OfficeClip is one of the very few applications in the market that provides a one stop solution for customer and employee management. The OfficeClip team uses this software for prospect management, accounts management, timesheets, expenses, and issue tracking every day. This article shows how each component of OfficeClip is used by us in our everyday business.
When a new task is allocated to a member of our group the manager creates the task and then assigns it to multiple people who are supposed to work on it. The assignees get an email notifying him/her of the task. During the lifetime of the task the time spent is tracked within the task using the track time button. Later these times are imported into the OfficeClip timesheet application.
Contacts and Customers
In OfficeClip we store all of our prospect and customer information in our CRM. Using the contact manager's webform module we have created a form and connected it to our registration page. When someone fills inthis form on our website it creates a contact record in OfficeClip. We then track all of the events and tasks for the contact.
Campaigns and Drip Marketing
To send automated emails to our prospects at regular intervals. OfficeClip schedules a phone appointment, and then sends a few emails to the contact at varying frequencies. This is done automatically using the drip marketing module in OfficeClip.
For example: As soon as a prospect registers in OfficeClip we want to send an email to the prospect, thanking him/her for registering on our website. If the prospect does not reply within a week then we may want to send a reminder with additional information. After 30 days if the prospect has not sign up with OfficeClip we will send another reminder to the prospect to remind him/her again to consider using OfficeClip.
The invoices application allows processing of all customer invoices, and this feature is integrated with the timesheet and expenses software. This allows ease of client billing. When the invoice is sent it provides an email link to the recipient that leads to a portal from where he/she can view the invoice, pay for the invoice, or dispute the invoice as desired. Within OfficeClip we generate an invoice whenever a customer pays for the hosting fee from our website.
Every organization needs to track issues for their employees, products, or customers at times. OfficeClip Issue tracker is a one stop solution that can cater to the needs of each of these entities while still keeping them separate.
Within OfficeClip all our bugs are tracked internally using our issue tracking system. To keep the internal and customer issues separate we have assigned separate binders for them. A binder is a combination of similar issues that can be searched, sorted, and filtered.
Issues are color coded to make sure that any open issues are not missed. We also use various filters to take a close look at the subset of issues,for example issues that are open and critical or those that have already been resolved.
Capturing customer issues using webforms
Customer issues are reported using web forms, and they are directly entered into the issue tracker. We have designated an email address so that whenever an issue is reported via a web form or email it shows up in the designated folder. This also sends a tracking ticket to the person who reported the issue so that the problem can be tracked during the life cycle of the issue.
Creating a complete help desk
A help desk requires two way communication between customers and an agent. The notes feature in OfficeClip allows two way communication. When the customer reports an issue; he/she is sent a tracking ticket link. Clicking on this links takes the customer to a personal portal from where the status of all the issues are shown. See How to create trouble ticketing system using OfficeClip
Timesheet, Time offs & Expenses
The OfficeClip HRM module can track both project and employee time, expenses, and vacation time and other paid time off.
Everyone who works in OfficeClip creates timesheets, which are sent to QuickBooks periodically using our QuickBooks interface after they have been approved. OfficeClip supports interfacing with QuickBooks, Peachtree, ADP, etc...
The OfficeClip Time Off application tracks vacations, PTO or Paid Time Off, and accruals. The time off status is automatically shown in the OfficeClip calendar, to make sure that all members of the team can see each person's vacation schedule..
There are other modules in OfficeClip that we use on regular basis as well. We use calendar to store meetings and events, and shared documents are stored in the document sharing module. We also use the announcements feature for team announcements.