Please enable JavaScript.
Coggle requires JavaScript to display documents.
Scheduling Form
Employee schedules a job by filling out a form within…
Scheduling Form Employee schedules a job by filling out a form within the "All Jobs" Space: Step 1:
Click "Scheduling Form" to bring up form.Step 2:
Form will be filled out. The Form will have dropdown custom fields and more with the following information:
- Field 1: Select client CRM information or give the option to create it new (CRM based on the custom fields in CRM V2 - name, company, phone number, email) (Secondary Goal if new client, form creates a new client in quickbooks via Zapier)
- Field 2: checkboxes of specific services, which could be multiple services or just one (ideally would pull from the products/services from quickbooks, and a custom box in case the service isn't in the list)
- Field 3: select the date
- Field 4: select start time of shoot
- Field 5: (Secondary Goal select contractor(s) who will be at the shoot)
Step 3:CLICK SUBMIT OR FINISH... WHICH WILL TRIGGER THE FOLLOWING AUTOMATIONS:
AUTOMATION 2 Secondary Goal Data from project is formatted in an email and/or text that is sent to the client confirming the job.
If the client is a new client, a credit card authorization form will be auto-generated with client's contact information and delivered via docusign. This document will also have our digital products agreement to sign. (Use Zapier with Docusign?)
An email and/or text is sent a second time, the day before (8AM) the job to remind the client that it is scheduled. (Use Zapier?)
AUTOMATION 3 Tertiary Goal Data from project is formatted into a google calendar invite that syncs with google calendar for the team member(s) it has been assigned to.
General workflows for photo and video backend team:
Back-end team members will be tasked with moving the status along their respective pipelines until the job is completed. Certain back-end teams will be notified when a job is "Submitted to LUXLVL" so that they can begin the work to complete the job. TERTIARY GOAL Set timelines for delivery based upon a set of rules for each type of service ordered.
Photo Editing Team manages the workflow of four separate folders: Photoshoots, Floorplans, Matterport/LiveTour and Virtual Staging.
PHOTOSHOOTS/LIVETOUR VR 1A. Editing team reviews pre-culled images from contractor/team-member and select best to be edited by Vendor. Editing team uploads selects to server before midnight and sends an email with notes to the editing team for each job that day. TERTIARY GOAL Have the vendors have access to ClickUp and get notified when each task's status is moved to "Editing"
2A. Editing team receives edited photo files/VR Tour from vendor. Photo files go into review and final touchups. Status is moved to "In QC/Awaiting Approval" (ideally vendor would do this).
- Editing team uploads approved files to gallery services and either delivers or waits for other workflows to be completed and delivers once everything is done.
- Job task is moved to completed status.
- Client submits an edit request form that the vendor needs to resolve or can be fixed in house. Job status gets moved back to "Resubmitted to Editing". Job gets moved back to "complete" status after qc approval and resubmission to client.
After 1 month of inactivity on the task, the task has automation timer to move task out of completed and into an archived Space/Folder.
-
1B. If internal team member is photo editing something specific, create sub-task and assign that team member to complete and upload files to gallery services. Create condition where if that sub-task is not checked off then the job cannot be moved to complete.
FLOORPLANS AND MATTERPORT VR 1. Backend Team checks by 10PM to make sure team member submitted their date to 3rd party vendor. If they haven't then backend team contact team member to remind them to do so. If they have, then backend team moves status to "Editing".
2A. Backend Team checks in the morning if floorplan or VR was processed. If completed, then backend team will finalize the content and QC for errors. For floorplan, we will edit with company template. For VR tour, we will review tour and add in agent information..
3A. Add finished floorplan files to gallery services and/or contact client directly with final floorplan. Add VR tour to email directly to client and/or add links to tour to final delivery email along with photos and floorplan. Move status to "Complete"
After 1 month of inactivity on the task, the task has automation timer to move task out of completed and into an archived Space/Folder.
3B. Client submits an edit request form and the job goes back to "resubmitted to editing". Either vendor or backend team corrects the edits. Job is resent to client for approval and moved to "complete" stastus.
2B. Download completed initial floorplan and submit for additional editing with different vendor. Move status to "Partial Completion".
3A. Add finished floorplan files to gallery services and/or contact client directly with final floorplan. Add VR tour to email directly to client and/or add links to tour to final delivery email along with photos and floorplan. Move status to "Complete".
After 1 month of inactivity on the task, the task has automation timer to move task out of completed and into an archived Space/Folder.
3B. Client submits an edit request form and the job goes back to "resubmitted to editing". Either vendor or backend team corrects the edits. Job is resent to client for approval and moved to "complete" stastus.
-
-
AUTOMATION 1 - PRIMARY GOAL Form creates a "To Do" Task for the single job with multiple sub-tasks based upon the services requested.Once the job is completed, the on-site team member logs into ClickUp and sees a list of "Job Tasks" to be submitted on. Completion of the following sub-tasks on their end will ultimately trigger automations.Step 1:
- team member logs into ClickUp App (mobile or web app, etc.)
Step 2:
- team member see all jobs available in the "To Do" status and they select the one they are submitting for.
Step 3:
- subtasks get shown for each service required for that Job. If they did the service they check off the subtask. If they didn't do the service they don't check off the task and leave it for the person who did. If a new service was added onsite then additional subtasks can be added by team members which can be checked off and selected. Multiple team members can access a "Job Task" and check off a subtask.
Step 4:
- team member will add notes to a text box with any specific notes from the job (this could be added per sub-task or on overall job notes)
Step 5:
- team member will select finish which will automate all the checked off sub-tasks into new individual tasks for each job folder within "All Jobs" and show a status of SUBMITTED TO LUXLVL TASK in said folder task list.
- NEED TO FIGURE OUT: how a team member can denote for video if they are editing or not, if they are editing then the status will not be "Submitted to LUXLVL" but moved to "EDITING" status.
TERTIARY GOAL: Add a checkbox for whether photoshops will be needed for the job, which will create a whole separate pipeline in the photo editing teamTERTIARY GOAL: Add a checkbox for title card creation or not for video
CHECKING OFF SUB-TASKS AUTOMATES THE FOLLOWING DROPBOX FOLDER CREATION (Via Zapier):
-INCOMING_PHOTO>MONTH_YEAR>DATE(00-00-00)>ADDRESS>SELECTS AND NON-SELECTS
-INCOMING_VIDEO>MONTH_YEAR>DATE(00-00-00)>ADDRESS>
TERTIARY GOAL:
CLIENT FOLDER: Data from FORM creates a dropbox folder based upon the services completed. Folder structure is as follows:
client name>year>address
This folder will have standardized sub-folders for misc. data and final deliveries.
Tertiary Goal View of a two-way google calendar sync which shows the availability of all field workers, showing the outs they've made on their calendars and our jobs we have placed for them and general avails.
AUTOMATION 4 - Tertiary Goal* Data from project is formatted into a Quickbooks invoice. Or conversely, data from an estimate is formatted into a lead which can then be turned into a pipeline project later.
Secondary Goal A services database to add multiple services (or packages) to a single job that has if/then rules that can be applied to said job.
Secondary Goal Attach a client or CRM database to form when creating Job Task. Currently we can use CLIENTS space > CRM V2 in ClickUp.
-
-