Tag Archive for: Planning

Planner receipts

 

Planners can create and edit receipts for invoices that relate to their own projects. Accounting staff can also create internal ToDo’s to give planners access to receipts.

Receipts may be created to pay incoming invoice from suppliers or to reimburse employees. They are created in the same way an invoice or quote is written, except the items are for outgoing payments not fees to clients.

All attachments added to a receipt must be in PDF format.

 

 

Receipts created within Project Documents

 

Planners can also create receipts directly within a project under the project documents container.

Mailbox

SquidWeb’s mailbox is an integrated email system that allows for the creation and processing of mail for public or private mailboxes – an address can be created for individual team members or company departments.

As well as being a fully functional email client- allowing users to read, filter, reply, forward and create emails – Mailbox allows users to assign an email to other destination within in SquidWeb:
An email can be assigned to a specific category such as ‘Projects’, ‘Invoices’ or ‘Receipts’. Once a mail is assigned to ‘Projects’ for example, it may then be attached to an existing project or a new project can be created directly from the mailbox page:

To create a project directly from the mailbox page, right click the email in the email list or its attachment, the email must have the status ‘assigned’ or ‘received’.

Emails and their attachments will be accessible from their assigned destination.

Mail- Appointments enable to send a new email or replying to an existing email chain, with the option of adding a Jitsi meeting appointment which will be automatically added to the calendar authorized via Squid, which is in most cases Google Calendar.

Show email history can be used to quickly identify the history and all statuses connected to an email chain. It can be seen under the specific email and on the right hand side Email history container:

Draft emails can also be created to prevent email lose. If SquidWeb is accidentally closed, or refreshed, for any reason while an email is being written, a draft email will be created to store the email. Saving the content of the mail to be sent later. Once created draft emails can be accessed by selecting the number in the email list container header. Clicking on this button will filter the email list to show only mail with the status “Draft”:

Draft emails can also be filtered by selecting “Draft” from the status filter in the email list header. For details on how to display and interact with the status filter, as well as full details on all other Mailbox features, layout and functionality, watch our tutorial video here:

 

Template documents

A Google doc can be uploaded to company settings with variables in place of interchangeable information and used as a template for reoccurring documents.

For example, a staff contract can be created in Google docs with variables in place of the employees name, contract details and starting date. The link to the document can then be added to SquidWeb so when a new contract is created the document can be generated with all the relevant information in place.

Check out our tutorial to show you exactly how:

Closing a project

After the project is finished and all project documents have been returned, the hours must be checked and added to the PCI’s so the invoice can be created and the crew can be paid correctly.

SquidWeb wiki Projects

Planning calendar

The Planning calendar provides a daily break down of all project crews working over a 7 day period. The week is organized into columns, one for each day of the week. The columns are then further organized into crew containers, ordered chronologically with the earliest project crew at the top.

Each crew container displays all the details of a single project crew as well as how many of the crew members are booked, requested or missing. All containers are linked to the project they represent, clicking on a crew container header or crew member will open that project directly.

Booking with crew calendar

Working with the project page and the crew calendar side by side will help you book a crew quickly and easily.

The crew calendar can be filtered to show only the crew local to your project and with the right skills for your team.

SquidWeb will alert you if you are double booking a crew member.

Crew Planner

The Crew Planner page is the all in one tool for all the staff in your company.

Crew calendar, Profiles, Ratings, Bookings, Vacations accounts and more!
The Crew Planner has everything you need to organize and plan the whole team.

The MainPanel displays the crew calendar,  an interactive and color coded crew planners dream, and the SidePanel is filled with all the information you can legal access about which ever member of the crew is selected.

Creating an invoice from a project

When your project is finished, you need to create an invoice for your client. Preset templates and built-in calculating make creating an invoice quick and simple.

SquidWeb will alert you if there are any mistakes on your invoice, so even the new guy won’t make mistakes.

Creating projects in SquidWeb 3

Projects are the heart of SquidWeb and will be a big part of a user’s day-to-day.

SquidWeb will automatically generate all documents with the project’s details and information already included and ready to be sent to client and crew.

Select a rate card for the whole project, individual crews or just one team member.

SquidWeb wiki Projects

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Templates

Templates are the preset content for emails, messages and documents sent from Squid. 

If it can be sent from Squid, a template can be made for it. The more templates you have set up, the less time you have to spend writing emails and texts.

Set up your templates in multiple languages and Squid will give you the right template for the right contact.

SquidWeb wiki Tempaltes