Business Apps

How to Use The Staff Portal

1. Type in customer.locdoc.net/staff in your web browser (or on the Team home page click the Staff Portal button)

2. If you have not yet created an account, click the ‘Create an Account’ option and enter your email, password, first and last name. If you have already made an account, simply log in with your email and password. If your password is not working, you will be taken to a separate screen to create a new password.

3. Once you have logged in you should be able to see this page:

1. In the search bar you can enter an email address, Quote # or a Site Visit # to initiate the search. This will populate any related Quotes or Work Orders to your search. It may take a bit of time to load so wait for a moment to populate the result.

2. Click on the page icon beside the record that you want to see and you will be directed to a new page.

QUOTES

If you are viewing a quote it should look like this:

First thing to note is that what you see is what the customer sees. If they have questions about the quote you can easily pull this up and review the information with them. There are several key elements to this page, which I will list as follows.

1. Customer, Contact, Location

2. What We Plan to Do - A summary of the work to be completed

3. Download PDF - This will allow both you and the customer to download a printable pdf file of the quote. For larger quotes please allow some loading time as the pdf generates and downloads.

4. Reference Number - this section is the overall Quote information, including:

   1. Date Issued

   2. Total Materials

   3. Total Installation (Labor)

   4. Total Tax

   5. Project Total (Grand Total)

   6. Deposit Amount

   7. Note the text about Shipping Freight, this is important for the customer to understand as the shipping charges can change after the job is quoted.

5. Approval Button - This will allow the customer to approve the quote and then select a payment option. Firstly they will select to pay the half or full amount. Secondly they will choose to pay by Check or Credit Card.

   1. Check: If Check is selected they are given a print out with the quote information that they are to include in the envelope they mail. When the check is received, the accounting team will mark the deposit as paid and at that point, the quote will be converted.

   2. Credit Card: If Credit Card is selected, the customer will be directed to the Stripe page where they can process their payment. Once the payment is successful it will be automatically sent to Trackvia linked to the quote, and when the account management team sees it they will convert the quote. (If you need to send the customer the link, you can copy the url after you click the Pay by Credit Card option and include it in your email. You can also download the PDF and attach it there.)

6. Financial Options: This will take the customer to Marlin Capital Solutions where they can apply for a loan to pay for the quote amount.

7. What We Plan to Use: This is the list of line items (trip charge, products and services).
   

SITE VISITS

The Site Visits portion should look like this:

The key elements of the Site Visit portion are very similar to the Quote. They are outlined as follows:

1. Customer, Contact, Location

2. Download PDF - This will allow both you and the customer to download a printable pdf file of the Site Visit. (comparable to the receipt or pricing details document) For larger quotes please allow some loading time as the pdf generates and downloads.

3. Order Number - this section is the overall Site Visit information, including:

   1. Date Completed

   2. Total Materials

   3. Total Installation (Labor)

   4. Total Tax

   5. Project Total (Grand Total)

   6. Remaining Balance (Grand Total minus Deposit)

4. PAY BALANCE - This will allow the customer to select a payment option.UNLIKE QUOTES, THEY CAN ONLY PAY THE FULL AMOUNT DUE. They will choose to pay by Check or Credit Card.

   1. Check: If Check is selected they are given a print out with the Site Visit information that they are to include in the envelope they mail. IF YOU ARE BEING PAID ONSITE YOU SHOULD STILL FOLLOW THE NORMAL PAYMENT PROTOCOLS. COLLECT CUSTOMERS STILL NEED TO PAY ONSITE. Once the check is received, the site visit will be marked as paid by the tech or the accounting team.

   2. Credit Card: If Credit Card is selected, the customer will be directed to the Stripe page where they can process their payment. Once the payment is successful it will be automatically sent to Trackvia and then link to the site visit. (If you need to send the customer the link to pay in Stripe, you can follow the normal process for sending a payment link)

5. What We Did: This is the list of line items (trip charge, products and services).

6. Photos: If there are pictures attached to the openings on this site visit they will be displayed underneath the line items.

THIS IS THE DOCUMENT FOR RESEARCHING SVs and Qs IN THE STAFF PORTAL. THERE WILL BE ANOTHER DOCUMENT FOR TECHS IMPLEMENTING THIS PROCESS ONSITE AND COMMUNICATING WITH A CUSTOMER.