a document set to active is not automatically set to required.
For Example if a Cover Letter is set to active but not required, the option will be available on the application page but the user may send their application without including it.
To assign documents to a vacancy, select the desired document from the list and mark the “R” column with a single click. If a document is not required but desired, mark it as active and it will be included as an option on the application page for the applicant.

Once the details have be added, the job description has been written, and the documents have been assigned the vacancy status should be set to “active”. The vacancies page can then be synced and the new job posting will be posted on the web page, this is done by selected the “Sync” option in the Vacancies list container.

That’s all you need to to do post a new job vacancy! After you have synced Squidweb with your website, the new vacancy will appear on the page and be ready to accept applications. To view how to handle applications check out our Applications article.

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How to make a vacation request

A request for vacation can be made from the appointments page on the mobile app.

To make a request select the first date of your proposed vacation on the appointments page and select the “vacation request” option from the bottom of the page. The Vacation Request dialog box will pop up and allow you chose an end date for the request. You may also request only half day vacation by selecting a Begin and End time in the request pop up.

 

If you usually work only Monday to Friday and you want to have two working weeks of vacation, make two requests, each from Monday till Friday.

Once a request has been made, the office staff will be notified and a response will be sent to you confirming or refusing your request.

Check out the video tutorial here: