In-House Training: Initial Setup
Attendees: Core Workamajig Implementation Team.
Scheduled Time: 1 hr
In order to ensure the effective use of your Implementation Team's time, prior to the call with your Workamajig Account Manager, your team should go through the Training Points contained in the Initial Setup Training guide. This will include videos and written materials to assist your team through a typical setup of the Workamajig system.
Please set up each member of the Implementation Team with an Employee record, and mark them as an Administrator. This allows each team member to work throughout Workamajig during the setup/implementation period.
By allowing your Implementation Team access to Workamajig prior to the call with your Workamajig Account Manager, your team will be able to discover and discuss items found during your initial setup. In this way, the Implementation Team and your Workamajig Account Manager can spend the call time dealing with the specific needs of your Team.
Why is this Important? Defining default settings to be used in each area of the system allow your agency to create a consistent flow of information into the system. Entering project information, client, vendors, billing, purchasing, and other system items in a predetermined way allows for better tracking and reporting of your client and agency health.
Here is a list of the main topics that will be covered in this session and available resources for you to explore before and after training:
Training Points
Basic Navigation
Each Implementation team member should know:
- Main Menu and the Global Search.
- My Settings and how to change your password.
Employee Setup
Each Implementation Team member should know:
-
Setup New Employee Records with a User ID, Password, and Security Group.
Enter Clients, Vendors and Contacts
Depending on how many Company and Contact records you plan on entering, we may discuss the process of importing those records.
NOTE: A client or vendor company record is setup as a Company. Within the company record will be a Client Setup and Vendor setup tab that allows you to designate the company, as such.
Each Implementation Team member should know:
- Create a company record: Set the company as a client and/or vendor (we will make a Test Company for training purposes).
- Create a contact record: Who is associated with that company (we will create a Test Contact for training purposes).
- Review Client and Vendor defaults.
NOTE: For MarComs we suggest making one parent company for the entire organization. This parent does not need to be a client. What it does is let you create a company for each division of your organization that will be setup as a client in Workamajig.
Calendar Functions
Each Implementation Team member should know:
- Create a personal meeting
- Create a public meeting
- Adding attendees
- Understand Block Out option and how that affects scheduling
IT Setup
IT may need to review needs for syncing Calendar events, setting up a diary use only mailbox, whitelisting of Workamajig emails, and connecting to a File Storage Options.
Homework
- Ensure entire team has logged in and viewed their desktop.
- Read Workamajig - The Calendar Way, Setup Company Holidays, and begin to work on sync options.
- Review CRM videos.
- Clean up your records, so you are only importing current Clients/Vendors along with their current Contacts.
- Decide on a Client ID and Vendor ID methodology. You do not want to end up with several ID styles.
- Use the import files to assist with importing your records, or begin manually entering records.
NOTE: Enter or import Companies into Workamajig prior to Contacts, so you can easily link the Contact to the corresponding Company. Though you can import all company info at once, a typical import workflow is: Client Company Record>Vendor Company Record>Non-client/vendor Company Record>Contact Records.
- Setup Employees: UserID, password, Security group, Services, and Calendar Settings.
- Provide Login URL, UserID, and Password to staff.
- Preview next session: Create Project Template.
