The Successware Mobile Admin site is where you will manage elements of the Successware Mobile app. This includes what devices are registered, invoice content blocks and what items in the PriceBook are copied over.
Login
1. Enter your Successware username and password. You will need to have your Successware username have permission to do this.
2. Click the Log in button.
Accessing Successware Mobile Admin Site
In order to access the Successware Mobile Admin site:
1. Open the Main Menu.
2. Click on the Successware Mobile Link.
Alternately, you can access the Successware Mobile page from the Add-on Manager.
1. Click on the Add-on Manager button on the toolbar in Successware.
2. Select Properties on the Successware Mobile Add-on.
3. Select "Open Mobile Admin".
Master Account Settings
The Master Account settings tab is the place that enables your company to sync the PriceBook, mark PriceBook items as taxable automatically, and enable Dropbox settings for all companies at once.
PriceBook Sync
When you first setup Successware Mobile you will need to perform a PriceBook sync to give access to your PriceBook to Successware Mobile admin site and app.
This will also need to be done after any changes to the PriceBook that affects your technicians.
1. To sync your PriceBook from Successware to Successware Mobile click the Sync now button.
2. This may take several minutes based on the size of your PriceBook. Please wait until this is completed.
Mark PriceBook Items as Taxable
If you check this option, all items that are added to the invoice will be automatically taxed. This will allow your technicians to not be responsible to check it every time. If you do not want to charge tax every time, simply uncheck the option.
Dropbox Settings
You can use Dropbox to store pictures and video and access them using Successware Mobile and Successware.
Please note that you must have an Individual / Personal type of account to use this feature. Any of the Individual / Personal accounts will work including the paid and free version (though you will be limited with space in the free version). Team / Business accounts do not work with Successware Mobile and Successware.
If you want to enable location documents access to Successware Mobile, complete these steps.
1. Login to your company’s Dropbox Account in your web browser in another tab.
2. Click on the Connect button.
3. The Dropbox website will open, and you will enter your credentials and click Login.
4. When asked, click Allow.
5. Once back in the Successware Mobile Admin site, you will see your account name in the Dropbox settings area.
Predefined Notes
Predefined notes allow you to setup note templates that your technicians can use while onsite at their jobs to save time by not needing to type out their notes from scratch.
The technicians can change the notes once the notes are added on the tablet. These notes are a starting point that the technicians can add to or edit.
You may setup separate notes for both Work Completed Notes and Work Suggested Notes.
To create a predefined note:
1. Click on the Add note button:
2. Type in the Note Title.
• The Note Name field is limited to 30 characters.
3. Type in the Note Description.
• The note description is limited to 3000 characters.
4. Click on Save once you are ready to save.
If you need to change or remove your Predefined Notes, you may click on Edit to edit or remove the notes.
Clicking the trash can symbol while in edit mode will delete the note.
Business Settings
The Business Settings tab contains settings about what PriceBook categories are visible, what disclaimers say, and any invoice notes that are put on the invoice. These settings are determined on a per company basis.
Company Switch
Clicking on the company dropdown button at the top of the screen allows the user to change which active company’s settings you are viewing / editing if you have multiple companies in Successware.
Company Logo
The Company Logo will appear on the invoices made using Successware Mobile app both within the app and that will be emailed to the customer. To setup a company logo:
1. Click the Upload button.
2. Navigate to the logo that you want to use and click on it to highlight it.
3. Click Open and you will see it in the Company Logo area.
Business License
The Business License will appear on the invoices made using Successware Mobile app both within the app and that will be emailed to the customer. To setup your Business License:
1. Click the Edit button.
2. Type in your company’s Business License.
3. Click Save.
In the Successware Mobile the Business License will appear in the top portion of the invoice.
Email Settings
After the technician collects payment for the invoice, they will be able to email the invoice. By default, these will be sent from receipt@successware21.com.
If you want to change the email address that invoices are sent from, complete these steps:
1. To change the sending email address, click the Edit button in the Email Settings section.
2. Enter the Email Address.
3. Enter your Sender Name.
• This will be the name that your customer sees instead of just the email address.
4. Tap Save.
5. Once you hit save, there will be a prompt that asks you to verify your email.
• Until you verify your email, the invoices come from receipt@successware21.com.
• You have 24 hours to verify your email before it will reset. If you do not verify, you will need to re-enter your email.
6. Click OK.
7. An email from Amazon Web Services (email address: no-reply-aws@amazon.com) will be sent to your email address. Click the link in the email to verify your email address.
8. After clicking okay, you will see a prompt that the email was updated.
If your email has not been verified, you will see a message:
receipt@successware21.com will be used by default until the new email is verified.
Copy to Address
After the technician collects payment for the invoice, they will be able to email the invoice. By setting up the Copy to Address, you will be able to receive a blind carbon copy of all invoices without your technicians needing to do anything.
If you want to receive the copy of these emails, complete these steps:
1. Click the Edit button in the Copy to Address section.
2. Enter the email address with which you like to receive the emails.
3. Click Save.
4. When your technicians send any email from Successware Mobile, you will receive a copy of the invoice at this email address.
Payment Processing Account
If you want to enable credit card payment processing access to Successware Mobile, complete these steps.
1. To enable payment processing, click the Edit button in the Payment Account section next to the listing for Successware Payments.
2. Enter the API Key, Merchant ID, and Web Token that you will obtain from Successware. Please contact Successware (successwarepay@authoritybrandsllc.com) if you need your credentials.
If you are using Successware Payments, you can collect recurring payments without any further changes.
PriceBook Categories
This section determines what PriceBook categories are visible from Successware Mobile. Categories that have a checkmark next to them will be visible by the technicians in the mobile app.
If you have not synced the PriceBook, you will see a message that you need to sync the PriceBook first.
Simply open the Master Account tab, and click on the Sync Now button in the PriceBook section.
Disclaimer Settings
The disclaimers appear when the customer is signing to authorize work or as the customer is signing to show they agree to pay for the services. These allow your company to change what the customer sees and how these are phrased.
1. Click the Edit button to change how these disclaimers are worded.
2. Type in your disclaimers.
3. You may apply formatting to your disclaimers using the formatting elements including making items larger or smaller, bold, change the color, italics, or part of a bulleted or numbered list.
4. Click the Save button.
Invoice Content Blocks
Invoice content blocks allow your company to include notes on your invoices to communicate legal notes for terms such as payment terms or warranties among others.
1. Edit an existing block or add a new block.
- To add a new block, click on the Add Block button.
- To change an existing block, click Edit.
2. Fill out the block’s Content Title and Content Description.
- Optionally click hide title if you do not wish to show the title on the invoice.
- The Title has a character limit of 30 characters. The Description is limited to 3000 characters.
3. You may apply formatting to your content blocks including making items larger or smaller, bold, change the color, italics, or part of a bulleted or numbered list.
4. Click on the Save button.
5. If you need to delete an Invoice Content Block, simply click on the trash can symbol.
Data Accessibility Settings
These setting allow you to restrict some of the information that the technicians can see and do within Successware Mobile.
• Billable Hours Accessibility:
This option allows the technician to see the Billable Hours duration for task items. If this option is unchecked, they will not be able to see the duration on tasks.
• Cost Plus Invoice Accessibility:
This option enables the technicians to make a Cost-Plus invoice through Successware Mobile.
• Customer Account Balance Accessibility:
This option enables the technician to apply the Customer Account Balance (positive or negative balance) to the invoice at the payment screen.
• Customer Phone Number Accessibility:
This option allows the customer to see the customer phone number within Successware Mobile. If you uncheck this, they will be unable to access the customer’s phone number.
• Geolocation Accessibility:
This option enables you to use the Geolocation feature with Successware Mobile. This includes the ability to see your technicians’ location, see if the tech leaves or arrives out of range from a service location, and auto-arrives the technician when they arrive onsite. If this is removed, no technicians will be able to use the Geolocation feature or have their location recorded.
• Schedule Search Accessibility:
This option enables you to remove the ability for any and all of your technicians from seeing the Schedule Search. This takes place regardless of permission.
• Scoreboard Accessibility:
This option enables you to remove access to the scoreboard on the technician’s home page on the Successware Mobile App.
Register Devices
Once you have downloaded Successware Mobile to your mobile device, you will need to pair the app to your instance of Successware. This registration process only needs to be done once per device.
1. Open your Successware Mobile Admin site to the Devices tab.
2. You will see a 6-character token.
- Do not let anyone have this token that you do not want to have access to your information.
- This token changes on a regular basis as indicated by:
- Any registered devices will stay paired. This only prevents old tokens from being used to access your devices.
3. Open the Successware app on your mobile device to show the register screen.
4. Enter the token from the Successware Mobile Admin site into your device to register it to your company.
Device Management
Using the Devices tab, you can keep track of who is registered to use Successware Mobile.
Each entry shows the user who last logged in on each device and the device ID.
You may deactivate the devices by clicking on the deactivate button next to each device.
Support Button
On the Successware Mobile Admin site, there will be a support button in the lower right-hand corner. This will allow you to chat with one of our representatives to get support. To start a support session:
1. Click on the Support Button.
2. We ask that you fill out your name, company, phone number, and your email address. These allow us to better assist you and reach out to you if need be.
3. Click in the “How can we help you?” area and start typing your message.
4. You may add files, screenshots, or pictures by clicking on the Attachments area.
Looking for a more interactive course on Successware Mobile Admin? Check out our Learning Management System (LMS)! Our courses are available to all Successware users. If you don't have a sign-in for our LMS, contact us at training@successware.com for a free account.