Woosabi User Guide

Woosabi Overview

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Woosabi Overview Welcome to Woosabi Firstly, thanks for choosing to use Woosabi as a service to help run your business. We’ve worked hard to build something that we hope is easy to use and help ease the burden of administration.

Woosabi is designed as online service to help you: • • • • • • • •

Record and keep track of your day to day jobs Keep your contact information up-to-date with quick access to individual details Quickly create invoices and monitor their payment progress Record your day to day running expenses Access your email from any location Easily update a simple website for your business Send marketing messages to groups of your Contacts Use any computer with an internet connection: in the office, on the road or at home.

Web Browsers As we’ve already covered, Woosabi is an online service designed to be used with a web browser. We recommend using the free Firefox browser as we feel its level of stability, security and great support give you an all round experience that’s best for the web and for Woosabi. Woosabi will also work with Internet Explorer 8, Safari and Chrome. All of which are freely availably for you to download and choose which suits you best, but if you ask us, we’d recommend Firefox every time! You can download Firefox for free here: http://www.firefox.com Logging in Once you’ve received your login details via email you’re ready to log-in. Your email will contain a link to your unique login screen, it’s worth bookmarking this into your browser or perhaps making it your homepage for ease of use. Your login screen will look something like the image below. To login just enter your username and password into the fields and click the Login button.

The Woosabi Login Screen

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Woosabi Overview

Forgotten Password We all forget from time to time so don’t panic, underneath the Login button you’ll see a link that reads ‘Forgotten your password?’ Clicking this link will provide you with a dialogue that will let you reset your password. This process will send a series of requests to the email account you nominated when you signed up. Just follow the instructions within the email to automatically reset your password and you’ll be logged back on in no time.

The Quick Start Assistant The first time that you log in you’ll be prompted to complete the Woosabi quick start assistant. The quick start assistant will walk you through setting up your account for your business. During this process you can also add some extra users and it’s here that you’ll be given the option of turning certain features off if you don’t want to use them. Don’t worry, you can turn everything back on from Woosabi later on and amend any of the details you gave.

The Quick start assistant screen Administrator User Account If you are the main user that signed up to use Woosabi from www.woosabi.com your account will be the ‘administrator’ account by default. During the Quick start process you can create additional user accounts and decide which ‘type’ of user they will be; an administrator like you or a standard user. The administrator account will give you full access to all options and settings from within Woosabi. You can also give this permission to other users if you wish them to have the same level of control as you.

Standard User Account Standard users have limited access to the Woosabi settings and are not able to turn on or off modules that they are not authorised to see by the administrator.

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Woosabi Overview The Dashboard Each time you login to Woosabi you will arrive at the Dashboard which is where Woosabi will send you any service related messages about upgrades or maintenance and let you know when you last synchronised your data with Kimosabi. The Dashboard sits on top of everything and gently fades out the main Woosabi application which sits below it. Clicking anywhere on the grey Dashboard will return you to the main Woosabi application.

The Woosabi Dashboard – notice how you can still see the main application Kimosabi is a small utility you can download that works in conjunction with Woosabi. It ensures that a lightweight archive of all your key data is backed up on your local machine into small files at regular intervals. In the event that you can’t connect to the Internet you can find key contact details in these files which can be opened using a standard spreadsheet tool such as Excel. The Dashboard will let you know the last time they were updated or as the image below shows it will notify you if you’re not using Kimosabi and give you a link to download it. For more information please see the Kimosabi quick guide.

The Kimosabi status screen on the Dashboard

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Woosabi Overview The Dashboard is also a place for you to record quick notes during the course of your day, such as recording notes during phone calls on the fly or simple reminders to contact someone. We call these Quicknotes and as their name suggests it’s quick to create them and they will remain where you left them until you want to do something more permanent with them, like turn it into a task or perhaps send to another team member.

Activating the Dashboard You can access the DashBoard at any point and from any where within the Woosabi application by simply clicking on the Woosabi logo at the top left of the screen. As soon as you click the Woosabi logo you’ll notice the screen will fade to grey and four little icons will appear to the right of the Woosabi logo. These are your Dashboard widgets which, running from left to right, will let you: Create a new Quicknote View the current Woosabi service status information Play some simple games on your tea break!

Tweet to your twitter account if you have one

The Dashboard widgets

The Woosabi Dashboard, Woosabi widgets and a Quicknote conversion to Job in progress

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Woosabi Overview Converting Quicknotes Once you’ve saved your Quicknote it will shift to the left of the screen to indicate it’s now stored – if you’ve lots of Quicknotes you can click on the top dark green border and drag your Quicknote anywhere on the screen to re-order them.

You now have the option of converting your Quicknote into a full-blown Woosabi note that will be part of the main application e.g. You can convert the Quicknote into a Job which will then tracked and appear in your main Due items. You do this by clicking on the dropdown box at the bottom of the Quicknote. The drop down will only appear once the Quicknote has been saved.

You can also send your Quicknote to a team member by selecting their name from the “Send to” options at the bottom of the dropdown. Once you’ve selected a team member the Quicknote will fade out and appear on your team mate’s Dashboard and they will see a notification on their screen to let them know they have a message.

Woosabi’s Layout Woosabi has a clean and simple layout which hopefully makes navigating around quick and easy for you. The image below details the main parts of Woosabi which are, from left to right: 1.

2.

3.

4.

5.

6.

The The The The The The

Woosabi Logo which when clicked activates the Dashboard and Quicknotes area Loading bar will appear and fade when Woosabi is retrieving a new page for you Module Control Panel which has the current module highlighted in purple Woosabi Toolbar where you can access your Settings, Help guide, FAQ & Logout Module tabs which has the current Module ‘page’ highlighted in purple Current Module ‘Stage’ which is where the main business functions will occur

4. Woosabi Toolbar 1. Logo 5. Module Tabs

2.

Loading Bar

6. Current Module Stage

3. Module Control Panel

Woosabi’s main layout features

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Woosabi Overview Accessing a Woosabi Module As you can see from the main layout image, the control panel is located on the left hand side and contains each of the modules that you can access. You might have less than are shown in the image if you have chosen to turn certain modules off during the Quick start assistant or from your settings or if you’re not an administrator and have had some modules turned off for you. You can, or your administrator can, turn them back on from the Settings control which is located within the top right Woosabi Toolbar.

To access a module click the Control Panel item that corresponds to the module you want to use. For example, to access your invoices, just click on ‘Invoices’ on the Control Panel.

Clicking on the Control Panel item will then result in the loading bar appearing to indicate Woosabi is fetching something for you and current module stage being updated with the main page for the module you’ve selected.

Woosabi Modules Currently Woosabi has six core modules available from your Control Panel which are: What’s On What’s on is the main hub of Woosabi. Here is where you’ll find your list of jobs that are due, a snapshot of your mailbox, your Woosabi business objectives and jobs that have completed.

There is status bar for you to keep your team mates appraised of what you’re upto that integrates with Twitter and you can also view the What’s on pages of other users and leave notes or jobs for them on their pages.

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Woosabi Overview

Contacts Every company or individual that you have interacted with through Woosabi can be found quickly using the searchable index page. Woosabi will also list the last five contacts you interacted with and also the last five contacts that you’ve added. It’s fast and simple to use it and has some very powerful features to help you filter and segment your contacts into as many mailing lists as you like. You can filter by industry, area and even phone number!

Invoices The main invoice screen is comprehensive view of your businesses current sales pipeline.

We’ve made it simple for you to create quotes, invoices and refunds and even create recurring items that will be automatically created at a given interval such as weekly, monthly or even annually. Woosabi will also track the status of your invoices and warn you when invoices have not been sent, when they are overdue or if you have completed jobs that are not yet invoiced. You can email or print your invoices as PDF and even print client statements for any invoices not yet paid. The invoices module will also let you print lists of paid invoices over a particular time period so printing out what you earned for an entire tax year is simple!

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Woosabi Overview Expenses Every business incurs expenses, but keeping track and making sense of all your business expenses will go a long way to reducing your tax liabilities. The expenses module is not a fullfeatured accounting or budgeting program but provides you with a central platform for recording your day to day business expenses, without the need to initially invest in costly accounting software. Expenses connect with your Invoices to generate a profit and loss figure that is a simple and useful resource for your business.

Email Woosabi email is a powerful web based interface to your POP3 email account. At the moment we only support POP3 email accounts as we decided they were the most common type of email account used by small businesses. Don’t worry if you don’t understand those last few sentences, our F.A.Q. has more detailed information on what POP3 is but it’s likely that you have a POP3 email account.

Woosabi email cleverly connects all incoming email to your Contacts module and will attach all incoming and outgoing emails to them. If you receive an email from a new Contact Woosabi will automatically ask you if you’d like to create a new Contact record from within the email. You can also convert emails to Jobs and even share them with the rest of your team with one simple click.

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Woosabi Overview

Website The website module provides you with a lightweight hosted solution that is the fast, free and easy method to equip your business with a web presence. Woosabi is not a full-featured website design but provides businesses with an easy and instant method to be visible online, without the need to initially invest in costly site hosting or development. You’ll never need to contact anyone to update your website ever again!

More Help For more in depth help and usage instructions please read the individual module guides which are available from the Help area of the Woosabi Toolbar.

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