QUICK OVERVIEW - PROJECT MANAGER
Quick overview on how to set up & run a project on SITE BOX (Down load the app for your phone from the app store).
INDEX :
1. CREATE NEW PROJECT
2. SITE DOCUMENTS
3. CHECKLIST
4. QUOTE BUILDER
5. SITE INDUCTIONS
6. CONTACTS
7. FINANCIALS
1. CREATE NEW PROJECT
1. Create a New Project - Button.
2. Add Project Name & Address.
3. SAVE.
2. SITE DOCUMENTS
1. PROJECT DETAILS - Click on the project name to view project drop down menu.
2. SITE DOCUMENTS - Click on Site Documents to view drop down menu.
3. ADD NEW FOLDER - Enter the folder name and then click on the blue plus sign.
4. SELECT FOLDER - Select a folder before adding (drag & drop) any documents.
5. ADD DOCUMENTS - Drag & Drop. Note all staff & contractors can view these documents
3.1 CHECKLIST
NOTE: Users (clients, staff & contractors) can only view checklist items they have been added too i.e Action by or CC or have created them selves. Project Manager can view all checklist items on a project.
1. CHECKLIST - Click on checklist to view drop down.
2. ADD - Click the add button to create a new checklist item.
3. ADD CHECKLIST DETAIL - Add name, comments & drag & drop photos or documents.
4. ACTION BY - add the email address of who you want to complete the work. Note click “space bar” (after your add email address) to add multiple email addresses.
5. DUE DATE - add the date you want this item to be completed by.
6. EMAIL - Send the checklist item as an email. When a person receives an email from the SITE-BOX checklist they can respond to the email like any normal email. There email response will be automatically uploaded to the SITE-BOX checklist.
7. SCHEDULING or REMINDERS - Schedule an email to be sent at a later date. This will be sent "X" number days before the due date.
8. SAVE / SEND
NOTE: Users (clients, staff & contractors) can only view checklist items they have been added too i.e Action by or CC or have created them selves. Project Manager can view all checklist items on a project.
9. SEARCH or SORT BY - My Checklist , My Checklist & CC Items, Due Date , Email, Items Name or Most Recently Updated.
3.2 REPLY TO CHECKLIST
Note: Users can reply by Email, App or Web interface.
10. REPLY TO CHECKLIST - Select checklist item, click on "New Comment" and complete form.
11. Click on one of the 3 options to save & send the checklist with a colour coded status update.
NOTE : Client, Staff & Contractor can reply to email send by Site Box. The response will automatically upload into your checklist with a default RED bullet point & due date of the following day.
12. HISTORY - Select any folder to view the correspondence.
3.3 COPY & PAST / FORWARD
1. COPY & PAST / FORWARD - Select folder, click on "Copy".
2. SELECT - where you would like the comments & attachments sent.
3. EDIT - Comments and or delete attached documents.
4. Add Email Address, Due Date, schedule a reminder & click send.
3.4 CLIENT CHECKLIST
NOTE: Clients can only view checklist items they have been added too i.e Action by or CC or have created them selves. Project Manager can view all checklist items on a project.
3.5 MY CHECKLIST - Summary Page
1. My Checklist - This is a summary of checklist items YOU need to action.
2. MENU - Edit Profile, Financials, Estimate Price List, Company Documents, Private Folder & HELP
3. PROJECT LIST - Click to view drop down project details.
4. GO TO CHECKLIST - Click on Project Name & Due Date and Site Box will open the project checklist details.
5. STATUS SUMMARY - This will give you quantity & status of checklist items you need to action.
4. QUOTES BUILDER
1. ADD A QUOTE - Click on quotes page and Drag & Drop or Add Quick Quote.
2. ADD QTY - Click "+" sign to add quantity.
3. ADD SUB QUOTE - Click the sum icon to add sub quotes.
4. MARKUP - Add markup %. If required you can edit the markup amount on each line item.
5. CLIENT QUOTE - Add client details and edit the quote.
6. Search & Sort By - Use "Selected Quote" to hide all quotes that were unsuccessful in your tender.
7. LESS / MORE - This button will hide or unhide quote information.
8. PDF ATTACHED - Click here to down load the original sub contractor quote.
9. NOTE - Add comment i.e lead times or exclusions etc.
10. APPROVE QUOTES - Click this button to APPROVE a quote. User sort by option “Approved Quotes Only” (item 6 above) view total cost of approved quotes.
11. LESS / MORE - This button will hide or unhide sub quotes linked to this line item.
12. ISSUE or APPROVE - Email a copy of the quote to your client.
13. PROJECT STATUS - Track quotes issued or approved. The Start & Completion date will link to your cashflow forecast.
5. SITE INDUCTIONS
1. SITE INDUCTIONS - Site Box will automatically prompt Staff & Contractor to complete a site induction. Note there is a free default site induction. Using the app you can upload you own company site induction.
2. INDUCTIONS VIEWED - This is a register of all the people who have viewed your site inductions.
6. CONTACT
1. CONTACT - Only the person who created the project can view the contacts list.
Note : Any email address you add to a checklist item will automatically be added to your project contacts.
2. PROJECT CONTACTS - You as the person who created the project can change user access.
3. ADD CONTACTS - Click here to add new contact.
4. OPTION - There are 3 options to add new contact.
7. FINANCIALS
1. FINANCIALS - Find financials information on the menu bar.
2. EXPORT - Export to excel.
3. SORT BY - Remember to click on "Filter" after you edit sort by options.
4. COST, PROFIT & REVENUE - Project Quotes must be ISSUED or APPROVED before they will be shown on the financials page.
5. CASH FLOW - Scroll to the right to view monthly cashflow. Note Site Box will automatically place cost and review in the first month a project starts (this can be edited). The start date & completion date can be edited on the project quotes page (Item 13 above Project Status).