To Do Management

Overview

A typical store has significant activity and must keep up with many tasks (TO DOs) promised to customers.

Remembering what has to be done for all those customers can be a daunting challenge. The ProfitSystem TO DO module can help. Instead of using Post-it notes, just enter the To Do directly into ProfitSystem. By doing so, ProfitSystem can remind and maintain a list of open & completed TO DOs by prospect, customer and event. TO DOs should be assigned to individual store sales associates/employees . Sales Associates when added to the system may be assigned to a store department and thus allows TO DOs to be sorted by employee and / or department.

When employees login or use their passwords for security all their active to-dos will be shown automatically on-screen.

Note

Employees and their departments are maintain in the SA form.

The TO DO feature remembers customer and prospect tasks that need to be performed and provides a review log of the tasks that are open and completed. It is handy to insure timely customer service.

TO-DO functions may be access from the main switch board menu by selecting the drop down TO-DO menu from the header menu. The functions include:

TO DOs: A list of the open TO-DOs for the logged in sales associate. New TO-DO: Add a new TO-DO

Department TO-DOs: See a list of all TO-DOs assigned to all sales associates assigned to the same department as the currently logged in sales associate (departments are set in the Sales Associate form).

Web Prospects for SA: A list of the open TO-DOs created thru the Prospect Web Form processing within the marketing module for the logged in sales associate. These are inquires/requests from the internet that have been assigned to a Sales Associate for completing.

TO-DO shortcuts include:

F7 to View TO DO for a Sales Associate from most any form/screen within ProfitSystem. The system will prompt for a user name and password when operator is not logged in.
Shift F7 to Add TO DO from most any form/screen within ProfitSystem.

Creating TO DOs manually

TO DOs may be any customer contact, phone call, email, web-form, face to face contact..etc. It is an ideal way to remember what has to be done. It also keeps a history of the TO DOs completed for review at any time allowing the

From Anywhere

TO DOs are typically created manually when any store employee makes contact with a customer or prospect and needs to perform a task. A TO DO may be created via the program from any screen by pressing the key combination Shift F7 or from the main menu by clicking on the TO DO menu selection found on the top menu.

This will display the TO DO form in ADD mode. Enter the responsible person/department and TO DO description/results. Optionally assign an existing prospect or customer to the TO DO. TO DOs must be assigned to prospects or customers and optionally event to make a log is available.

Customer or Prospect forms

A TO DO can be created for each customer or prospect contact and can be left open or completed while being created. A important benefit of the TO DO system is he history log it automatically creates for review.

A TO DO may be created from a prospect or customer form by selecting the customer and clicking on the Interests/History Tab and clicking the Add To-Do button. Doing so will automatically assign the TO DO to that prospect or customer that is being displayed when the TO DO is created.

Event Member

Creating a TO DO for a event member is done by selecting the event and visiting the Members tab. Select the member and click the New To-Do option from within the Select customer/member task menu drop down. Creating a TO DO for an event member from the Event form will automatically tag the TO DO to the member customer.

HINT:

Quickly add TO-DOs for prospects, customers and event members with TO-DO buttons. Each button creates a new completed TO-DO and auto enters the task completed, but provides the opportunity for the user to input additional details of the task results. The TO DO buttons are:

Called... Creates a completed TO-DO with the action description set to Called with current date/time. User should enter additional description of call result.
eMailed... Creates a completed TO-DO with the action description set to eMailed with current date/time. User should enter additional description of email details.
SMS... Creates a completed TO-DO with the action description set to SMS with current date/time. User should enter additional description of SMS.

ProfitSystem can create TO DOs automatically

TO DOs are automatically created for the ORDERING role/user (those may be found in PO/Ship -> PO Alerts (or Main-> Purchase Orders-> PO Alerts)) when specific ticket modifications are done or event date changes for events with open customer orders are made.

TO-DOs are auto created and marked completed for a customer or prospect when an email is sent to customer or prospect from the respective form via the PRINT button. The email topic is auto inserted in the TO-DO description.

Creating TO-DOs from Web Forms

TO-DOs may easily be created when processing Web Forms within ProfitSystem. As Web-Form data is reviewed, the user may easily create a TO-DO for the currently displayed information and assign to any sales associate for further processing. Sales Associates may review and complete Web-Prospect TO-DOs by simply selecting it from the TO-DO -> Web Prospect for SA at the top of the screen.

Reviewing or Re-assigning TO DOs

TO DOs may be reviewed in several areas of ProfitSystem. Note: All TO DOs should be completed as quickly as possible to maintain great customer satisfaction. Any details of a displayed TO DO may be modified (except for past descriptions) including re-assigning the TO DO to another employee.

Hint:

TO DOs are not private even though they are each assigned to a Sales Associate / Employee or the Ordering role. Anyone with security access may review, respond, change responsible SA and mark complete. This allows the store to act as a team in completing all open TO DOs.

Completing TO DOs

Simply review any open TO DO, perform the action, enter the results and mark it closed by clicking the Mark Completed button. When reviewing TO-DOs from the Prospect form or Customer form, TO-DOs may be marked completed from the rid by checking the box under the Done column next to the TO-DO. The current date & time is auto inserted onto the TO-DO as the completed date when it is completed. The consultant currently logged in will be entered as the person completing the TO-DO.

TO DO Log

The TO DO grid is also the history log for completed TO DOs. From any TO DO grid check the Show Completed checkbox? to see all closed TO DOs.

Multi-Store Considerations

Sales Associate TO DO lookups display all SAs entered within the system across all stores. SAs are not assigned home stores because they may float between stores. BBL recommends a special SA is created that signifies a specific store (maybe the store number is the SA code). When a TO DO is entered it may be assigned to that special store SA, whereby those TO DOs may be checked by that store's management and reassigned appropriately to SAs regularly working within their store.

Another method would be to create a store department and assign SAs of the store to that department including the store manager. Then assign TO DOs received a for that store to the store manager, then the manager would re-assign as needed, but all TO DOs assigned to the store department could easily be seen.

The TO DO form is comprised of several data fields. Definitions are:

Responsible Section (required)

SA... A TO DO is required to be assigned to a store Employee/Sales Associate (SA) or Role. Sales Associates/Employees are created in the SA form. When creating an SA they may be assigned to a department which are setup in the Department form. Sales Associates are reminded of open TO DOs each time they are required to use their security username and password.
Role... Currently only one role exists and it is called Ordering TO DOs would be assigned to the ORDERING role when the TO DO concerns customer merchandise on special order. The shop's people responsible for the ordering would be able to see the ORDERING role's TO DOs from the Purchase Order PO Alert menu selection found on the PO menu.
Date Due... (optional) This would be the date the TO DO needs to be completed by. Not the date to perform the TO DO. Obviously all TO DOs need to be completed. This date allows the responsible person to prioritize the more critical TO DOs over the less critical.
Created by... Automatically filled with the SA who created the TO DO
Completed by... The SA who marked the TO DO complete
Add to TO DO..
Top box The description of the TO DO. Enter as info as possible. When the TO DO is created this could be the customer's question or issue. When saved the details entered become a permanent part of the TO DO and is displayed in the Botton Box and are not editable.
The TO DO can be re-displayed and more description information entered. This could be the result of performing the TO DO.

Bottom box
This contains all the TO DO descriptions previously entered.

Double down /up arrows on the TO-DO form displays or hides the following fields:

Created (date/Time)... Date and time when the TO DO was created.
ID... The unique TO DO id.
Completed (Date/Time)... Date and time when the TO DO was marked completed.
Customer... The customer this TO DO was assigned to (if any). Clicking the link will display the customer record.
Prospect... The prospect this TO DO was assigned to (if any). Clicking the link will display the prospect record.
PO... The PO this TO DO was assigned to (if any). Clicking the link will display the PO record.
View email sent... Opens a web browser to view the actual HTML email sent. A copy of HTMLs sent from the program via SMTP is kept in the Emails folder within the Livedata folder.
View attachment to email... Opens a web browser to view the attachment to an email sent, if one was present. A copy of the PDF sent from the program via SMTP is kept in the Emails folder within the Livedata folder. ​ Buttons

Mark Completed... Automatically enters the competed date/time and SA code of who is marking the TO DO complete.
Done... Exits the TO DO form.
Save... Save any edits made to the TO DO.
Cancel... Discards any edits made to the TO DO.