Difference between revisions of "Handyperson Referrals"
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Revision as of 16:17, 29 December 2017
Contents
Introduction
The Handyperson module is one of the add-on modules available for the Charitylog system. It allows users to assign work and manage appointments for Handypeople to visit clients. The module is based around a job card system, and a separate chain of actions which run alongside the normal Charitylog referral. This is called a "Handyperson referral".
Clients are started on their Handyperson referrals simply by an action being recorded in a project which is linked to the Handyperson module. In most cases this automatically starts the Handyperson referral. In some cases, it may be appropriate that this does not happen automatically, in which case the referral can be started manually as part of the Record a Contact screen.
Once their Handyperson referral has started, it needs filling in with job cards. Sometimes it is only one job card, or in more complicated cases it may be several. These job cards are completed as the work is done. Once all the work is finished, the referral is logged as complete, and the client can be contacted for outcome entry if required.
Of course all the activity carried out as part of the Handyperson process is available for reporting, data extract and so on.
Ways to use the Handyperson module
The Handyperson module was designed around the process of organisations which send trusted tradespeople out to their clients, as a result of an enquiry to the organisation. These might be -
- Gardeners, plumbers, painters, decorators etc
- Tradesmen to fit key safes, accessibility equipment etc
- Odd job men/women
However, the module is flexible, and can also be used for many other types of activity. The Handyperson module includes some basic accounting functionality, and this can be extended using the Accounts Module.
Don't have the Handyperson module?
If your system does not have the Handyperson module, and you think your organisation would benefit from it, please call the support department to discuss an upgrade.
Setting up the Handyperson module
This flow chart shows the steps that need to be taken before running activity with the Handyperson module.
Handyperson Job Types
The first thing you will need to do when setting up the Handyperson project is to enter the job types which will be carried out. These are to cover any labour that is done on behalf of the client (note that you don't need to include the material costs here; these are dealt with separately). Click on "Handyperson Job Types" in the "Handyperson Options" submenu.
Click "Enter New Job Type" to create a new job type, and set the price it costs the organisation, and the price which will be charged to the client. You can also add a reporting code if required.
The system shown is set up with the following job types:
Handyperson Materials
Click the "Handyperson Materials" link in the "Handyperson Options" submenu.
Click "Enter New Materials" to enter the materials, and the cost to the organisation and to the client,
Here is an example set of materials.
Cancellation Reasons
If a Handyperson referral is cancelled, it is often useful to know the reason, for reporting later. These reasons need to be set up; click "Handyperson Cancel. Reasons" in the "Handyperson Options" submenu.
Click "Create New Reason" to create a new cancellation reason.
The demonstration reasons are as shown.
General Details
Click on the "General Details" item in the "Handyperson Options" submenu.
This screen will let you enter the labour, mileage and administration costs for Handyperson activity.
You can also -
- Enter a logo to appear on your job cards (absolute Web path)
- Set the job card layout required.
Clicking "Save and Modify Job Card Footers" will allow you to enter text to appear on the bottom of your job cards, and also extra text to be printed on a following page when your job cards are printed (useful for terms and conditions to accompany job cards, which can then be given to clients).
You can also insert images etc in these footers.
Adding Handypeople/HP Operatives
Using the Handyperson module, you can refer Handyperson Module work to Organisations and Staff who have been made available for Handyperson referrals, with the "Is This a Handyperson?" option on their records set to "Yes". Organisations would include building firms, gardeners and so on; Staff might include a Handyperson that you have on staff, like an odd-job man/woman. There will be a field like this on the Staff/Organisation record;
Simply select "Yes", save, and the relevant person or organisation will be available when you are assigning Handyperson work.
Running the Handyperson module
Assigning work, creating job cards and running the activity is dealt with in the Handyperson Module - End User guide.
Costings for Handyperson activity
The Handyperson Module was designed for cash payments. The client can pay the handyperson in cash on the day, and this can be recorded when the job card is completed.
Entering Standard Costs
This is done in the General Details section - see above.
Entering Material Costs
Click on "Handyperson Materials";
Then click "Enter New Materials" to add a material.
An example material is shown - a stair rail, which costs the organisation £12 and is charged to the client at £20.
Over time you will build up a list of materials to be used on handyperson jobs. These materials, together with the actual jobs carried out, form the basis of the charge made to the client.
Entering Job Costs
Click on "Handyperson Job Types".
Then click "Enter New Job Type" to add a new job type.
Entry of job types is similar to materials entry. You can also enter a reporting code. However, do not enter prices - the facility to enter prices here is a legacy feature and will be deprecated. Invoicing for Handyperson activity, whether using the Accounts module or not, is only based on materials costs and time spent.
Invoices and Receipts
When you go to the "Follow On and Referral Completion" stage, you will be able to see the details of the charges to be made, along with the details of the work done.
There is also a section for the internal costings:
Note that this shows there is actually a negative balance on the referral, despite a client donation - this is because a key safe was fitted which the organisation subsidises (they cost £40 but are sold at £20).
You can use these figures as the basis of a receipt to the client.
Handyperson Reports
Organisations using the Handyperson module usually do most of their reporting through the KPI Report Designer, as it allows greater flexibility than the preset reports - but there are some useful reports in the "Handyperson Reports" section.
HP Activity Report
This report will output a summary set of numbers for Handyperson activity, summarised by month. The report shows
- No. of Referrals
- No. Completed
- No. Satisfied ("Is The Client Satisfied?" on the Follow On & Referral Completion screen)
- No. of Job Cards
- No. of Jobs Done
- Working Time
- Travel Time
- Mileage
HP Client Address Report
Shows the Handyperson Referrals, with referral date and completion date, along with details of the client and payments made on the day.
HP Job Card List
and
Print HP Job Cards
These are functional parts of the module, for printing job cards.
Work Done Report
Shows work done across a date range by number and type of job done, displayed in a table.
