Reporting & Insights

We are very pleased to have been asked to present the Reporting & Insights session for inaugural WorkflowMax Partner Success Summit. This webinar series is for accountants, advisors and bookkeepers to gain more knowledge and confidence in using and assisting their clients with WorkflowMax.

Our session covers the basics to setup for reporting, viewing and using the standard and custom reports in WorkflowMax and how to keep the system clean.

WorkflowMax Partner Success Summit

Glennis Stuckey - WorkflowMax IT Setup Partner

Click the following link to view or download our slides:

WorkflowMax Partner Success Summit_Katalyst Slides

Click to watch our Reporting and Insights session, or the Q&A session.

Click to watch the rest of the sessions from the other presenters.

The new iOS WorkflowMax app is out

View job information using the WorkflowMax app
Have you been waiting for a better mobile app for WorkflowMax? The wait is over – you can now download the WorkflowMax app for free from the apple store.

You can now access more information about the job, straight from the WorkflowMax app. You can view milestones, view and add tasks and add task to dos. You can view more client information, such as client address, contacts and contact details. You can press phone numbers to call, email and link to clients websites.

Entering time and cost items using the new WorkflowMax iOS app

Enter and edit time using the WorkflowMax app
The app works in a similar way to the timer in the new user interface in WorkflowMax. You can enter the start and end time or time duration as per your company settings, or you can now also use the start/stop feature. Time can now be edited and discarded within the app.

You can add cost items, but the app does’t search the cost items table, so added costs may need to be edited later in the browser version. If you are entering costs on the fly like this, it will not pull the correct accounting coding. Contact us if you need assistance with GL coding from WorkflowMax to your accounting software.

Job notes and documents in the new WorkflowMax app

You can view existing job documents, but you currently aren’t able to add them via the app. If you have Box, Dropbox or Drive enabled within WorkflowMax, you may be able to add documents via their apps. Contact us if you would like to discuss document add-ons for your business.

Custom fields on the new WorkflowMax app

Unfortunately, you can’t view custom fields on the app, so if you have site address for your mobile staff, you would be best add this in the notes tab.

Portal for switching between WorkflowMax accounts

If you are a practice user, or WorkflowMax advisor, you can now switch accounts, simply click the hamburger icon on the green band:
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Android version of the new WorkflowMax app

There is no android app at this stage. However, you can access the mobile site via your phone, enter into your browser. You can save this as shortcut on your phone, so it appears like an app.

WorkflowMax New User Interface

How to determine which WorkflowMax user interface you are on: or the new: f you have an option called Dashboard on your green banner, you are on the new user interface. If you have the option called MyMax, you are on the older user interface. Call us if you want to discuss if you should upgrade.

Mobile access to the standard browser version of WorkflowMax

When using mobile devices, if you would prefer to access the full browser version, rather than the mobile site, enter into your browser.

Easily create a WorkflowMax Pie Chart about Staff Time by Job Category using the Report Builder

WorkflowMax pie charts are excellent to quickly and easily display groups of data. Our cheat sheet will show you how to build yourself a pie chart showing all staff time by job category.

How to use Job Categories in WorkflowMax

Job Categories in WorkflowMax are an integral feature – they are used for filtering and reporting. You can customise the job categories to suit your business – split by client type, by region, or by type of work, or simply as non-chargeable vs chargeable – it’s your choice.

If you aren’t sure about how to setup job categories, or what might suit your business, please call and ask for Glennis.

Using the Report Builder to create a WorkflowMax Pie Chart

You can build this very simple pie chart using your WorkflowMax report builder.

For this example, we took all staff actual time for October from our demo system, and simply split it by job categories.

To build this yourself – go to Reports, Report Builder. Select the Report Builder tab, then from the drop down select the ‘Time’ Report Type, then in the Create drop down, select ‘Create Pie Chart’.

Always use a descriptive name, so you know later what you created it for. In this case, I named mine “Category Pie Chart – Staff Time for a period”.

In section 2, select [Job] Category and [Task] Actual Time fields.

In section 3, use the filter of [Time] Date {is on or after} {Custom}, then [Time] Date {is on or before} {Custom}.

In section 4, select the people who you want to see this report, and in the options at the bottom, select ‘Staff {can change all the} criteria for this report’. This means they can enter a custom date range when running the report. From Save drop down, select Save and Preview.

To run WorkflowMax Pie Chart report so you can enter the criteria dates, go to Reports, Report Builder, then on the My Reports tab, select your report. You can then enter the to and from dates as you wish, by clicking the Show Criteria button on the right, as below.

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If you would like some assistance with this, please call us, or click to go to the WorkflowMax Report Builder Tutorial.

Lisa East, one our of marketing clients, has had an appearance on the WorkflowMax Blog.

Check out her WorkflowMax case study here.

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You will see her work throughout our Katalyst and Cloud Office sites.

We have been waiting (un)patiently, and are now finally rewarded with the new timer for the new user interface in WorkflowMax.

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If you have a rather plain, green banner, on your WorkflowMax, you are probably on the new user interface. A couple of improvements over the old timer in the original user interface:

  • Draft time – where you can save the timesheet as a draft if the job isn’t yet created.  This saves only for the day.
  • Start first, then enter the job and task
  • Search for client, job or task

If we have you still on the original user interface (you will have an Admin tab, rather than Business tab), then it might now be time to change, but call us first to discuss the differences.

See more via the WorkflowMax Release Blog.

If you are using WorkflowMax, you are probably capturing a lot of data by default. There are some very cool ways to use this data – for example, the map above shows the location of all our clients – past (archived), present (current) and future (prospects).

Using the free report builder in WorkflowMax, I created a very simple report using the Client and Contact table to export all the addresses and post codes. I pasted this data into Google using the bulk uploader. You can zoom in or out to see more detail.

It is very important to try to stick to 2 or 3 key KPI’s and focus on them, but it is fun to try something new now and again.

If you want some help to get the most out of WorkflowMax or the Report Builder, give us a call.

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Scheduling in WorkflowMax has never really been on my radar – it can look more exciting than it is when you first show it to people – but it does have its place. I thought I might take a moment to share.

A couple of points to note:

  • There is no ‘intra-day’ scheduling – you can’t set things for a certain time of the day
  • There are no dependancies – you can’t set it to finish one thing, then start the next

Scheduling would work best for companies where staff are on jobs for days, and you know who the staff member is doing the work.  For example, two builders working on a house for 3, 8 hour days.  Using tasks, you enter 48 estimated hours, assign Steven and Shelly and then the system will average the time out by two people over three days.  For staff billable setup, you can split the hours more accurately.  If the hours aren’t worked on the first day, WorkflowMax redistributes the hours, to 2, 12 hour days.

You can view this in the Job Manager, on the Staff Allocation screen.  You can see who is booked solid and who has time remaining free. To get a good result here, you would need to be religiously using this feature.
Staff Allocation
Individuals can view more information lower down on the Dashboard, or MyMax screens:
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When scheduling time on tasks, you get a very basic gantt chart view:
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Using scheduling on tasks give you better project management and better use of Tasks, Job and Staff Scheduling – under the Jobs Menu. The mobile app will also work better as users can see the scheduled task.

If you think Scheduling may be useful in your business:

WorkflowMax have completed the new user interface renovation, removing the hybrid appearance – now is a good time to change.

The new user interface has superior Work in Progress features, but does not yet have the timer, so stick to the old for now if you still need it.

Other Updates:

We have been told the clock and new mobile app will be out in the next 3 – 6 months. Now the skin has been completed, there will be new features rolling out.

Need a WorkflowMax update session? Book Now

Laptop WFM Page Slider

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Excellent News, there is a new app which will make mobile use of WorkflowMax much better – it accesses leads and uses GPS as well, so should be awesome.

I have registered for a Beta version so I can test it – I will post an update once tested.

There is a short video available now – just click the WFM Touch image below.

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