Description: The article is about zoho crm login. This is an introduction about setting for your Business Made Simple on Zoho SmartScheduler Appointment. The author introduces main features about the Zoho SmartScheduler and how to use it on your own.
Welcome everybody to the webinar. I’m going to go ahead and introduce myself. My name is James. I’m the chief Solutions Architect for Z brains net whereas O premium partner. I have been in this Zoho ecosystem for over five years. Before that I was working with the ERP systems for a variety of companies.
When I started working with Zoho I noticed how fast they were coming out with new features. It’s exciting to be a part of the accounting world where basically nothing ever changes. I am excited to be a Zoho partner and and I am experiencing the growth that Zoho been having.
I’m going to go ahead and share my screen. There are two parts to this webinar. One is this slide deck we’re going to go through. Then there’s the live demo that we’re going to go through. I’m going to try and get through the deck as fast as possible so it’s not too boring. I am going to show you the live scheduler. You can feel free to raise your hand along the way and show your questions. I will answer the questions at the end of the webinar.
I hope everybody can see my screen. This is about the Zoho smart scheduler appointment setting for your service company made simple. There are a variety of service companies. The ones that have the most difficult in scheduling our field service companies because they have to send people to different places geographically.
But we’re a professional service company,we have the similar challenges but we don’t usually send people in the field which being cloud service company. We’re going to go through four ways the smart schedule to help improving the life of your staff which means help them scheduled appointments quicker,reduce cycle time on your leaves as well as on your appointments.
Ultimately it will make you more money by allowing you to get more appointments in the day. Are you wasting time and money tabbing through multiple calendars,sending confirmation emails,and clients trying to figure out how to make your staff and technicians more efficient?
Four ways the scheduler will help to improve your life for both you and your staff. Number one feature is mapping as integration with Zoho. This thing is built from the ground up to integrate with CRM. We allow you to map custom fields and standard fields to the smart scheduler without having a double enter everything. We allow you to create appointments on the fly.
I’m going to show you this. We recommend open appointment slots rather than you have to find who to send and when. This is a print screen of the deal module within Zoho CRM. We had a few buttons up here. Some of these buttons are relevant so for the smart scheduler button or the other you can make custom buttons as well. You can click the button. This is a slide deck so we’re going to go through this in a live demo. You can click the button and it’ll launch the scheduler and push all of that data from your deal module or any related module into the scheduler.
Number two is we allow you to set employee skills so you can have combinations of skills. This is relevant when you service multiple product lines or you work with different kinds of business. Somebody can build fences and they can build decks but maybe another person can only build a fence or maybe you have different types of fences. So we allow you to set those skills. We only recommend somebody that is a good fit for that particular appointment whether it be a sales appointment or an actual installation or an actual service appointment.
The next thing is territories. We will use territories by zip code. I’ll talk about the roadmap for that in a little bit. We allow you to automatically create a territory based on the zip code or a series of zip codes. I’m in Los Angeles so if we have to drive to the west side even though at the about 2025 miles,it takes about two hours to get over there. If I had somebody set up by territory I wouldn’t make them travel from the east side to the west side at any point during the day unless it was a weekend. That’s something we allow you to do. You can set up a series of zip codes.
Here are the skills you can assign multiple skills to a person and here are the zip code. I will define my own territories and then I will add zip codes within those territories. We’re recommending open appointment slots and we’re color coding that based on the capacity of that particular person. This is a daily capacity.
You can set that and set a maximum number of appointments and you can decide color coding on your own. Generally no background color at all is no appointment set yet. The green is under capacity,yellow is at capacity and red is overbooked. So you can see when you’re setting an appointment,it recommends people to send for a particular appointment based on the skills territory and availability.
The next thing here is a mobile application. We have a mobile application that tracks the the route that somebody drove. You can optimize that route if you look at their route and it’s sending them to the east side and the west side and back or not in a nice circular pattern. We have a way to optimize the route to send them in a nice circular pattern.
We’re also doing proximity scheduling meaning that we’re going to show you an appointment that will show you a timeslot. We’re also showing you the actual drive time and mileage mentioned route optimization. With the mobile application we are tracking the route that somebody drove versus the route they were supposed to drive.
We also have another little feature good with SMS. We have an SMS integration with Twilio. That’s an outbound only at this time so you can send an appointment confirmation an appointment reminder. You can do that by email as well. But that’s available when the appointment is booked 24 hours out and also one hour out from the appointment.
I’m talking about the roadmap for SMS. This is another screen where I have two appointments. This is someone coming down. It looks like San Diego because I see Legoland there. They’re coming down and we want to send them on a nice circular pattern and then come back up. This is a Google map. This is our interface over the top of a Google map optimized route button here. I’ll show you that in a second when we get to the live demo. Instead of sending them back,there are only two appointments here and it was going to wrap them.
I’ll come back to this slide later. I’m going to show you the actual product and we’re going to start here from within the deal module of zoho CRM. It doesn’t matter what stage you’re at. But if I was setting a sales appointment obviously I’d be up here more in the sales cycle rather than all the way at the end.
We’re looking at a deal. I’m going to go ahead and click the field tech custom button. Field Tech is the name of the actual field service automation platform and the smart scheduler is a module within that. That’s our baby. I will push the button. All skills will do. I can change skills if I want to.
But the system push that data in from the CRM so you can add custom fields. Any custom field in the CRM can be pushed to any custom field or standard field in this one scheduler. The system is recommending two people. ABC store coordinator is obviously a test user and then Jeremy muslin is our Content Manager.
It’s recommending two people from the previous appointment. This can be the whole person’s home location as well. But from their previous stop,it’s 8.7 miles at about a 22 minute travel time to get them to this one. It looks like Jeremy only has one appointment because it’s saying this the same time for all of these so Jeremy probably only has one appointment. Here’s another one where the person’s further away. Obviously I would pick the one that’s closest to us. That’s how we maximize our route density.
I’ll go ahead and click on that. The DeMint title is already preset. I can select an event type. I have install assessment so you can define those if you have more appointments that are sales related and others are service or installation based. You can also update information back in the CRM so I want to update the stage back in the CRM whenever I submit this. It’s going to write back to the CRM.
It also integrates with Google Calendar. I can also add guests to this. This is the person that was from the CRM that I invited. So I’m going to go ahead and I will remove my skill. You have to add a skill. I’m going to go ahead and schedule this. That’s all I need to do. From a schedulers perspective I will click the button and choose a slot and click. It’s safe.
I can manually create an appointment. It doesn’t prevent me from using Google Calendar from using the hook calendar. I’m going to cover a few more features here since I have the window open. We have a dashboard. These are main KPIS that people have asked for the most. I will leave psychical time. That’s the time when the leap comes in from the lead module to the time our actual appointment is set. That mean how fast we responded and said we can get someone out there.
Appointment cycle time is when the request for the appointment came in so that the event created day time versus the actual start date time of the appointment. How long did it take you to get there? It shows you how much of a backlog you might have or can be a skill gap or a variety of things.
We are going to show you average number of appointments. It’s going up and here shows appointment time versus downtime meaning no appointments versus drive time. We are calculating drive time. I’ll show you that. I am going to go ahead and pick somebody here in my calendar. Let’s pick up this person.
We have some other appointments. The gray is the travel time. It looks up from google map to figure out how long it’s going to take at that time of the day. It’s not obviously a guarantee because you’re putting an event in the future. It books the travel time. And also here at the end it puts a travel time for you to go back to your home location. That can be your house or it can be a yard if they’re using company equipment.
So we’re booking off drive time. We’re doing route management. We’re calculating time between appointments so you can send somebody that’s going to be closest for you. That’s proximity scheduling.
The last thing here I want to show you is we have a few more things. We have a user map about how many one clocked in. But this shows the live location of the people that are using the mobile application and the route that they’ve been traveling. I haven’t clocked in here.
So this is great if I have an emergency appointment or if I think the person’s not doing what they’re supposed to. I can look here on my map to see their last location and perhaps dispatch them to a new location if needed.
There are a few more things in here. We’re integrated with Google Applications. Obviously it was a CRM. We also have a bio for each person and an profile image. I think my profile image is here in the upper right. It is my field tech logo. That will go out with the email confirmation so it shows them who is coming to their house or business. There is also a quick description.
It gives that sense of comfort so you will know who’s going to be there. Those are the basics I would say of the scheduler. I don’t want to jump into the weeds of the setup. What I’ll do is I’ll come back here to my roadmap and I’m going to skip over that slide for now. So features are coming. Some of these are already done. The first two are already done. We’re far ahead of schedule there.
The most requested feature was the proximity based scheduling which is showing the mileage in the minutes and travel between each location. There are a couple more requests here. That’s more sales related. If I send a particular person into the field that person will close the deal. I want my best person to go. That can be based on win rate or it can be based on a star rating that can be more like a service rating.
The next thing that we did were these analytics. That’s a glance at how many appointments am I getting per day and how fast am I getting to them so that helps you. It helps everybody to see what the value of the system is in terms of route density and cycle times or response times.
The next most requested feature hands down is the web scheduling wizard. That is due out at the end of August. So that is where we’ll be able to embed the scheduler online and allow people to set appointments online. It’s a double-edged sword because you don’t want to give them too much information so it’s more like a little web form builder that comes back and with the recommendation engine.
That’s the next big feature. The mobile check-ins and check outs are available in Zosia Rimes mobile application already. But with our check-in,we want to be able to record time. So when they get there they can check in when they leave they can check out. That calculates the time.
The duration of the appointment can be used for all sorts of things. There are more features but those are the big ones. Thanks for joining and I want to leave the rest of the time open for questions comments. We’ll leave our contact information up there.