Searching

The WorkWell Command Center gives you several ways to search for information.  You can find almost anything hidden away in your Job, Customer, Lead, Worker, Quote, and other types of data.

Quickly Find Almost Anything

Try the Global Search tool  located at the top of the navigation column on the left of every page. With Global Search, you enter a search keyword (and optionally a second search keyword) and it locates all data records (Jobs, Customers, Leads, Quotes, Workers, & Expenses) that have any matches for it.  You will even be able to find customers for whom you have entered call logs, action items or notes.  So it does dig deep into the data as it looks for matches to your search queries.

Global Search Tool

You can narrow the search by choosing a date range and full or partial matching. Partial matches ignore whether or not there are capital letters and also accept word fragments as search keywords.

Records that match are listed as clickable links. Click on any of the links and the corresponding record's Form will pop up, providing you full information and allowing you to edit the record.

Table Searching

Table searches are even more powerful, but limited to the type of data represented in the table you are searching.  If you are looking for Job-related information, then search within the Job Tabular View.  Similarly, if you are interested in Customer information, use the Customer Tabular View.  You get the idea.

Table-Wide

Table-wide search finds any information contained in the table, regardless of row or column the information is in.

Table Search - Global

Find the Table Search box within the table header (it has the  and  icons and 'OR' at the left). Enter your search query (word, multiple words or partial word(s) to match your information as if you are doing a Google search). Then click on the  to activate the search.

Only those rows of the table with information that match your search query will be shown.

If you enter multiple words, then the search will look for a match that contains all of the words. If you click the 'OR' button, the search will match for any of the words.

Click on the  to delete the search and restore the full table.

Column Filtering

The table can be filtered on any column - or combination of columns. Filtering is a way to show only rows of the table that are of interest to you. It is especially useful for creating mailing lists for a subset of your customers or leads.

At the top of each column, just under the column names, are small text boxes that you can type into. You can enter any string of characters and the table will filter upon them. 'Filtering' means that any information in the table that matches your search text is located and then only those rows of the table with matching information are displayed. To terminate the filtering, click on the little 'x' within the filter box.

At the bottom-right of the table, you will see the number of rows that pass the filter. In this example, 19 rows meet the filter criteria and 15 are displayed on the table's first page.

When you have an active column filter, the column name at the top of the column will be colored red to remind you that the filter is active and the table is only showing the rows that the filter permits.  Again, don't forget to terminate the filtering when you are done so that the table restores to showing all its rows.

Filtering Examples

1. Suppose you only want to see rows of the table with a certain name in the 'Name' column. But you are not sure of the spelling of the name or you only remember part of it. So if the name you are looking for is 'Mike Vasquez', you could enter 'vas'. Any name with these 3 letters will match and only those rows will show up.
2. The snapshot below is from a 'Job Management' table. Suppose you want to show only jobs done in the town of 'Attleboro' within the last 2 months for fees greater than $200.00.  Here's how you could do that:   Enter 'attl' at the top of the 'Contact Info' column, enter the start/end dates (format: 4/2/19)  at the top of the 'Date' column and enter $200.00 and $1000.00 at the top of the 'Amount' column. Only jobs in the town of Attleboro within the range of dates and prices are then shown in the table. Notice that jobs from a second town, 'North Attleboro', are also shown in the table - this town also matches the 'attl' search keyword.

You can use the Global Table Search and the column filtering together for even greater flexibility.

Agenda Timeline

Within the Command Center Dashboard, an Agenda Timeline gives you a great overview of everything going on in your business - it provides a chronological list of everything that needs to get done this week.  An example of the Agenda Timeline is shown below.  Notice that it is organized vertically with event cards displayed chronologically to the left or right of circles containing icons.  

There are event cards for

•   Jobs
•   Action Items
•   Quotes
•   Invoices
•   Followups
•   Notes
•   Call Logs

The easiest way to distinguish between the types is via the colored circle along the center that they attach to.  The Event type is identified by color and by the distinct icons listed above.

Agenda Timeline

You can reverse the chronological order (Monday to Sunday OR Sunday to Monday) by clicking the   icon in the header.  If you reverse the order, the first event of the week will be at the bottom.

Select the type of events you want to see on the Timeline.  By default, the agenda is displayed - all the event types are included on the timeline.  From the pull-down menu, choose the view you are interested in. Click the check-mark to accept your choice and the timeline will refresh itself accordingly - only tasks of the chosen type will be displayed.  Click the 'x' to reject the choice and cancel.

Use the Time Period Selector within the timeline header to choose the time interval you are interested in.  Use the arrow widgets to go forward or backward a week at a time.

•   Go to the current week
•   Go to next week
•   Go to last week
•   Go another week forward
•   Go another week backward

The event cards give a summary for the job, action item, invoice, ... that they represent.  For example, a Job card gives the job number, customer name, address, the name of the worker you assigned to the job, the price and the time the job is scheduled to begin.  Click on the blue-colored link to open a job form with greater detail and optionally modify the job.  Double-clicking on the circle will also open the job form.

Route Planning

The WorkWell Command Center has great Route Planning capability built into its Mapping application.  The 'Job Locations' snapshot below is an example of what you can expect.  The embedded Google Map shows all the job locations planned for a given worker or crew in the field for the day.  The best travel route between them is displayed.  If you click on a job location marker, you'll see details about the job.  Below the map is a list of all the jobs in order of travel.  You'll notice that the job details - customer name, job start time and address are given.  The travel distance and estimated drive time are given as well.  The travel route is also presented in a Route Timeline format (lower left - bottom of the timeline is cut off and not displayed).

View our Video Tutorial about Route Planning on YouTube.

Map Control Panel

To compute and display routes, first use the Control Panel to specify which job locations to add to the map. It contains a set of widgets for choosing when the jobs occurred, whether your day's Start and End locations should be mapped and allows you to show only jobs assigned to particular workers.

• Start by choosing a time period via the Selection Criteria.  For Route Planning, you want to choose 'Today'
• Optionally enter a Start/End location
• Choose a worker - we want to plan the route for just one person or crew

Click 'Update Map'. Then click on either the  or   icon above the Map.

•    will generate a route map for the selected jobs and optimize the paths between them to minimize travel time.
•    will also generate a route map for the selected jobs and optimize the paths between them to minimize travel time. But it will go a step further and actually resequence the jobs if the result is better. For example, it may find that swapping a job scheduled at 3pm with a job scheduled for 11am will result in a shorter route. Of course, you can only take advantage of this level of optimization if it doesn't matter when during the day you actually do the jobs (or that you can call the customer and reschedule the time).

The Route Plan is presented in two ways Route Plan Timeline Route Plan Table Both Route Plan formats show accurate durations for traveling between jobs. Compare these to the job schedules to be sure the scheduled duration for jobs adequately accommodates travel time. Each item of the timeline or row of the table represents legs of the day's travel route.  Each leg gives you job details as well as drive distance between jobs and estimated travel time.  WorkWell determines travel distance/time by querying a Google server with the successive addresses in the day's route. The Route Plan Table can be printed. If you launch the 'Today Timetable' on the Command Center Dashboard, you can email

Route Plan Timeline

Route Plan Table

Charts of Company Performance

The WorkWell Command Center displays charts that illustrate many aspects of your company's performance.  These range from revenue/bookings/profit charts to employee wage and productivity charts to charts that reveal which marketing efforts are most fruitful.

You will find several types of charts: graphs, bar charts, pie charts, and area charts.

Where Can I Find Charts?

Charts Page

Click on the chart icon     in the left column of page icons to go to the Chart Page.  Select the type of chart you want and the number of months.  There are a few dozen charts to choose from.

Quick Looks

At the top of the Dashboard page, the Quick Looks section provides you with numerous charts for Jobs, Customers, Leads, Quotes, Invoices, and Expenses.

The following is an example of a Customer Chart.  Click the     icon to rotate among a collection of Customer charts.  Click on the tabs (there are 6 - in a horizontal bar just under the top) to choose a different class of charts.  For example, click the 'Jobs' tab to see a collection of job-related charts.  Finally, to choose a timeframe, click on the TimeFrame widget at the very top - in the figure below it is labeled 'This Year'.  Click it to choose a different timeframe, like 'Last Year', 'This Quarter', 'Last Quarter', 'Last Month', etc.

Table Views

Many of the tables display a built-in set of charts.  To activate these charts, look for the button shown here.  Just click on it and charts relevant to the type of information in the table will slide onto the page.  For example, if you are on the Customer Tabular View, then the charts will be related to your customers.  If you are on the Services Tabular View, then the charts will be related to the services your company sells.  Etc.

Examples of Charts

Revenue & Profits

For Revenue & Profits you can display up to 6 graphs at once.  Select which graph(s) you want by clicking the checkboxes.  Also, choose how many months you want to cover.  You can get a 'cumulative' graph as well - click the 'Cumulative' checkbox.

Revenue

The Revenue bar chart shows you how much revenue your business produced in a given timeframe, along with how much has been paid, not paid, and how much is not paid and late.

Job Activity

The Job Activity graphs show a monthly view of the number of jobs your company has completed, the number of invoices and quotes sent, and the number of payments that are due or late, etc.

You can display up to 6 graphs at once.  Select which graph(s) you want by clicking the checkboxes.  Also, choose how many months you want to cover.  You can get a 'cumulative' graph as well - click the 'Cumulative' checkbox.

New Jobs

New Jobs is a monthly bar chart of your jobs over the last year.  You can view revenue, average revenue or number of jobs.  

Job Locations

Job Locations is a pie chart that shows you what towns your jobs have been located in.  If you run your cursor over the pie chart, whatever slice you touch will give you a count of the number of jobs in the town that slice represents.

Job Ratings

Track your job ratings.  This chart shows how many ratings you have, the average rating, and how ratings are distributed between 1 and 5 (the best) stars.

Job Sources

This pie chart shows you how these jobs came your way.  Were they the result of referrals from existing customers?  Maybe from visitors to your website.  Others may be the result of any advertising or referral sites you engage with.

Customer Status, etc

This pie chart shows you how many customers are assigned each status type.  You create the status types and assign them to your customers.  You can choose a timeframe - like 'This Year', 'Last Year', 'This Quarter', 'Last Month', etc.  If you run your cursor over the pie chart, whatever slice you touch will give you a count of the number of customers with the status that slice represents.

Who are Your Best Customers?

This bar chart shows you at a glance who your best customers are in terms of revenue, average revenue per job or number of jobs.  You can choose a timeframe - like 'This Year', 'Last Year', 'This Quarter', 'Last Month', etc.

New Customers

This bar chart shows month-by-month how many new customers you have won over the last year.  You can choose a timeframe - like 'This Year', 'Last Year', 'This Quarter', 'Last Month', etc.  For per Quarter timeframes, the horizontal axis is weeks rather than months.

Customer Category

This pie chart shows you what types of customers you have.  These are categories you have created and assigned to your customers.  You can choose a timeframe - like 'This Year', 'Last Year', 'This Quarter', 'Last Month', etc.  If you run your cursor over the pie chart, whatever slice you touch will give you a count of the number of customers in the category that slice represents.

New Invoices

This bar chart shows month-by-month how many new invoices you have issued to your customers.  You can choose a timeframe - like 'This Year', 'Last Year', 'This Quarter', 'Last Month', etc.  For per Quarter timeframes, the horizontal axis is weeks rather than months.

Invoice Status

This pie chart shows you the status of your invoices.  Use this to track how many unpaid invoices you have outstanding - especially those that are overdue or haven't been sent.  You can choose a timeframe - like 'This Year', 'Last Year', 'This Quarter', 'Last Month', etc.  If you run your cursor over the pie chart, whatever slice you touch will give you how many invoices have the status that slice represents.

Worker Earnings

This bar chart shows the month-by-month earnings over the last year of one of your employees.  You can choose any employee.

This area chart shows the month-by-month earnings over the last year of all your employees.  You can see the relative wages of each of your employees.  The aggregate of all the wages is your total payroll.

Services

Want to know which of the services you sell generate the most revenue?  This area chart shows the month-by-month sales of all your services together.  You can easily see if any of the services have seasonal peaks and which are performing well for you.

The pie chart view also shows you the relative sales performance of all your services.  Choose how many months you want the chart to cover and the number of services displayed.  If you run your cursor over the pie chart, whatever slice you touch will give you the revenue from the service that slice represents.

New Leads

This bar chart shows month-by-month how many new leads you have won over the last year.  You can choose a timeframe - like 'This Year', 'Last Year', 'This Quarter', 'Last Month', etc.  For per Quarter timeframes, the horizontal axis is weeks rather than months.

Lead Stage

This pie chart shows you the source of your leads.  It tracks how you initially learned about the lead.  A source could be a referral site like Yelp or Thumbtack, or referrals from existing customers, or people that found you through your website.  You add/remove sources that you can then assign to your leads when you enter them into WorkWell.  You can choose a timeframe - like 'This Year', 'Last Year', 'This Quarter', 'Last Month', etc.  If you run your cursor over the pie chart, whatever slice you touch will give you a count of the number of leads assigned the source that slice represents.

Lead Funnel

The lead funnel provides an interesting way to view your lead stages.  It shows how successful you have been at converting leads into customers.  In the example shown, 17% of your leads are new and you haven't done anything with them other than enter whatever you know about them into WorkWell.  13% of them you have at least contacted.  15% have indicated some level of interest.  16% you believe to be real opportunities.  19% are in the proposal stage - you have quoted a price and are waiting for a decision.  17% are wins - they have booked work with you and can be converted into a customer at this point.

GPS Tracking

WorkWell gives you GPS tracking too!  With this great feature you can track where your work crews are located realtime and accumulate a history of their travel throughout the day.

View our Video Tutorial about GPS Tracking on YouTube.

How does it work?

GPS tracking relies on your workers using the Mobile WorkWell App on their smartphones while doing their daily work routine. Whenever a worker uses the WorkWell App on his/her smartphone, their GPS coordinates are gathered at regular intervals (typically every 5 minutes) and sent to the WorkWell Software server. You are able to observe these GPS locations on the WorkWell Command Center using its integrated Map application.

The lifetime of the GPS coordinates is typically about a week - older coordinates are automatically purged.

Show GPS Tracking

Click on the   icon (above the map) to view recent locations of a worker in the field. Worker locations are identified on the map via two types of markers. The single filled Star marker with the 'W' identifies the last known location of the worker. The small filled circle(s), also with the 'W', identify earlier locations. If there are enough GPS samples, you will be able to trace the travel route taken between jobs and see when workers arrive at and leave their job assignments.

Configure GPS Tracking

Click on the     icon (above the map) to change the setup for GPS tracking. You can choose which worker to track, specify a time interval, or limit the number of points and the minimum distance between points.

There are several setup parameters for GPS tracking. Here is a list.

• Choose a Worker: Use the pulldown to select the worker you wish to track.
• Show Only Last GPS Location: If you check this box, then only the last known location of the worker is displayed. If not checked, then the last know location is show along with any previous locations that are within the start/end time period you've selected.
• Select the Start and End times. Only those GPS locations that occurred in the time interval will be displayed.
• Choose the maximum number of GPS locations to display.
• Choose a minimum distance between successive GPS samples - only samples located more that this distance apart will be displayed. Use a longer minimum distance to avoid showing GPS locations that are near one another.